SAM registration requirements include obtaining a Unique Entity ID, providing business documentation (EIN/TIN), and submitting accurate physical address and banking information. Federal contractors must complete entity validation through the Entity Validation Service by submitting legal documents for verification. Registration lasts 365 days and requires renewal 90 days before expiration to maintain eligibility for federal contracts. Non-compliance results in funding disqualification and bid rejection. The following sections outline detailed steps for successful registration and maintenance.
Core Registration Requirements for Federal Contractors
Every federal contractor must fulfill specific registration requirements in the System for Award Management (SAM) before competing for government contracts.
The federal registration process begins with entity type identification, whether business, government agency, or non-profit organization. Contractors must obtain a Unique Entity ID (UEI), which has replaced the DUNS number as the primary identifier for contractor eligibility. To start, you’ll need to create an account on sam.gov using your email and provide identification for two-factor authentication.
Essential documentation includes an Employer Identification Number (EIN) or Taxpayer Identification Number (TIN), verification of legal business name, and any DBA (“Doing Business As”) names. Federal agency verification is a vital part of maintaining eligibility for government funding opportunities.
Contractors must provide complete physical and mailing addresses for official correspondence. Banking information is required for payment processing, and all financial data must be accurate and current to maintain valid registration status. It’s crucial to select appropriate NAICS codes that accurately represent your business offerings during registration.
Tax compliance verification is also mandatory for all federal contractors.
Entity Validation Process and Documentation
The validation process for entities registering in SAM.gov serves as a critical security measure that protects the federal procurement system from fraud and misrepresentation. This mandatory procedure verifies an entity’s existence and uniqueness through the Entity Validation Service (EVS), which replaced the former DUNS Number system.
All organizations must submit original legal documents, such as incorporation papers or IRS records, which EVS cross-references against government databases. P.O. Boxes are not accepted as a physical address during this registration process. The system will verify your legal business name, physical address, and date of incorporation as part of the validation requirements.
Entity verification challenges commonly arise from documentation discrepancies between submitted materials and official records. These mismatches may include outdated business licenses, incorrect entity types, or bank account inconsistencies. Users experiencing validation issues should carefully review their data entry accuracy to prevent registration delays.
Once validation completes successfully, the system assigns a Unique Entity ID (UEI) and activates the SAM.gov registration.
Annual revalidation remains mandatory, with no grace period for expired registrations.
Post-Registration Maintenance and Renewal Guidelines
Maintaining an active SAM.gov registration requires consistent attention throughout its validity period to prevent critical disruptions in federal contracting capabilities. Each registration timeline spans 365 days from submission or last update, with no automatic notifications provided by the system when expiration approaches.
Active SAM.gov registration demands vigilant monitoring to prevent contract disruptions, as systems provide no expiration alerts.
Organizations should implement renewal strategies at least 90 days before expiration to avoid service interruptions. Best practices include:
- Syncing calendar reminders with expiration dates
- Maintaining updated documentation for rapid validation
- Conducting cross-departmental verification before submission
- Confirming renewal status through SAM.gov after completion
During renewal, administrators must review the entire record, update financial information, verify ownership structures, and verify proper NAICS codes. The renewal process generally takes up to two weeks after submission for complete processing. Proactive planning is essential for maintaining uninterrupted access to federal contracts and grants throughout the renewal cycle.
Failure to maintain current registration can result in funding disqualification, bid rejection, and potential compliance violations.
Frequently Asked Questions
Can International Entities Register in SAM?
Yes, international entities can register in SAM.
The registration process requires specific documentation including an NCAGE Code, which is mandatory for international eligibility.
Foreign businesses must provide a physical address (no P.O. boxes), tax identification information if paying U.S. taxes, and obtain a Unique Entity ID.
All information must match legal records exactly.
International entities must comply with federal regulations and complete validation through the SAM.gov portal to finalize their registration.
How Do Joint Ventures Establish SAM Registration?
Joint ventures establish SAM registration by first obtaining a Unique Entity ID through SAM.gov and securing a TIN/EIN for the joint venture entity.
The registration process requires a finalized joint venture agreement, documentation of all member companies’ CAGE codes and UEIs, and designation of an Entity Administrator.
Joint venture requirements include providing a physical office address, completing Representations and Certifications, and ensuring no member is listed in SAM Exclusions.
Registration must be completed before submitting any federal contract bids.
What Happens if My CAGE Code Expires?
When a CAGE code expires, the business loses eligibility to participate in federal contracting opportunities.
This registration impact affects the entity’s ability to compete for government contracts, potentially resulting in revenue loss.
Expired CAGE codes may lead to contract termination for existing agreements.
To resolve this issue, the business must renew their SAM registration, which will automatically update their CAGE code status and restore contracting eligibility.
Can I Transfer My SAM Registration to Another Business?
SAM registrations cannot be directly transferred between businesses. When a business ownership change occurs, the new entity must establish its own SAM registration with a unique CAGE code and EIN.
The original business’s SAM registration remains with that entity.
For a business acquisition, the acquiring company must either:
- Maintain separate registrations
- Register the acquired business as a new entity
- Update the existing registration if maintaining the same EIN
Are SAM Profile Extensions Available During Validation Delays?
Yes, extensions are sometimes available during SAM validation delays.
The system occasionally offers automatic 30-day extensions when users face validation challenges beyond their control.
During periods of significant backlog or system issues, SAM.gov has historically provided profile extensions to prevent registration lapses.
To request an extension, entities should contact the Federal Service Desk with detailed information about their validation delays and the urgency of maintaining an active registration status.