The key difference between “Submitted” and “Active” SAM status affects federal contracting eligibility. “Submitted” indicates registration is pending verification, during which contractors cannot bid on government opportunities. “Active” status confirms completed verification, granting full bidding privileges and visibility to federal agencies. The change typically takes 2-8 weeks, involving document review and credential verification. Contractors must maintain Active status through annual renewal to preserve their federal contracting capabilities. Understanding these distinctions helps optimize procurement strategy.

SAM Status Types and Their Implications for Government Contractors

When contractors seek to do business with the federal government, understanding the various SAM status types becomes vital for successful participation in the procurement process.

The System for Award Management (SAM) categorizes registrations as “Submitted,” “In Progress,” “Active,” “Inactive,” or “Rejected,” each carrying distinct implications for contractors. Federal registration guidelines help ensure businesses meet all compliance requirements before participating in government procurement activities.

SAM registration status directly influences a contractor’s eligibility, visibility, and participation opportunities within the federal procurement ecosystem.

An “Active” status indicates full eligibility to bid on federal contracts and access performance tracking systems. In contrast, entities with a “Submitted” status are still undergoing verification in the registration process and cannot yet bid on opportunities.

The SAM status implications extend beyond bidding capabilities—they affect a contractor’s ability to interact with government systems, track contract data, and demonstrate regulatory compliance. Once a registration is properly processed, it will remain in an active status for 365 days from the submission date before requiring renewal. Contractors must monitor their status regularly to guarantee uninterrupted access to federal procurement activities.

Timeline and Process: From Submitted to Active SAM Registration

Maneuvering the journey from a submitted to active SAM registration involves a multi-step process that typically spans 2 to 8 weeks, though recent delays have extended timelines to 10 weeks or more.

The process begins with submitting registration information through SAM.gov, which takes approximately 45 minutes to complete. A thorough pre-registration preparation will help streamline the entire process and prevent unnecessary delays.

After submission, registrants must mail a notarized letter confirming administrator credentials—a critical step that frequently causes registration delays. Preparation is crucial for this stage, including gathering your Taxpayer Identification Number and other essential documentation beforehand.

The verification process then commences, during which SAM officials review all submitted documentation. Delays at this stage could result in missing grant deadlines and losing valuable funding opportunities. Factors affecting processing time include business complexity, information accuracy, and current processing volumes.

Once verification concludes, the status changes from “Submitted” to “Active,” typically within 7-10 business days after all requirements are met.

Registrants can monitor their status using the SAM Status Tracker.

Key Strategic Considerations When Managing Your SAM Status

Maintaining an active SAM status requires strategic planning and consistent attention to detail, as neglected registrations can lead to significant business disruptions and lost opportunities. Organizations should establish regular review schedules and designate specific Points of Contact responsible for SAM management.

Effective strategic planning includes setting calendar reminders for verification deadlines, documenting business changes within the required 30-day window, and maintaining accurate business information. Companies should leverage compliance verification tools to guarantee all submitted information meets federal requirements. Updating your SAM information on a quarterly basis helps monitor account notifications and ensures ongoing eligibility for federal contracts. Federal grant eligibility depends on maintaining an active SAM registration status throughout the application process.

Implementing centralized Software Asset Management practices enhances operational efficiency by standardizing procurement processes and preventing unnecessary spending. Organizations should integrate SAM with IT Service Management systems to streamline license requests and maximize software value across departments.

Regular audits of software usage and licensing agreements are essential for maintaining compliance and mitigating risks that could affect SAM status eligibility.

Frequently Asked Questions

Can My SAM Registration Be Canceled During the Submitted Status Phase?

SAM registration cancellation during the submitted status phase is possible, but terms vary based on the service provider.

Third-party registration services typically offer refunds within a limited timeframe (often 48 hours) after signing. Beyond this period, cancellations may incur fees or provide no refund.

Written termination notice is generally required. Companies should review their service agreement carefully, as cancellation could impact regulatory compliance and future eligibility for federal contracts.

How Quickly Can I Bid on Contracts After Achieving Active Status?

Once an entity achieves active status in SAM, they can immediately begin bidding on contracts.

The bidding timeline begins the moment active status is confirmed in the system. Contract eligibility is established as soon as the registration reaches active status, allowing entities to submit offers that include their unique entity identifier.

However, entities should verify all required certifications and representations are completed to avoid delays in the contract award process.

Does SAM Status Affect Subcontractor Eligibility for Government Projects?

SAM status can impact subcontractor eligibility for government projects, though requirements vary by contract.

While not universally mandated, many prime contractors prefer or require subcontractors with active SAM registration for verification and reporting purposes.

Subcontractor qualifications often include SAM registration when specified in contract terms or agency rules.

Without active SAM status, subcontractors may face limited opportunities, as primes frequently use SAM-related tools to evaluate eligibility criteria and find qualified partners for federal work.

Can Foreign Entities Maintain Different SAM Status Requirements?

Foreign entities must follow the same core SAM status requirements as domestic entities.

While international bidding processes require foreign registration requirements like obtaining NCAGE codes and Unique Entity IDs, the fundamental active status maintenance obligations remain consistent.

Foreign organizations cannot maintain different SAM status standards but must additionally comply with international-specific documentation requirements.

All entities, regardless of origin, must renew SAM registration annually and maintain accurate, consistent information across all systems.

Will My SAM Status Impact Payment Processing Timeframes for Existing Contracts?

Yes, SAM status directly affects payment processing timeframes for existing contracts. An inactive or expired SAM registration prevents invoice validation in federal payment systems, resulting in payment delays until the status is restored.

Maintaining an active SAM registration is a critical contract compliance requirement. Contractors should monitor their SAM status regularly and renew registrations well before expiration dates to guarantee uninterrupted payment processing for ongoing federal contracts.