SAM registration for grant applications requires several steps. Applicants must create a SAM.gov account, obtain a Unique Entity Identifier (UEI), and gather essential documents including EIN/TIN, legal business name, physical address, and banking information. Registration takes 1-30 business days and requires annual renewal to maintain eligibility. Organizations should initiate the process well before grant deadlines and prepare for potential delays. The complete registration guide contains additional requirements for successful submission.
The SAM Registration Process: What You Need to Know
Why must organizations register with SAM before applying for federal grants? The System for Award Management (SAM) serves as the government’s central registry for all entities seeking to do business with the federal government, including grant applicants.
This registration centralizes essential vendor information and is mandatory for all Grants.gov applications.
The registration timeline typically spans 1-30 business days, depending on system traffic and application completeness. Organizations must first create a user account at SAM.gov before linking it to their entity registration. During the registration process, you will need to obtain a Unique Entity Identifier which has replaced the previous DUNS number system. The process of setting up an account requires following online instructions under the Help tab on the SAM website.
New registrations become active approximately 24 hours after submission of all required information. However, applicants should prepare for potential delays, especially during peak periods.
Annual renewal is required to maintain active status, ensuring continued eligibility for federal funding opportunities. The registration helps maintain financial transparency and accountability through verification of organizational identity, which is essential for proper administration of government funds.
Essential Documents and Information for Your SAM Application
Preparation represents the foundation of a successful SAM registration. Before beginning the application process, gather all required documents to guarantee documentation accuracy and smooth entity validation.
Key required items include:
- Taxpayer Identification Number (TIN) or Employer Identification Number (EIN)
- Legal business name that matches IRS records exactly
- Physical business address
- Banking information for payment setup
- Notarized letter authorizing registration
International entities need additional documentation, including an NCAGE Code and English language documents.
Consistency between your application and government databases prevents delays and validation errors. Applicants should verify all information against IRS records before submission.
The SAM system requires specific classification codes such as NAICS or PSC that accurately represent your organization’s activities.
Maintaining proper records of all submitted materials facilitates future updates and renewals.
You will also need a DUNS number as part of the essential documentation required for the complete SAM registration process.
Maintaining Your SAM Registration for Ongoing Grant Eligibility
After completing the initial SAM registration process, organizations must understand that maintaining an active status requires ongoing attention. Registration monitoring should be implemented through both the automatic expiration alerts from SAM.gov and regular manual status checks.
The renewal frequency requirement is strict: annual renewal is mandatory with a 365-day validity period, and no grace periods exist for expired registrations. Organizations should initiate renewal 30-60 days before expiration to avoid disruptions. Federal regulations require entities to maintain accurate SAM profiles at all times. When registering or renewing, entities must comply with 2 CFR Part 25 requirements to maintain valid identifiers and active status. Organizations with inactive SAM status risk immediate disqualification from potential grants and contracts.
| Maintenance Task | Frequency | Consequence if Missed |
|---|---|---|
| Registration Renewal | Annual | Immediate ineligibility |
| Data Updates | As changes occur | Non-compliance risk |
| Financial Verification | During renewal | Payment processing delays |
| CAGE Code Verification | Annual for defense | Contract disqualification |
| UEI Validation | During renewal | Registration processing failure |
Frequently Asked Questions
Can International Entities Register With SAM.Gov?
Yes, international entities can register with SAM.gov. The eligibility criteria for international registration includes obtaining a Unique Entity ID (UEI) and an NCAGE code.
Foreign organizations must guarantee consistent legal name and address across all documentation. International registrants follow a similar process to U.S. entities but skip U.S.-specific fields.
While TIN/EIN numbers are only required for entities with U.S. tax obligations, all applicants must provide detailed Points of Contact information for government communications.
Is a DUNS Number Still Required for SAM Registration?
No, DUNS numbers are no longer required for SAM registration.
Since April 4, 2022, the SAM registration process has replaced DUNS with the Unique Entity ID (UEI) system. The UEI is automatically generated during SAM registration, eliminating the previous two-step process.
This change streamlines federal award management by removing third-party dependencies. Entities previously registered in SAM were automatically assigned UEIs without requiring re-registration, maintaining continuity in the federal procurement system.
How Do I Recover a Forgotten SAM.Gov Username or Password?
For password reset, users must go through Login.gov since SAM.gov no longer uses separate usernames.
The process involves:
- Select “Forgot your password?” on Login.gov’s sign-in page
- Enter the email address associated with the account
- Use the reset link sent to that email
- Create a new password (12+ characters)
For username recovery issues, remember that only email addresses are now used for authentication through the Login.gov system.
Can I Apply for Multiple Grants With One SAM Registration?
Yes, organizations can apply for multiple grants with a single SAM registration. This streamlines the grant application process as the same UEI can be used across different funding opportunities.
Once registered, the organization maintains grant eligibility for all federal programs without duplicate registrations. The SAM profile must be renewed annually to guarantee continued access to grant opportunities.
Multi-agency applications are supported, though specific program requirements may vary.
What Happens if My SAM Registration Expires During a Grant Period?
If a SAM registration expires during a grant period, several consequences occur.
Organizations face payment disruptions, as federal agencies cannot disburse funds to entities with expired registrations. Grant eligibility becomes compromised, potentially jeopardizing both current funding and future renewals.
Program implementation may be halted until registration renewal is completed. To avoid these issues, organizations should initiate the renewal process at least 60 days before expiration and monitor their registration status regularly through SAM.gov.