In SAM, “Submitted” status indicates a registration is under validation but ineligible for federal awards, while “Active” status signifies full approval, public visibility, and eligibility for government contracts. The shift from submitted to active typically takes up to 10 business days as the FPMI team conducts verification and fraud checks. Maintaining active status is critical, as temporary lapses can disqualify contractors from procurement opportunities. Proper status monitoring helps businesses avoid costly eligibility issues.
Understanding the SAM Registration Status Lifecycle
When entities register with the System for Award Management (SAM), their application progresses through multiple distinct status phases before reaching full activation. The registration phases follow a sequential process, beginning with the submission stage where entities complete all required information on SAM.gov.
During the “Submitted” status, the system begins data validation, but entities remain ineligible for federal awards. This shifts to “Pending Review” when the FPMI team conducts status verification of entity details, potentially including fraud checks and requests for additional documentation. Setting realistic expectations for the approval timeline can help organizations better prepare for this phase. Maintaining active registration status is mandated by FAR 52.204-7 for both offer submission and contract award eligibility.
Once approved, the registration enters “Active” status, initiating a 365-day validity period. This grants the entity public visibility in federal databases and enables bid submissions for government opportunities. Registration typically takes 3-5 business days for processing, with verification through the IRS and other federal agencies.
The lifecycle concludes with either timely renewal or expiration, with expired registrations moving to “Inactive” status. No automatic renewal exists, making proactive monitoring essential for maintaining eligibility.
Critical Implications of Status Differences for Federal Contractors
The distinction between “Submitted” and “Active” status in SAM registration carries significant consequences for entities seeking to conduct business with the federal government.
These status differences present registration challenges that contractors must navigate carefully to maintain eligibility for federal contracts.
A “Submitted” status indicates that registration has been initiated but remains under review, typically requiring up to 10 business days for processing before becoming active.
During this period, contractors cannot participate in federal procurement activities, highlighting the status importance in the bidding process.
First-time registrants should ensure document accuracy when submitting information to avoid delays in the approval process.
Courts have consistently upheld that contractors must maintain “Active” status throughout the entire procurement process.
Even temporary lapses can result in disqualification from contract awards.
Contractors must thus plan renewals strategically, scheduling them well before expiration dates to prevent inactive periods that could jeopardize business opportunities and damage their reputation with federal agencies.
Upon successful processing, an entity’s registration achieves active status and remains valid for exactly 365 days from the submission date.
Healthcare organizations and vendors must verify that their registration has progressed beyond “Submitted” to “Active” status before pursuing Medicare, Medicaid, or other federal healthcare contracts.
Best Practices for Maintaining Proper SAM Registration Status
Successful federal contractors recognize that maintaining proper SAM registration status requires consistent attention and proactive management throughout the year. Regular status monitoring at 3-6 month intervals guarantees registration details remain accurate and compliant with federal requirements.
Effective registration maintenance involves several key practices. First, contractors should immediately update their SAM profile when business information changes, particularly legal name, address, or banking details.
Second, implementing calendar reminders for the annual renewal deadline prevents unexpected suspension of federal contracting privileges.
Third, utilizing the Federal Service Desk resources helps address registration challenges promptly.
Designating and properly training Points of Contact for SAM management creates accountability and ensures consistent oversight of registration requirements.
Contractors benefit considerably from maintaining active status through increased contract opportunities and enhanced credibility in the federal marketplace.
Remember that processing times for new registrations or updates can vary from days to weeks depending on the completeness of your submission.
Those who consistently review their SAM information, promptly address discrepancies, and stay alert to system notifications position themselves strategically against competitors who may neglect these essential registration management practices.
Understanding the critical difference between “submitted” and active registration status is essential, as only the latter qualifies contractors for contract awards according to recent GAO and COFC decisions.
Frequently Asked Questions
Can a Submitted Status Registration Be Expedited in Urgent Situations?
While there is no formal process for expedited processing of SAM registrations, entities with urgent registration needs may contact SAM support for guidance.
The standard activation timeframe remains approximately 10 business days, including mandatory entity validation procedures.
Neither fees nor guaranteed fast-tracking options exist for expediting the process.
In specific cases, agencies like Veterans Affairs might prioritize certain registrations, but this is not standard practice for most government entities.
How Do I Verify My SAM Status Directly With Contracting Officers?
Entities can verify their SAM status directly through contracting officer communication by:
- Preparing their Unique Entity ID and CAGE code before initiating contact
- Emailing the contracting officer with formal status verification methods request
- Attaching a SAM.gov screenshot showing current registration status
- Following up with a phone call if email response is delayed
Most contracting officers prefer official documentation rather than verbal claims about registration status.
What Happens if SAM Experiences Technical Outages During My Renewal Period?
When SAM experiences technical outages during a renewal period, contractors should document the technical difficulties with screenshots and immediately contact the Federal Service Desk for assistance.
These issues may extend the renewal process beyond the typical 48-72 hour timeframe. As a precaution, businesses should initiate renewals at least 45 days before expiration and prepare contingency documentation.
The Federal Service Desk can create help tickets to address system-related delays that might affect registration status.
Are Subcontractors Required to Maintain Active SAM Registration Status?
Subcontractors are no longer required to maintain active SAM registration status, per recent policy updates.
However, subcontractor responsibilities still include providing certification regarding their exclusion status when contracting thresholds are met.
Prime contractors must verify subcontractors are not debarred by checking the Excluded Parties List System, even without formal registration updates in SAM.
This verification responsibility falls to the prime contractor, who must document these compliance checks as part of their subcontractor management process.
Can Foreign Entities With SAM Registration Experience Different Processing Timeframes?
Yes, foreign entities often face different processing timeframes when registering in SAM.
Processing delays can occur due to additional verification steps required for international organizations. These entities typically encounter unique registration challenges, including document validation requirements, time zone differences affecting communication, and compatibility issues with U.S. regulatory standards.
The standard 7-10 business day timeline may extend considerably for foreign registrants, particularly when documentation needs clarification or supplemental information is requested by verification personnel.