Yes, SAM registration must be renewed every 365 days. Federal contractors and grantees must maintain active registration to remain eligible for federal funding, submit applications, and receive payments. The renewal process takes up to 10 business days and should begin at least 60 days before expiration. Expired registrations result in immediate payment stoppage and ineligibility for new opportunities. The following sections outline essential timelines and consequences of registration lapses.

Understanding the Annual SAM Registration Requirement

Why must entities maintain an active SAM registration year after year? Federal policy under 2 CFR Part 25 establishes this requirement as mandatory for all organizations seeking federal funding.

SAM registration expires every 365 days, requiring renewal to maintain compliance importance in the federal award process. An active registration serves as the cornerstone of eligibility for contracts, grants, and payments from federal agencies. Annual renewal is essential for maintaining ongoing access to federal contracting opportunities.

Without current registration, organizations cannot:

1. Submit applications through Grants.gov or FEMA GO
2. Receive contract awards or grant funding
3. Process payment requests for existing awards

The renewal process takes up to 10 business days to complete, with no associated costs. Since April 4, 2022, organizations receive a Unique Entity Identifier instead of a DUNS number. Organizations should plan accordingly to avoid lapses in their registration status.

Federal systems automatically sync with SAM.gov data, making accurate information critical for seamless operations across government platforms. Setting calendar reminders for renewal deadlines can help prevent costly interruptions in business operations caused by expired registrations. Expired registrations require full renewal, potentially delaying funding opportunities.

Critical Timeline for SAM Registration Renewal

Timing matters considerably when managing SAM registration renewal requirements. The renewal process follows a strict registration timeline that requires attention to prevent potential business disruptions. SAM registrations expire every 365 days and typically take 1-2 months to process, making advance planning crucial.

Business entities should:

• Begin the renewal process at least 60 days before expiration
• Designate an entity administrator to oversee the renewal
• Prepare all documentation in advance, including verification of CAGE and DUNS numbers

Starting early provides a buffer for addressing unexpected issues that might arise during review. Late renewals can result in serious consequences, including loss of federal contracting opportunities and payment delays. Federal agencies often overlook businesses with imminent expiration dates when making procurement decisions.

Tracking the original activation date helps businesses anticipate when to initiate renewal procedures. Remember that SAM registration renewal is completely free of charge when completed independently on the official SAM website. While initial registration typically takes three to five days, complications can arise if there are submission errors or incomplete information. Proper timeline management guarantees continuous SAM compliance and uninterrupted access to government contracts.

Consequences of Delayed or Missed SAM Renewal

Failing to renew a SAM registration on time triggers a cascade of serious consequences that can derail government contractors’ operations and financial stability.

When registrations expire, contractors face immediate payment stoppage on existing contracts and become ineligible for new opportunities, creating significant business disruptions across multiple fronts.

The financial impact is substantial—companies lose access to federal contracts, experience cash flow problems, and miss growth opportunities through grants and assistance programs.

Compliance risks also emerge as contractors violate Federal Acquisition Regulation requirements, potentially facing regulatory penalties and disqualification from contract consideration.

Operationally, the renewal process itself presents challenges, requiring resources to navigate the complex reactivation procedures that may take several weeks to complete.

Even pending proposals can stall when registration lapses, and existing contractual relationships may be jeopardized.

Courts have consistently ruled that maintaining active SAM registration is a contractor’s responsibility, making proactive renewal management essential for business continuity.

A recent GAO decision demonstrated that even brief registration lapses during the evaluation period can result in bid protest sustainment and contract termination.

Using a quick reference checklist for SAM compliance can help contractors avoid these pitfalls by ensuring all requirements are systematically addressed before renewal deadlines.

Frequently Asked Questions

Can I Update My Business Size During Renewal?

Yes, businesses can update their size classification during the annual SAM registration renewal process.

When performing registration updates, companies should review and modify their size status if changes have occurred due to growth or contraction.

The system allows for size recertification based on current employee counts and revenue figures.

Accurate business size classification is essential for determining eligibility for specific government contracting opportunities, particularly those designated for small businesses.

What Happens if My Ein/Tin Changes Mid-Registration Period?

When EIN changes or TIN updates occur during an active SAM registration period, businesses must immediately update their SAM.gov profile.

The entity must log in to their SAM account, navigate to the Entity Management section, and submit the modified information.

Failure to report these changes promptly can cause discrepancies between tax records and SAM data, potentially resulting in contract ineligibility or payment delays.

This update process is separate from the annual renewal requirement.

How Do I Transfer SAM Registration During a Merger?

During a merger process, companies must update their SAM registration manually, as no automatic registration transfer exists.

The acquiring company should:

1. Update all organizational information in SAM
2. Confirm DUNS/UEI numbers are correctly reflected
3. Revise contact details and NAICS codes
4. Verify tax identification information

Companies should begin this process immediately after the merger is finalized to maintain continuous eligibility for federal contracts and avoid disruptions in contract opportunities.

Are SAM Renewal Requirements Different for International Contractors?

SAM renewal requirements remain the same for international contractors as for U.S. entities. All registrations must be renewed annually every 365 days.

However, international entities face different documentation requirements, including:

• Mandatory NCAGE Code instead of DUNS
• Foreign tax ID options when no U.S. tax obligations exist
• Address and business name must match NCAGE records
• Banking information must include SWIFT codes and IBAN numbers

No exemptions exist for the annual renewal requirement.

Can Multiple Users Manage Our Organization’s SAM Renewal Process?

Yes, SAM allows multiple user access for managing registration renewals. Organizations can assign specific roles to different team members, creating a collaborative approach to maintaining compliance.

Each user must have appropriate system credentials and permissions based on their responsibilities in the renewal process. However, an authorized representative must still validate all updates before submission.

This distributed management structure helps organizations efficiently divide tasks while ensuring all renewal requirements are met accurately and on time.