To handle duplicate entity records in SAM.gov, first identify duplications by examining variations in business names, addresses, UEI assignments, and CAGE codes. Then contact the Federal Service Desk with detailed information about the duplicates, verify entity status, and initiate registration merging if necessary. Prevent future duplications by conducting thorough entity searches before registration, maintaining centralized entity management, and implementing regular compliance reviews. Proper monitoring and documentation will guarantee ongoing data integrity across federal systems.
Identifying Duplicate Records in the SAM.gov System
Effective management of entity records in SAM.gov requires understanding how duplicate entries occur and identifying them accurately.
Entity verification begins with examining variations in business names, which often cause duplication through minor spelling differences, abbreviations, or the use of trade names.
Business name variations create duplicates through spelling differences, abbreviations, or trade name usage.
Multiple records with similar business addresses strongly indicate potential duplicates. System users should compare the Unique Entity ID (UEI) assignments, as a single entity should have only one 12-character alphanumeric UEI.
Similarly, multiple CAGE codes for what appears to be the same organization warrant investigation.
Record consistency depends on proper classification of entity types. Misclassifications frequently lead to duplicate entries in the system. The Entity Administrator is responsible for maintaining accurate registration information to prevent duplicate records from occurring.
Regular compliance reviews can help identify name discrepancies caused by typographical errors or organizational changes before they create duplicate records.
When conducting searches, users should cross-reference these key identifiers—entity name, UEI, business address, CAGE code, and entity type—to effectively identify and address duplicate records.
Step-by-Step Resolution Process for Entity Duplications
Resolving duplicate entity records in SAM.gov involves several systematic steps that administrators and entity representatives must follow carefully. The process begins with contacting the Federal Service Desk to submit a detailed ticket, clearly marked as a “duplicate entity” issue.
During the resolution process, entity validation becomes critical. Users should verify all information through the Entity Status Tracker and cross-check TIN details with IRS records. SAM.gov requires active registration for conducting business with the federal government, making proper resolution of duplicates essential. Supporting documentation must include registration records and ownership verification.
For confirmed duplications, registration merging is the next step. FSD can combine valid registrations under a single UEI, preserving the active record with current federal obligations. Similar to other common registration issues, maintaining accurate information throughout the process helps avoid complications and unnecessary delays.
If initial attempts fail, escalation options include supervisor review or contacting the SAM.gov program office directly.
After resolution, regular monitoring prevents recurrence through systematic validation protocols and biannual audits.
Preventive Measures to Avoid Future Duplicate Registrations
To maintain data integrity within the SAM.gov system, organizations must implement systematic preventive measures that address the root causes of duplicate registrations before they occur.
Proactive data governance prevents duplicate registrations and preserves SAM.gov system integrity
Following registration guidelines meticulously is essential, beginning with thorough entity searches using legal names, UEIs, and tax IDs before initiating any registration process.
Organizations should establish centralized entity management by assigning dedicated staff responsible for SAM.gov maintenance. Regular compliance training guarantees all personnel understand the validation requirements and duplicate detection systems. Establishing internal reminders for annual renewal dates will help ensure continuous active status in the system. Implementing these practices can significantly reduce the frustration noted by users when navigating duplicate resolution processes.
Best practices include:
- Using identical legal names across all federal systems
- Validating physical addresses against incorporation records
- Conducting quarterly profile reviews
- Maintaining proper documentation retention
These preventive steps, coupled with strict adherence to exact data matching requirements, greatly reduce the risk of creating duplicate entity records in the system. Regularly addressing system notifications promptly can prevent registration inconsistencies that often lead to duplicate entries.
Frequently Asked Questions
Is a CAGE Code Mismatch Definitive Proof of a Duplicate Registration?
A CAGE code mismatch is not definitive proof of a duplicate registration in the SAM system.
While cage code discrepancies can indicate potential duplicate records, they may also result from legitimate address changes, administrative errors, or outdated information.
Registration validity requires thorough investigation beyond just CAGE code examination.
Other factors, such as matching TIN information, business names, and physical addresses, must be considered before determining if multiple registrations truly represent the same entity.
What Happens to Contract History When Duplicate Entities Are Merged?
When duplicate entities are merged in SAM.gov, their contract history consolidates under the “winning” UEI.
The system retains all historical contract records from both entities, making them visible through the surviving UEI.
While the losing UEI becomes inactive, its associated contract data remains accessible through the primary UEI.
Organizations should verify complete contract history transfer after merging by running reports against the surviving UEI to guarantee no records were overlooked during record merging.
How Do Entity Mergers Affect Past Performance Ratings in CPARS?
Entity mergers impact past performance ratings in CPARS through distinct record maintenance.
Pre-merger CPARS evaluations remain tied to original entities unless formally consolidated through agency-approved processes. This creates entity performance challenges as contractors can only access records for their current SAM-registered organization.
CPARS implications include potential evaluation inconsistencies, as contracting officers may manually cross-reference performance history when systems don’t reflect merger updates promptly.
Can International Affiliates Share a Parent Company’s UEI Number?
International affiliates cannot share a parent company’s UEI number according to federal regulations.
UEI sharing guidelines require each distinct legal entity to obtain its own unique identifier through SAM.gov registration, regardless of corporate relationships.
International affiliate regulations mandate separate UEIs for each physical location, with rare exceptions for subawards under $25,000.
Each affiliate must complete its own SAM.gov registration process, as UEIs are tied to specific physical addresses and legal entities.
What’s the Typical Timeframe for SAM.Gov to Resolve Duplicate Notifications?
The typical resolution timeline for duplicate notifications in SAM.gov is approximately 7 calendar days, provided all documentation is accurate and complete. This timeframe applies to new incidents submitted with correct documentation.
The notification process requires entities to:
- Submit one incident ticket through the Federal Service Desk
- Monitor ticket status regularly
- Avoid creating multiple tickets for the same issue
Delays often occur when documentation is incomplete or inaccurate, as validation can only be performed by the EVS provider.