When registering nonprofit POCs in SAM.gov, organizations must designate both Electronic Business and Government Business POCs with unique email addresses and legal authority to represent the nonprofit. Navigate to the Entity Registration section, select “Register/Update Entity,” and enter required contact information. The process takes 7-10 business days to complete. Maintain accurate POC information through quarterly reviews and update within 48 hours of personnel changes. Proper POC management enhances visibility to potential government funding partners.
Selecting and Preparing Your Nonprofit’s Point of Contact (POC) Designations
When registering a nonprofit organization in the System for Award Management (SAM), careful selection of Points of Contact (POCs) forms the foundation for successful federal grant and contract management. Organizations must designate both an Electronic Business POC and a Government Business POC with direct knowledge of registration details.
POC Authority Considerations
Staff selected as POCs must have legal authority to represent the nonprofit in federal agreements and certify entity information.
Separation between financial and administrative roles provides proper oversight. Each POC requires:
- Unique email address (shared accounts prohibited)
- Physical address (no PO boxes)
- Access to organizational TIN/EIN
- Multi-factor authentication enabled accounts
POC Training Resources
Designees should receive training on SAM.gov portals to guarantee proficiency with annual renewals, compliance checks, and exclusion monitoring tools. It’s essential to protect your organization’s MPIN as it functions as an electronic signature for all federal applications. Proper POC management ensures federal compliance while increasing your nonprofit’s visibility to potential government funding partners.
Step-by-Step Guide to Adding POCs During SAM.gov Registration
The practical implementation of your nonprofit’s POC strategy takes shape during the actual SAM.gov registration process. Organizations must navigate to the Entity Registration section after logging in through the SAM.gov portal, then select “Register/Update Entity” to begin adding contacts. The registration process typically takes 7-10 business days to complete for most organizations seeking funding opportunities. Gathering all necessary documentation beforehand can significantly streamline the often complex registration process.
| POC Type | Key Role Responsibilities |
|---|---|
| EBiz POC | Manages system access and authorizations |
| Accounts Receivable | Processes federal payments |
| Government Business | Handles contract communications |
| Alternate POCs | Provides backup support |
| Past Performance | Maintains performance records |
When entering information, nonprofits should implement effective POC communication strategies by verifying all contact details against organizational records. Each POC must receive appropriate permissions based on their designated role responsibilities. After completing all mandatory fields (marked with red asterisks), organizations should review the information before final submission.
Managing and Updating POC Information for Ongoing Compliance
Maintaining accurate Point of Contact (POC) information represents a critical compliance requirement for nonprofits registered in SAM.gov. Federal agencies rely on these contacts to communicate important updates regarding grants, contracts, and compliance requirements.
Nonprofits should implement systematic compliance strategies for POC management, including quarterly reviews of all contact information and designating multiple POCs for different functional areas.
The primary POC should establish a schedule for ongoing updates, verifying that email addresses and phone numbers remain current in the system. Failure to maintain current POC information can result in missed opportunities and potential disruptions in federal funding.
Establish a consistent update schedule to maintain current contact details within your SAM.gov registration.
Organizations should document all POC changes, ensuring continuity during staff changes.
When personnel changes occur, updating SAM.gov POC information should be prioritized within 48 hours to prevent missed notifications about registration renewals, compliance deadlines, or funding opportunities.
It is essential to assign an Electronic Business (EB) POC who will have authority for data management and be responsible for approving contractor administrators in PIEE.
Remember that all Points of Contact must be directly associated with the nonprofit organization rather than third-party providers to maintain proper compliance with federal regulations.
Frequently Asked Questions
Can a Single Person Serve as Multiple POCS?
Yes, a single person can hold multiple roles within the SAM.gov system. An individual with one login.gov account can serve as Entity Administrator, EBiz POC, Government Contact, and other specialized POCs simultaneously.
However, organizations should implement appropriate accountability measures when assigning multiple roles to one person. This practice requires proper documentation to prevent authorization conflicts during audits.
The system allows this flexibility while still maintaining distinct permission sets for each designated role.
How Long Does POC Verification Typically Take?
POC verification typically takes 7-14 business days for domestic entities as part of the standard SAM.gov verification process.
Nonprofit organizations generally follow this timeline when proper documentation is submitted.
International entities face longer durations, extending to 15-30 days due to additional requirements.
The verification process includes TIN matching, entity validation, and banking verification steps.
Submitting complete documentation, including proper POC authorization credentials, helps prevent delays in the approval process.
What Happens if My Ebiz POC Leaves the Organization?
When an eBIZ POC leaves an organization, immediate action is necessary to maintain organizational continuity.
The nonprofit should:
- Update the SAM.gov profile with the new POC information
- Complete the POC handover process by logging into SAM.gov
- Navigate to the entity registration section
- Select “Update Entity”
- Modify the eBIZ POC details
Failure to update this critical information may result in missed communications, delayed grant notifications, and potential compliance issues with federal agencies.
Are International Phone Numbers Acceptable for POC Contact Information?
SAM.gov accepts international phone numbers for POC contact information. According to international contact guidelines, users should include the country code preceded by a plus sign (+) when entering non-U.S. phone numbers.
During phone number verification, the system recognizes standard international formats, though maintaining consistency in formatting is important. Organizations with international contacts should follow global formatting standards to guarantee government agencies can properly communicate with all designated POCs.
For specific formatting questions, contacting the Federal Service Desk is recommended.
Can Volunteers Be Designated as POCS for Nonprofits?
Volunteers can be designated as Points of Contact (POCs) in SAM registrations if properly authorized within the nonprofit governance structure.
The organization must guarantee these individuals understand their volunteer responsibilities, have appropriate authorization from leadership, and possess the necessary knowledge to fulfill POC duties.
Nonprofits should document this authorization and confirm volunteers can reliably manage communications and reporting requirements.
When designating volunteers as POCs, organizations should consider confidentiality requirements and the volunteer’s commitment to maintaining registration responsibilities.