Federal award reporting will shift from FSRS.gov to SAM.gov by Spring 2025, requiring contractors to update registrations and backup historical submissions. The change includes new BioPreferred reporting functions and enhanced compliance features with real-time validation. User role management becomes critical, with specific permissions needed for reporting access. Training resources and testing phases are available to facilitate a smooth shift. Additional compliance requirements offer improved features for federal contractors to explore.
FSRS Transition to SAM.gov: What Contractors Need to Know
All federal contractors should prepare for the upcoming shift of subaward reporting from FSRS.gov to SAM.gov, scheduled to go live in Spring 2025.
This change requires specific subaward preparation steps to maintain compliance updates throughout the process. Contractors must guarantee their SAM.gov registrations are current, back up historical FSRS.gov submissions, and adjust user access permissions for the new platform.
The new integrated system will offer improved features including real-time validation, automated deadline notifications, and enhanced compliance checks.
After the change, FSRS.gov will be retired completely, with all historical data migrated to SAM.gov.
To minimize disruption, contractors should participate in upcoming training programs and testing phases announced by federal agencies.
New BioPreferred Reporting Requirements Through SAM.gov
Federal contractors must now navigate significant changes to biobased product reporting as the process shifts entirely to the SAM.gov platform.
With FSRS.gov being decommissioned by March 2025, contractors must use SAM.gov’s dedicated BioPreferred module for all submissions.
Contractors now face a mandatory transition to SAM.gov’s BioPreferred module as FSRS.gov heads toward decommissioning.
The annual reporting deadlines remain consistent, requiring contractors to submit data covering October 1 through September 30 purchasing activity by October 31.
Prime contractors are responsible for gathering and reporting all qualifying purchases, including those made by subcontractors.
Biobased product eligibility continues to follow USDA-established minimum content thresholds, which vary by product category.
Contractors must verify product compliance before inclusion in reports.
The SAM.gov system now includes validation checks against the BioPreferred catalog to guarantee accurate reporting.
Role Management for Federal Award Reporting Compliance
Managing user roles effectively determines an organization’s ability to comply with federal award reporting requirements in SAM.gov. Federal users must verify their reporting permissions through the “My Roles” section under Workspace, as roles must be explicitly assigned to entity administrators.
Role assignment processes include configuring FSRS access for subaward reporting and utilizing the role management API for federal entity administrators.
Compliance verification requires regular exclusions checks for all awardees and confirmation of entity registration status.
Federal entities benefit from waived identity proofing requirements, though multi-factor authentication remains mandatory for system access.
For audit preparation, historical reports can be accessed through FSRS and Contract Data Reports systems, while data consistency is verified against FPDS.gov records.
Training resources include Quick Start Guides and video tutorials for role administration.
Frequently Asked Questions
How Often Must SAM Registrations Be Renewed to Maintain Active Status?
SAM registrations must be renewed annually to maintain active status. The registration expires exactly 365 days from the initial registration or most recent update date.
The registration frequency requires manual revalidation, as no auto-renewal option exists. Organizations should initiate renewal 60-90 days before expiration to avoid disruptions.
Allowing a registration to lapse results in immediate loss of eligibility for federal contracts, exclusion from grants, and requires complete re-registration, potentially delaying payments on existing contracts.
Can International Entities Register in SAM for U.S. Federal Contracts?
Yes, international entities can register in SAM for U.S. federal contracts.
Foreign businesses must obtain a Unique Entity ID (which replaced the DUNS number) to complete the international registration process.
When pursuing federal contracts, these entities must comply with U.S. regulations and designate authorized representatives.
International businesses should consider country-specific regulations that may affect their eligibility and consult legal advisors to guarantee proper compliance during the registration process.
What Happens if IRS Validation Fails During SAM Registration?
When IRS validation fails during SAM registration, the system immediately locks the registration and sends an automated notification to the registrant.
The entity must contact the IRS directly at 1-866-255-0654 to resolve discrepancies between SAM data and tax records. Common causes include mismatched TINs, name discrepancies, or outdated IRS information.
After correcting information with the IRS, registrants must update their SAM profile accordingly. Resolution typically takes 72 hours after successful IRS verification.
Are Subcontractors Required to Register in SAM Independently?
No, subcontractors are not required to register in SAM independently.
According to recent policy updates, subcontractors are exempt from full SAM registration requirements.
However, subcontractors still need to obtain a Unique Entity Identifier (UEI), which can be acquired without completing the full SAM registration process.
Prime contractors remain responsible for verifying that subcontractors are not on the Excluded Parties List System for transactions over $25,000, in accordance with 2 CFR 2424.300.
How Quickly Are Entity Changes in SAM Reflected in Federal Systems?
Entity updates in SAM.gov are typically reflected across federal systems like JustGrants automatically.
Most changes synchronize within 24-48 hours through federal synchronization protocols. However, some complex updates may take up to 3-5 business days to propagate fully.
This integration guarantees consistency across government platforms and reduces manual data entry requirements.
Users experiencing delays beyond this timeframe should contact the Federal Service Desk or email maspmo@gsa.gov for assistance with expediting the synchronization process.