After a contract award in SAM, vendors must maintain active SAM registration throughout the contract period. Recipients must complete post-award reporting requirements including Federal Financial Reports and Progress Reports on specified schedules. Organizations need to update their entity information promptly, monitor compliance status quarterly, and maintain accurate banking details for payment processing. Proper documentation of all communications and payment confirmations is essential for audit readiness. The following steps guarantee continued eligibility for federal funds and prevent compliance issues.
Required Registration Steps Within 30 Days
Securing a contract award through the System for Award Management (SAM) triggers several critical registration requirements that must be completed within the first 30 days.
Award recipients must verify their SAM registration remains active, as federal requirements mandate continuous valid status throughout the contract period.
Contractors should immediately update their entity information, including legal business name, physical address, and banking details to guarantee proper payment processing.
Keep your payment pipeline flowing by promptly updating your entity details in SAM after contract award.
Entity validation procedures require verification that the Unique Entity ID (UEI) remains current and properly linked to financial systems.
Within this 30-day window, contractors must also complete any notarized letter requirements for entity validation and perform compliance crosschecks against exclusion lists.
Special attention should be given to updating Representations & Certifications sections to reflect current operational status.
Businesses must ensure they have obtained a DUNS number and maintained compliance with all federal regulations to avoid disruptions in contract performance.
Post-Award Reporting Requirements
After receiving a contract award through SAM, contractors must comply with several post-award reporting requirements to maintain good standing with federal agencies. These requirements include financial and programmatic reports that demonstrate progress and performance throughout the contract period.
| Report Type | Frequency | Purpose | System | Consequences |
|---|---|---|---|---|
| Federal Financial Report (FFR) | Quarterly/Annual | Track expenditures | SAM.gov | Compliance penalties |
| Progress Reports | Quarterly/Annual | Document achievements | Agency portals | Corrective actions |
| Subaward Reports | As needed | Track partnerships | FSRS | Possible termination |
| Program Income Reports | When applicable | Document revenue | Agency portals | Financial audits |
| Closeout Reports | End of award | Finalize project | SAM.gov | Recovery of funds |
Failure to submit accurate, timely reports may result in financial audits, compliance penalties, or even contract termination. Recipients should carefully review their Notice of Award document for specific reporting requirements. Effective contract management requires organizations to stay organized and maintain accurate records across multiple reporting systems.
Maintaining Compliance for Payment Processing
Contractors must maintain rigorous compliance protocols throughout the payment processing cycle to guarantee timely, accurate compensation for federal contract work. SAM validation remains critical post-award, requiring quarterly monitoring of registration status and immediate updates to any organizational changes. Understanding the Federal Acquisition Regulation is essential for navigating compliance requirements throughout the contract lifecycle.
EFT compliance forms the backbone of the federal payment system. Contractors must ascertain their SAM profiles contain current banking information and correct EFT indicator suffixes when using multiple payment accounts. Per FAR 52.232-33, electronic transfers are mandatory except for approved exceptions. Upon receipt of the award notification, contractors should immediately verify that payment terms align with their proposed pricing structure.
When issues arise, contractors should submit help desk tickets through SAM.gov, verify TIN validation status, and maintain thorough documentation of all payment communications.
This audit-ready approach includes archiving EFT confirmations, tracking rejected payments, and documenting resolution steps for any discrepancies.
Frequently Asked Questions
Can Subcontractors Access Prime Contract Data in SAM?
Subcontractors have limited contract access to prime contract data in SAM.gov. Data privacy restrictions prevent direct access, though they can view specific subcontract reports with proper authorization through established federal platforms.
What Happens if a Contractor Misses the Annual Renewal Deadline?
Contractors missing annual SAM renewal deadlines face immediate eligibility loss for bidding on federal contracts, payment disruptions, and removal from active databases. The renewal process typically requires 10-15 business days plus potential verification delays.
How Are Contract Disputes Documented in the SAM System?
Contract disputes are not directly documented in SAM. The system does not track dispute resolution processes, though related contract modifications or terminations may appear in contract award data entries.
Can Contractors Update Banking Information After Award Without Disrupting Payments?
Yes, contractors can update banking information in SAM.gov after award without disruption. Prompt communication of banking updates to government customers guarantees smooth payment processing while maintaining compliance with federal regulations.
Are Foreign Contractors Subject to Different Registration Requirements?
Foreign contractors face modified registration requirements, with exemptions possible for contracts under $30,000 or when impractical. While core compliance differences exist, foreign entities still must obtain a Unique Entity ID for proper system registration.