SAM.gov Registration for Federal Grants: Complete Setup Guide

Why SAM.gov Registration Is Required

The System for Award Management, known as SAM.gov, is the federal government's primary database for organizations that do business with the government. Registration in SAM.gov is mandatory for any organization seeking federal grants, cooperative agreements, or contracts. Without an active SAM.gov registration, your organization cannot submit applications through Grants.gov or receive federal funding.

The registration process involves multiple steps and can take several weeks to complete. Starting early and understanding each requirement prevents delays that could cause you to miss application deadlines. This guide walks you through the complete process from initial preparation through maintaining your active registration.

Before You Begin: Gather Required Information

Collect the following information before starting your SAM.gov registration to avoid interruptions during the process:

• Legal business name: Your organization's name exactly as it appears on your IRS documentation
• Physical address: Your organization's primary physical location, not a PO Box
• Employer Identification Number: Your IRS-assigned EIN, also called a Tax Identification Number
• Bank account information: For electronic funds transfer setup to receive federal payments
• NAICS codes: North American Industry Classification System codes that describe your organization's activities
• Authorized entity administrator: A senior official who can legally represent your organization

Step-by-Step Registration Process

Step 1: Obtain Your Unique Entity Identifier

The Unique Entity Identifier has replaced the DUNS number as the primary identifier for federal award recipients. When you begin your SAM.gov registration, the system will assign a UEI to your organization during the entity validation process. If your organization previously had a DUNS number, SAM.gov has already assigned a corresponding UEI that you can locate in the system.

Step 2: Create a Login.gov Account

SAM.gov uses Login.gov for authentication. If you do not already have a Login.gov account, create one using your organizational email address. You will need to set up multi-factor authentication. After creating your Login.gov account, navigate to SAM.gov and sign in to begin the registration process.

Step 3: Start Your Entity Registration

Once logged in, select Get Started on the entity registration page. Choose the type of entity that describes your organization, typically Nonprofit Organization for most grant-seeking entities. Enter your organization's legal name and physical address. The system will attempt to validate your entity against IRS records and assign or confirm your UEI.

Step 4: Complete Core Data

The core data section captures your organization's fundamental information including legal name, address, organizational structure, and congressional district. Enter all information exactly as it appears on your official documents. Discrepancies between SAM.gov data and your federal grant application forms can cause validation errors and processing delays.

Step 5: Enter Financial Information

Provide your organization's banking information for Electronic Funds Transfer setup. This enables the federal government to send grant payments directly to your bank account. You will need your bank's routing number, your account number, and account type. Some organizations choose to set up a dedicated account for federal funds to simplify financial tracking.

Step 6: Complete Assertions

The assertions section captures additional details about your organization's goods, services, and size metrics. For grant-seeking nonprofits, many of these fields relate to government contracting and may not apply directly. Complete applicable fields accurately and mark others as not applicable where the system allows.

Step 7: Enter Representations and Certifications

This section requires your authorized representative to certify various compliance statements related to lobbying, debarment, tax obligations, and other federal requirements. Read each certification carefully, as these are legally binding representations. Inaccurate certifications can jeopardize current and future funding eligibility.

Step 8: Review and Submit

Review all entered information thoroughly before submitting. The system will flag required fields that are incomplete. After submission, your registration enters a validation period that typically takes seven to ten business days but can take up to several weeks during peak periods.

Entity Validation and Processing

After submission, SAM.gov validates your entity information against IRS records and other federal databases. During this period, you may receive requests for additional documentation or clarification. Respond promptly to any validation inquiries to avoid delays. You will receive email notifications when your registration is active.

Maintaining Your Registration

Annual Renewal Requirement

SAM.gov registrations expire annually and must be renewed to maintain eligibility for federal funding. Set calendar reminders to begin the renewal process at least thirty days before your expiration date. Allowing your registration to lapse means you cannot receive grant payments or submit new applications until it is reactivated. Building registration maintenance into your post-award management procedures prevents costly lapses.

Updating Your Information

Update your SAM.gov registration whenever your organization's information changes, including address changes, banking updates, leadership transitions, or organizational restructuring. Keeping your registration current supports smooth operations across all federal awards and demonstrates strong organizational capacity.

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