D.2 SAM.gov User Guide.pdf

System for Award Management

Non-Federal User Guide – v2.7

January 25, 2020

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Table of Contents

Table of Contents 1 Welcome to SAM

1.1 What is SAM?

1.2 The Federal Procurement World of the Past and Future

1.3 Public User Capability

1.4 Navigating SAM

2 User Account Management in SAM

2.1 Types of Accounts

2.1.1 Individual User Account

2.2 Account States

2.2.1 Active

2.2.2 Inactive

2.2.3 Deactivated

2.3 Features of an Individual Account

2.3.1 My SAM Page

2.3.2 Account Settings

2.3.3 Data Access

2.3.4 Accessing your Saved Searches

3 SAM User Roles

3.1 Roles

3.1.1 Entity Registration Viewer

3.1.2 Entity Registration Representative

3.1.3 Reporter

3.1.4 Entity Administrator

3.2 Managing Your Roles

3.2.1 Migrating a Legacy Account to SAM

3.2.2 Requesting a Role with an Entity

3.2.3 Managing Roles with an Existing Entity

3.2.4 Managing Invitations to Accept Roles from an Administrator .. 22

3.2.5 Accepting an Invitation to Join SAM

4 Entity Management Registration

4.1 Who Registers in SAM Entity Management?

4.1.1 What You Need before Getting Started

4.2 Determining your Purpose of Registration

4.3 Registering your Entity if you are interested in Federal

Assistance Awards Only

4.3.1 Entering Core Data

4.3.2 Entering Representations and Certifications

4.3.3 Entering Points of Contact (POCs)

4.3.4 Submitting Your Registration

4.4 Registering Your Entity if you are interested in Federal

Contracts

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4.4.1 Entering Core Data

4.4.2 Entering Assertions

4.4.3 Entering Representations and Certifications

4.4.4 Entering Points of Contact (POCs)

4.4.5 SBA Supplemental Page

4.4.6 Submitting the Registration

4.5 Status Indicators for your Registration

4.5.1 SAM Status Tracker

4.6 Maintaining Your Entity’s Data

4.6.1 Printing and Saving Your Entity’s Record

4.6.2 Downloading Your SAM Registrations (XML)

4.6.3 Your responsibilities

4.6.4 Editing Your Entity’s Data

4.6.5 Data Received from External Sources

4.7 Deactivating an Entity Registration

5 Administrator Roles

5.1 Entity Administrators

5.1.1 Becoming an Administrator in SAM

5.2 Managing Entity Users

5.2.1 Inviting Users to Your Entity

5.2.2 Managing Existing Users

5.2.3 Managing Role Requests

5.2.4 Managing Hierarchy Registration Requests

6 Search

6.1 Accessing Search

6.2 Advanced Search

6.3 Advanced Search – Entity Management

6.3.1 Viewing Records

6.4 Exclusion Search

6.4.1 Exclusions Overview

6.4.2 Advanced Search – Exclusion Records

6.4.3 Viewing Record History

6.5 Disaster Response Registry Search

6.6 Downloading Search Results

6.7 Saving and Running Search Queries

7 SAM Help

7.1 SAM Help Pages

7.2 SAM Assistant Tool

8 About SAM

8.1 About Pages

9 BioPreferred Report

9.1 Reporting

9.2 Required Data

9.3 Accessing BioPreferred Functionality

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9.4 Creating BioPreferred Reports

9.5 Editing BioPreferred Reports

9.6 BioPreferred Reporting Period

10 Service Contract Report (SCR)

10.1 Reporting Requirements

10.2 Transmission of Contract Action Reports from FPDS to SAM

10.3 SCR Required Data

10.4 Accessing SCR Functionality

10.5 Creating SCRs

10.6 Editing/Deleting SCRs

11 Appendix A – Acronym List 12 Appendix B – Glossary

12.1 Entity Management Content Glossary

12.2 Representations and Certifications Content Glossary

12.3 Performance Information Glossary

**This user guide addresses the current production SAM.gov capabilities which combined the former Central

Contractor Registration (CCR) system, CCR's Federal Registration (FedReg) module, the Online Representations and Certification Application (ORCA), and the Excluded Parties List System (EPLS).

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1 Welcome to SAM

1.1 What is SAM?

The General Service Administration’s (GSA) Office of the Integrated Award Environment (IAE) is consolidating the government-wide acquisition and award support systems into one new system—the

System for Award Management (SAM). SAM is streamlining processes, eliminating the need to enter the same data multiple times, and consolidating hosting to make the process of doing business with the government more efficient.

1.2 The Federal Procurement World of the Past and Future

Automation of the federal procurement and awards processes has evolved over time through development of systems to perform individual steps in the process. Paper-based systems and business processes were automated as the internet became widely available. These systems were adopted across the Federal

Government and are now managed under one organization. The Integrated Award Environment (IAE) manages these systems and their system capabilities have been organized around six key functional areas.

Table 1.1: IAE Functional Areas

Functional Area Capabilities Legacy Systems

Entity*

Management

• Entity Registrations core data

• Manage certifications / representations

• CCR/FedReg – Central Contractor

Registration/Federal Agency Registration

• ORCA – Online Representations and

Certifications Application

Award

Management

• Post solicitation and award data

• Maintain government-wide contract award data

• Manage government-wide subcontractor data

• FBO – Federal Business Opportunities

• FPDS-NG – Federal Procurement Data

System-Next Generation

• eSRS/FSRS – Electronic Subcontracting

Reporting System/FFATA Subaward

Reporting System

Wage Data • Access wage determinations • WDOL – Wage Determinations Online

Performance

Information

• Manage/maintain past performance information

• Manage exclusion list

• PPIRS/CPARS/FAPIIS – Past Performance

Information Retrieval System

• EPLS – Excluded Parties List System

Assistance

Program Catalog

• Create/maintain assistance program catalogue

• CFDA – Catalogue of Federal Domestic

Assistance

Support

• Provide security/access control

• Provide reporting/communications support

• Provide internal controls

*For the purposes of this capability area, Entity refers to prime contractors, organizations or individuals applying for assistance awards, those receiving loans, sole proprietors, corporations, partnerships, and any Federal Government agencies desiring to do business with the government.

SAM is being developed in phases. Phase 1, released in July 2012, included the capabilities found previously in Central Contractor Registration (CCR)/Federal Agency Registration (FedReg), Online

Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS).

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Who Should Use SAM?

SAM is used by anyone interested in the business of the Federal Government, including:

• Entities (contractors, federal assistance recipients, and other potential award recipients) who need to register to do business with the government, look for opportunities or assistance programs, or report subcontract information;

• Government contracting and grants officials responsible for activities with contracts, grants, past performance reporting and suspension and debarment activities;

• Public users searching for government business information.

1.3 Public User Capability

SAM includes information of various sensitivity levels. Public data is available to search and view without having to log in or register for a SAM account. Information that was previously publicly available in the legacy systems has been moved to SAM—and will remain publicly available in SAM. Public users that want to save their searches must register for a SAM user account. For more information on obtaining a SAM user account, see User Management.

1.4 Navigating SAM

SAM provides a standardized format across all web content pages making it easy to navigate and find information. There are several persistent areas in SAM.gov that can be found in the same location on every page of the system.

• Banner – Found across the top of each SAM.gov page. You can use the banner to log in or out of the system, access the Login.gov FAQs page, and access the SAM homepage.

• Navigation Bar – Each page in SAM.gov contains a main navigation bar along the top of the screen. The tabs navigate you to your SAM Homepage, Search Records, Data Access, Check

Status (for the SAM Status Tracker), About, and Help pages.

• Back Button –While navigating SAM.gov, the back button on your web browser is disabled. To move from page to page, you will need to use either the navigation bar or the Previous button.

Figure 1.1: SAM Navigation

The Navigation Bar, as shown in Figure 1.1, allows you to access different sections of SAM.

• HOME / MY SAM – once you log in to SAM, HOME changes to MY SAM. The MY SAM navigation link gives you access to all the actions you may perform based on your user role. For more information, see MY SAM.

• SEARCH RECORDS – allows you to perform quick or advanced full text searches with or without an account. Without an account, you will only be able to see publicly available information. For more information, see Search.

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• DATA ACCESS – provides details for accessing SAM data via Pipe-Delimited downloads. It provides access to various types of extracts in three subsections: Public Extracts, EM (Entity

Management) Extracts, and Exclusions Interfaces. This section also includes General Data

Access Information. For more information, see the Data Access User Guide under the Help

Section – User Guides.

• CHECK STATUS – allows you to quickly check an entity's registration status in SAM by entering a DUNS Number or CAGE Code. The SAM Status Tracker will show you the status of the entity associated with that DUNS Number or CAGE Code, as well as tell you what steps are left to complete based on why they are registering.

• ABOUT – provides key information about SAM, news and announcements that may provide valuable information for you, external resources and contact information associated with SAM.

For more information, see About.

• HELP – provides useful information on SAM such as User Guides, FAQs and informational videos. This should be the first place to check if you have any SAM related questions. For more information, see SAM Help.

On most pages in SAM, you will find a Navigation Panel on the left side of the page. The Navigation

Panel contains a list of links to help you navigate to different pages within that SAM tab. For example, if you are on the Help tab, the Navigation Panel allows you to navigate to User Guides, International

Registrants content, Demonstration Videos, Exclusions Information, and External Resources.

Figure 1.2: SAM Left Navigation Panel

2 User Account Management in SAM

In this section, you can learn about the different types of accounts in SAM, how to create an account, and what you can do with a SAM account. You can also read about the permissions that you can have in

SAM. Before reading on, note that mandatory fields are marked with an asterisk (*) to help you understand what data is required.

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NOTE: To further increase security and deter fraud, SAM.gov is partnering with Login.gov to implement multi-factor authentication for registered SAM.gov users. Effective June 29, 2018, when you go to

SAM.gov and log in, you will be asked to create a Login.gov user account. Your current SAM.gov username and password will no longer work.

2.1 Types of Accounts

There are two types of SAM accounts: individual accounts and system accounts. In most cases, an individual account is probably what you need.

An individual account:

• Contains your own user information.

• May stay with you even when your role in your organization or the permissions you need to do your job change.

• Just because you have an account does not mean you can create or edit records, to do those activities you must have roles with an entity. With an account, Federal Government employees can also request access to view sensitive data through search or extracts.

A system account:

• Represents a particular information technology (IT) system.

• Is primarily for systems which need to automate the pull of SAM data through extracts or web services.

• Is useful if multiple users in your organization need to access the same extract or web service.

The sections below focus on individual accounts. System accounts are discussed in more detail in the

Data Access User Guide.

2.1.1 Individual User Account

When creating an individual account, there is only a minimal amount of information that you must enter.

While you can provide additional information, you are only required to enter:

• Your first name

• Your last name

• Country (select your option from the dropdown list provided)

• Phone number

• Username

• Your security question responses

Username: This unique identifier will be permanently associated with your SAM account. Once chosen, it may not be changed. SAM account usernames may never be reused, so once an account with a username is created, no other account may ever use that username, even if the account with that username is deactivated. The username must be between six and thirty-five characters. It may contain letters, MolinaManarelR Highlight

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SAM Non-Federal User Guide – v2.7 9 of 204 numbers, and certain special characters: the period, the @ symbol, the underscore, or the hyphen. Special characters may not be entered consecutively and the username cannot contain spaces. Lastly, the username cannot begin or end with a special character and cannot be all numeric.

An individual account, and therefore a username, can move with you when you leave an organization if you or the organization you were originally associated with allows this (your access and roles will not transfer). It is for this reason that we recommend that you not use your email as your username. Your organization may impose certain guidelines regarding your selection of a username, such as the use of a prefix. Please refer to your internal processes to determine if this applies to you.

Email address: The email address will be pre-populated based on the account you created and authenticated via login.gov. This field will NOT be editable. To change the email address, you will need to update your login.gov account. This email address serves as a primary means of communicating with you for features such as notifications, alerts, and policy changes. A given email address may only be associated with one username at a time. If you have more than one email address, you should use the one that is most closely associated with your job function when you create your login.gov account. For example, if you are using SAM as a representative of your work-place, you should use the employer-provided email address from that entity if possible. This will help easily identify you as a member of that entity, which can help when making requests and performing other functions requiring administrator involvement.

If your email address changes for any reason, you should immediately update your login.gov account. The

SAM account email address will automatically be updated the next time you log in. Failure to do so may prevent you from receiving alerts and notifications.

2.1.1.1 Creating an Individual User Account

To create a new SAM user account, follow these steps:

• Select Log In on the SAM homepage. Complete all required authentication steps via login.gov.

Note that the email address you use to create and authenticate your login.gov account will be your

SAM Individual User email address. You will NOT be able to edit this email address in SAM.

• Once you complete the login.gov authentication, select Continue to return back to SAM.

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Figure 2.1: Create an Account

On the Create an Account > Choose Account Type page, you can find more information on individual and system accounts. Become familiar with the differences. If you determine that an individual account is appropriate, select Create Individual Account in the Individual Account Details section.

Figure 2.2: Choose Account Type

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• The first account creation page is titled Create Individual Account: User Information. Enter the information that pertains to you. Complete the security questions and answers. NOTE: Answers to security questions are not case sensitive. These provide an alternate method of validating your identity in certain scenarios (such as if you don’t have access to your email account). When complete, select Next.

• On the summary screen, review the answers provided. If you need to change anything, select

Edit. Once you’ve confirmed that all the data is accurate, select Submit.

• Once you submit, your individual account will automatically be active. You do not need to take any further action. You will receive a confirmation email from SAM.gov.

2.2 Account States

There are several different states that your account can be in. Read below to find out more information on the different states.

2.2.1 Active

The Active state is the normal state for your account. In this state, you can log in to SAM and perform all necessary functions.

2.2.2 Inactive

Your account can become Inactive either after an extensive period of user inactivity, or if you choose to manually deactivate the account. If you have roles, those roles will be removed, and SAM will notify your administrator(s). To prevent the account from becoming inactive, you should log in to SAM at least once every 13 months (395 days).

2.2.3 Deactivated

Only the SAM Help Desk can shut down or permanently deactivate your account. When this happens, you will be unable to log in and must contact the SAM Help Desk to reactivate your account.

2.3 Features of an Individual Account

While many of SAM’s features are available to the public without a SAM account, there are several benefits to creating an individual account. When you create an account, SAM considers you an

Authenticated User. This means that you have an account but you do not have any roles yet. See below for the functionality you can access.

2.3.1 My SAM Page

When you log in to SAM, the first page that you see is your My SAM page. This is the centralized location for all the functionality you need access to in SAM. When you are logged into your account, you can always access this page by selecting the My SAM tab in the navigation bar.

Figure 2.6 is an example of a My SAM page for an individual user without any extra permissions.

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Figure 2.3: My SAM page

On the left side of the page are your navigation links. These give you access to the functionality you need to do your job. Each header contains a list of processes and pages. Select a header to expand the links underneath. As you acquire roles in SAM, you will gain access to additional links. The sections below will cover the links that individual accounts have access to on their My SAM page.

2.3.2 Account Settings

If you need to update any of your account information, select Edit User Information underneath the My

Account Settings header on your My SAM page.

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Figure 2.4: User Information

• You can change any information in your user profile except your username and email address.

2.3.2.1 Deactivating or Reactivating Account

If you know you will not use SAM in any capacity in the future or if you do not wish to maintain your

SAM account, you may choose to deactivate your SAM account. When you do this, all roles that are associated with your account will be permanently removed, and your account will be placed in an inactive status. To do this:

• From the navigation panel on the left side of the screen, choose Account Settings, then Deactivate

Account.

• You may optionally specify a reason for the deactivation to assist the SAM Program Office in its administrative efforts. Select Next.

• Confirm that you wish to deactivate your account by selecting Deactivate. This will complete the process.

To reactivate your account, see Inactive accounts.

2.3.3 Data Access

All users have access to public data. If you need access to additional data not available to you presently, you can request access by completing a Data Access Request form. All requests for data must be approved by the SAM Program Management Office (PMO). You can see your data access options underneath the Data Access header on your My SAM page. For more information, see the Data Access

User Guide.

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2.3.4 Accessing your Saved Searches

With an individual account, you can save searches that you perform in SAM to run them again in the future. To access your saved searches, on your My SAM page, select General from the sub-navigation menu and then select My Saved Queries. For more information, see Search.

3 SAM User Roles

SAM is a role-based system. Roles allow you to access additional functionality in SAM and perform actions on behalf of an entity. Just because you have an account does not mean you can perform certain functions.

As you read this user guide (and navigate the site), keep in mind that the term entity is used generically to mean anything that you can have a role with and perform an action on behalf of in SAM. There are several types of entities in SAM; however, they are generally grouped into two categories: non-federal

Government and Federal Government. This user guide specifically looks at non-federal government entities and thus will be deemed “entities” moving forward.

Entities in SAM include businesses, organizations, state governments, local governments, tribal governments, and foreign governments. For an entity to exist in SAM, it must have an Entity

Management registration (also referred to as an entity registration). An Entity Management registration is the registration that makes you eligible for contracts or grants and Federal assistance awards. An entity cannot make roles available to its employees without an Entity Management registration.

Entities have an organizational hierarchy; depending on your role, you may be able to perform actions on behalf of child entities in your organization’s hierarchy. For instance, if you are assigned an administrator role at the highest-level entity in your hierarchy, you can assign roles at any lower level entities in the hierarchy.

• Note: SAM constructs organizational hierarchies based on information provided from Dun and

Bradstreet (D&B). If there are any updates needed to your organization’s hierarchy, please contact D&B directly. Customers located within the United States, including Puerto Rico and the

U.S. Virgin Islands, can contact D&B at govt@dnb.com or 1-866-705-5711. All other customers should contact D&B at SAMhelp@dnb.com.

Depending on which roles you have, you can:

• Create/edit/delete your entity’s contract or grant and Federal assistance registration.

• Assign/remove users’ roles with your entity. NOTE: The Administrator Role in SAM has a robust set of permissions that they can perform for their entity. These permissions are detailed and further explained here.

You can have multiple roles in SAM and you can also have roles with multiple entities. However, as a rule, you cannot have roles with both Federal Government entities and non-federal government entities.

3.1 Roles

Below are the roles that are available with non-federal government entities. While the bulk of the entities that roles are assigned to are businesses or organizations, they are also relevant to state and local

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3.1.1 Entity Registration Viewer

As the Entity Registration Viewer, you can:

• View (but not update) your entity’s entire Entity Management registration.

• Search public data

• Save search results

• Formerly “View Only User” in CCR

You can request this role, or your Entity Administrator can assign it to you. Please check your organization’s policies.

3.1.2 Entity Registration Representative

As the Entity Registration Representative, you can access all the functionality that an Entity Registration

Viewer can access, as well as additional functionality. You can:

• View your entity’s entire Entity Management registration.

• Update and renew your entity’s Entity Management registration.

• Search public data

• Save search results

• Create/update/delete Service Contract Reports (SCR) and BioPreferred Reports

• Formerly “Maintenance User” in CCR

You can request this role, or your Entity Administrator can assign it to you. Please check your organization’s policies.

3.1.3 Reporter

As the Reporter, you are primarily responsible for maintaining your entity’s report data for annual roll-up reporting requirements. You can:

• Create/update/delete Service Contract Reports (SCR) and BioPreferred Reports

• View (but not update) limited data for your entity’s Entity Management registration.

You can request this role, or your Entity Administrator can assign it to you. Please check your organization’s policies.

3.1.4 Entity Administrator

As the Entity Administrator, you can access all the functionality that your entity’s users (Entity

Registration Representative, Reporter, and Entity Registration Viewer) can access and you can also manage users. You can:

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• View your entity’s entire Entity Management registration. This includes any entities underneath you in your organization’s hierarchy.

• Update and renew your entity’s Entity Management registration. You can update an Entity

Management registration for your entity and any entities below you in your organization’s hierarchy.

• Deactivate your entity’s Entity Management registration.

• Create/update/delete Service Contract Reports (SCR) and BioPreferred Reports

• Manage and assign which users have roles with your entity.

• Approve or reject hierarchy registration requests

• Formerly “Administrator” in CCR

You can request this role, or your Entity Administrator can assign it to you. Please check your organization’s policies.

Since an Entity Administrator can access the functionality of all its users, you do not need to assign the other roles for your entity if you so wish.

• Note: The first user to register a non-federal government entity in SAM is automatically assigned the

Entity Administrator role.

3.2 Managing Your Roles

With an individual account, you can manage your own roles. Although you cannot grant yourself roles in the system without an administrator’s approval, you can:

• Request roles with a new entity

• Request additional roles with an entity

• Remove your own roles

• Respond to invitations to join new entities

3.2.1 Migrating a Legacy Account to SAM

Please note, as of October 2017, users will no longer be able to migrate legacy accounts. If you require access to an existing entity registration, you will need to request a role from the existing entity administrator.

To complete the role request process for an existing entity registration:

• If you haven’t already done so you will need to create a new user account in SAM. Select Log In on the SAM homepage and complete creating a new account. For more information, see Creating an Account.

• Once you have created an individual SAM account, log in to your account and select My User

Roles from the sub-navigation menu and then select Request Role with New Entity. Please be prepared to provide either the DUNS Number of Legal Business Name of the entity with which you're requesting roles.

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• Once you complete the role request, a notification will be sent to the entity's administrator.

If there is no entity administrator, or the administrator is unresponsive, please contact the Federal Service

Desk (FSD) for additional help:

Table 3.1: Federal Service Desk

FEDERAL SERVICE DESK

URL www.fsd.gov

Hours 8am – 8pm (Eastern Time)

U.S. Calls 866-606-8220

International Calls 334-206-7828

DSN 866-606-8220

3.2.2 Requesting a Role with an Entity

This section covers how you can request roles with an entity that you do not currently have roles with. If you already have roles with an entity but you want to request additional roles see Managing Roles with an

Existing Entity.

• Each entity has its own internal rules regarding how roles are assigned. Some entities may want an administrator to invite you to join instead of you requesting roles. Check with your organization to determine if you should request a role.

To request a role in SAM with an entity:

• Select My User Roles from the sub-navigation menu on the My SAM Page, then select Request

Role with New Entity.

• You will be asked if you are a user from a U.S. Federal Government entity. Select No. If you already have a role with an entity in SAM, the answer will be pre-selected based on your current role. Once you select your answer, select Next.

• Search by either “DUNS” or “Name.”

The Data Universal Numbering System (DUNS) Number is a unique 9-digit number that is administered by Dun and Bradstreet (D&B) and assigned to the physical location of your entity. This unique entity identifier is a required data element for all registrants in SAM.

• Enter your search criteria and select Next. SAM searches for registrations which match your search terms.

http://www.fsd.gov/

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Figure 3.1: Searching for an Entity by DUNS or Name

• The results are displayed on a new page. If you did not find the right entity, enter a different search term.

• Select the radio button next to the correct result and select Next. Before selecting Next, review the selected entity carefully to ensure that this is the right entity.

Figure 3.2: Entity Selection

When you select Next, SAM checks to ensure that you can request roles with that entity. You may not send a role request to join a new entity if:

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• You already have an existing role with this entity. If you already have roles with an entity you can manage them by selecting the My Roles link from your My SAM page. If you need any additional roles, you will need to request that role via the My Roles process.

• You have a pending role request for any roles with this entity. An administrator must approve or reject your request before you can submit another request.

• You have a pending invitation to join this entity. To accept an invitation, select Invitations on your My SAM page.

If you can request a role with this entity, SAM displays the roles that you can request.

• Select the check box next to the roles you wish to request on the Assign Roles page.

• The selected role appears on the User’s Roles list.

➢ Note: Roles are grouped hierarchically, which means that certain roles with more authority (the parent role) will automatically include the rights of other roles (children roles) with lesser authority. Select the “+” to see all the roles underneath that role.

Figure 3.3: Selecting User Roles

To remove a role from the request, uncheck the role on the Role Pick List.

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Enter a reason for the request. The more descriptive you are with this information, the better your system administrator can judge if you should have this role.

Select Next to review your request on the Summary page.

Select Edit to modify any information.

Select Submit to send the request to the appropriate administrator for approval. An administrator can now approve or reject your request. You will receive an email notifying you of the administrator’s decision.

3.2.3 Managing Roles with an Existing Entity

Once you have a role with an entity, you can request additional roles or remove your roles from the entity.

• Select My User Roles from the sub-navigation menu on your My SAM Page, then select My

Roles.

Figure 3.4: My Roles

• Under the entity list, you will see all entities to which you have roles. Select an entity to see your roles and the status of the roles under User Role Details.

Approved – Roles that you currently have.

Pending – Roles that you have requested but have not yet been approved by an administrator.

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Inherited – If you were granted a role that had a series of sublevel roles automatically associated with it, you will see these roles listed as Inherited. You will often see this if you have an administrator role.

• To add or remove roles with an entity, select the entity and select Manage My Roles with this

Entity. This opens the Roles with Current Entity page. (NOTE: You will not be able to modify your roles with an entity if you have a role request with the entity that is pending approval by an administrator. You can, however, disassociate yourself from the entity.)

Figure 3.5: Roles with Current Entity

On your Roles with Current Entity page you can modify your roles with the selected entity. You can also view more information about the entity such as name and address by selecting Entity Information.

• The roles in the Role Pick List are the roles that you can have with this entity. When you open the page, the roles that you currently have with this entity will already be selected.

• The User’s Roles list displays the roles that you currently have and/or are requesting.

To request an additional role:

• Select any role from the Role Pick List to add it to your User’s Roles list.

• Complete the Reason for Request field if you are requesting additional roles. Select Next.

To remove a role:

• Deselect it from your Role Pick List, and it disappears from your User’s Roles list. Select Next.

• Note: Before removing a role, check with your entity to confirm your entity’s role management process. Some entities may wish to have administrators remove your roles.

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After adding or removing a role, you will be taken to the Entity Information page to verify you are editing your roles with the correct entity. Select Next after verifying the updates are correct.

On the Summary page, review the role changes that you have made and select Submit.

• If you requested additional roles, your role requests will be sent to your administrators for approval.

• If you removed any roles, those roles are immediately removed for this entity.

In certain cases, you may wish to disassociate from an entity (i.e. remove all your roles from an entity).

You may want to do this if you no longer work for an entity. Before doing this, check with your entity administrator to confirm your entity’s role management process.

To disassociate yourself from an entity:

• Disassociate yourself by either deselecting every role that you have with this entity or select

Disassociate in the corner of the page.

• The Disassociate from Entity page opens and you are given the option to provide a reason for the disassociation. Select Submit to confirm the change. Your roles are now removed.

• Select Done to return to your My SAM page.

3.2.4 Managing Invitations to Accept Roles from an Administrator

You can also gain roles in SAM by accepting invitations from administrators. To act on an invitation:

Select Invitations under the My User Roles header of your My SAM page.

Figure 3.6: My User Roles - Invitations

Here you will see a list of all your invitations. Select View to act on a specific invitation. You can either accept or reject the invitation. If there are multiple roles in the invitation, you must either accept or reject the entire invitation, which includes all the specified roles.

• To reject the invitation, select Reject and Submit. This will delete the invitation and inform the inviting administrator of your decision.

• To accept the invitation, select Accept. The roles become active and you are taken to a

Confirmation page. The system will inform the inviting administrator of your decision.

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3.2.5 Accepting an Invitation to Join SAM

It is possible for an administrator to invite you to join an entity even if you do not have a SAM account.

When you receive a SAM invitation email, follow the instructions provided.

Figure 3.7: Invitation to SAM Email

You will need to proceed to SAM, select Log In, and complete creating/authenticating your account via login.gov. Once you return to SAM, you should navigate to My User Roles, select Invitations, and view the invitation you need to review. The process is the same as the normal account creation process except you’ll already have a role invitation available.

4 Entity Management Registration

4.1 Who Registers in SAM Entity Management?

The Entity Management functional area of SAM, formerly Central Contractor Registration (CCR), Online

Representations and Certifications (ORCA), and Federal Agency Registration (FedReg), is the primary database for the U.S. Federal Government to manage information on potential government business partners or federal financial assistance recipients.

If you have previously registered your entity in CCR, ORCA, or FedReg, your entity’s information has been brought into SAM. To migrate your entity’s registration, please contact the federal service desk at:

URL: www.fsd.gov

Hours: 8am - 8pm (Eastern Time)

U.S. Calls: 866-606-8220

International Calls: 334-206-7828

DSN: 866-606-8220

• The term Entity may refer to prime contractors, organizations, financial assistance recipients, loan recipients, sole proprietors, corporations, and partnerships desiring to do business with the

SAM Non-Federal User Guide – v2.7 24 of 204 government. Whether applying for assistance awards, contracts, or other business opportunities, all entities are considered registrants. Registrants are required to complete a one-time registration. This registration must be re-certified annually.

You must register if:

• You would like to be eligible to be awarded contracts by the Federal Government.

• You are applying for assistance awards from the Federal Government.

• You have been otherwise directed to register by a government official.

NOTE: Registration does not guarantee business with the Federal Government.

• Before reading on, note that on the website mandatory fields have been marked with an asterisk (*) to help you enter information into the correct fields.

4.1.1 What You Need before Getting Started

To register a new entity in SAM you must have an individual SAM account. To set up an individual SAM account, select Log In from the upper right corner of the SAM homepage and follow the prompts. For more information, see Creating an Account in SAM. If you already have a SAM account, follow these steps to begin the Entity Management registration process:

• From the My SAM page, select Entity Registrations in the navigation panel.

• Select Register New Entity.

Figure 4.1: Register a New Entity

• Select Start Registration when you are ready to begin the registration process. The Entity

Management Registration Overview page details each section that you may come across during the registration process. Please note that what sections you see during the registration process depend on your purpose of registration.

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Figure 4.2: Registration Overview

Before being taken to the first section of the registration, a fly out page will appear titled Before You

Start. This page details the information you need to register an entity. Take the time to read this page and gather the information you need ahead of time.

Knowing the following pieces of information will speed up the registration process:

• DUNS Number, Legal Business Name, and Address - You will not be able to save a draft entity registration if you are unable to verify your entity’s DUNS information. If you do not already have a DUNS Number, you can call D&B at 1-866-705-5711 or access their website at http://fedgov.dnb.com/webform to get a DUNS Number assigned for free.

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• Taxpayer Identification Number (TIN) - TIN and Taxpayer Name are optional for foreign registrants who do not pay taxes to the U.S.

• Taxpayer Name - Your Taxpayer Name might not be the same name as your Legal Business

Name. For example, your Legal Business Name is “SAM, LLC,” but your Taxpayer Name is

“System for Award Management, LLC.” To find your Taxpayer Name, review your tax statements from the IRS (such as a 1099 or W-2/W-4 form).

• Your Contractor and Government Entity (CAGE) Code, if you already have one. If you don’t have a CAGE Code, one is automatically assigned after you complete your registration.

• Your Electronic Funds Transfer (EFT) information such as your ABA routing number and account number.

When you are ready to begin, select Continue.

Figure 4.3: Before You Start

4.2 Determining your Purpose of Registration

The process you are going to follow to complete your Entity Management registration depends on why you are registering in SAM. The system will help you determine your purpose of registration by asking you the following questions:

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• What type of entity are you? To answer this question, select the type of entity you are from one of the following choices:

Business or Organization

U.S. State Government

U.S. Local Government

Tribal Government

Foreign Government

• Why are you registering this entity to do business with the U.S. government?

I want to be able to bid on federal contracts or other procurement opportunities. I also want to be able to apply for grants, loans, and other financial assistance programs.

I only want to apply for federal assistance opportunities like grants, loans, and other financial assistance programs.

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Figure 4.4: Determine Purpose of Registration

Your response to the questions displayed in the Determine your Purpose of Registration page determine what sections of the application are required to be completed for your registration.

• If you select that you are interested in being eligible for federal assistance opportunities but are not interested in contracts or other procurement opportunities, then you will only need to complete the Core Data, Representations and Certifications, and Points of Contact sections in

SAM. In this scenario, SAM marks your registration as being Federal Assistance Awards Only.

• If you select you are interested in pursuing federal contracts or other procurement opportunities, you will need to complete the Core Data, Assertions, Representations and Certifications and the

Points of Contact sections in SAM. By filling out this information, you complete the information

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SAM Non-Federal User Guide – v2.7 29 of 204 needed for federal assistance opportunities. In this scenario, SAM marks your registration as being All Awards.

You only need to fill out the sections that are relevant to your purpose in SAM. The data you fill out in each section will be tailored to your entity.

Figure 4.5: Confirm Purpose of Registration

• If you are satisfied with your answers to the purpose of registration questions, select Next to continue.

• If you wish to change your answers to the purpose of registration questions, select Previous to return to the previous screen.

Before you continue your Entity Management registration, here is some general information about the registration process:

• You can save your registration at any point during the process as long as you verify and save a valid DUNS Number, Legal Business Name, and Physical Address. If you select Cancel or leave a page at any time during the registration process, the information entered on that page will not be saved.

• Incomplete registrations (registrations that have not been submitted) will be deleted from the system after 90 days of inactivity. You will receive email notices prior to your record being deleted.

• On each page, all mandatory fields will be marked with an *. All mandatory data must be provided before the registration may be submitted.

• Definitions are available in Appendix B of this user guide.

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4.3 Registering your Entity if you are interested in Federal Assistance Awards

Only

This section describes the process of registering an entity for the purpose of being eligible for Federal

Assistance. “Federal Assistance” for purposes of this User Guide stands for Federal Financial Assistance.

A grant, cooperative agreement, or loan recipient, for example, are considered Federal Financial

Assistance awards.

To register an entity for “Federal Assistance Awards Only,” complete the following sections:

• Core Data

• Points of Contact

• Representations and Certifications

The navigation panel on the left side of the screen will display your progress through these sections.

4.3.1 Entering Core Data

The first step to register a new entity is to enter core details on your entity. Core Data includes, but is not limited to, an entity’s Data Universal Numbering System (DUNS) number, Legal Business Name, address, Commercial and Government Entity (CAGE) code or NATO Commercial and Government

Entity (NCAGE) code, Taxpayer Identification Number (TIN), general information, financial information, and details about any proceedings the entity may currently be involved in.

• Core Data is mandatory for all registration types. Once you have completed your Core Data, your entity’s information will be displayed in the SAM Public Search. Sensitive data, such as financial information will never be displayed, however, if you do not wish to allow the public to search for and view your record, you may “opt-out” of public display. For more information, see SAM Search

Authorization.

4.3.1.1 Entering a DUNS

The first page is the DUNS information page. The DUNS Number is a unique nine-character identification number provided by the commercial company Dun and Bradstreet (D&B). If you need a

DUNS Number, one will be provided to you, free of charge. Call D&B at 1-866-705-5711 or access their website at http://fedgov.dnb.com/webform. International registrants may also contact

SAMhelp@dnb.com. You do NOT have to pay for a DUNS Number if you utilize these websites and phone numbers. It will take one to two business days (or two to five for foreign registrant) for a new D&B number to become active and available for your SAM registration.

On the DUNS information page:

• Enter your DUNS Number, Legal Business Name (this is the name that has been registered for your organization at D&B), Address (please remember that the address must be the same as the address at D&B and must be the physical address of your location) and select Next so your

DUNS information is sent to D&B for validation. Upon successful validation from D&B, you will be able to continue with your registration.

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Figure 4.6: Enter DUNS Information

Once the information you provided has been verified by D&B, you will receive a “side-by-side” screen showing the details you entered compared with the details returned from D&B. This is shown in Figure

4.7: Verify DUNS Information.

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Figure 4.7: Verify DUNS Information

Make sure to review and verify your DUNS information. If the data is correct, select Save and Continue.

If the data is incorrect, visit the D&B website to make the necessary changes.

• If you’ve received confirmation from D&B that your requested updates were completed over 24 hours ago, and that information is not yet displayed under Details returned from D&B, select Refresh

D&B Data found on the Verify DUNS Information page to refresh your data then select Save and

Continue (as long as the refreshed data is correct).

• If you receive an error that states: “You are trying to register an entity that is part of a larger organization. We sent your request to an administrator in that organization. They must review and approve your request before you can register this entity. You will receive an email notification from

SAM.gov when the organization administrator makes their decision. Until then, you cannot proceed”, then your entity is a part of an organizational hierarchy. You will only be able to complete the registration once an Entity Administrator in your organization approves your request.

4.3.1.2 Business Information

After you entered your DUNS information and passed validation, you can enter the business information for your entity.

• Enter your business start date.

• Enter the…