SAM.gov for Applicants.pdf

SAM.gov for Federal Assistance Applicants/Recipients

May 2024

Background

Recent Developments

As of April 2022, the US government stopped using DUNS, meaning:

• All organizations must validate in SAM.gov, even those with an existing UEI

• This validation process is backlogged

• particularly for those whose registration lapsed

• This can take 45 days to resolve

• Payments may be delayed without SAM.gov registration

• Tracking efforts (submission of helpdesk tickets) is key

The State Department does not manage these systems

Best Practices

What to do?

• NCAGE is no longer required in SAM.gov if your purpose is Financial Assistance Awards Only, and your organization is not going to work with DOD.

• First, register in SAM.gov

• Include several points of contact

• Be sure to review the link in the FAQs on documents needed to prove validation.

https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=f1e47a8f1babc59 03565ed3ce54bcb28

• In case of problems, submit a helpdesk ticket!

• Use the FAQs for more detailed info https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=f1e47a8f1babc5903565ed3ce54bcb28 https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=f1e47a8f1babc5903565ed3ce54bcb28

Be sure to check on status every few days during validation and registration.

• Validations (also called the EVS process): for most organization should take no more than 14 days.

• Submit a ticket to FSD if longer that 14 days to ask what is the issue.

• See end of presentation on how escalations should be handled.

• Be sure to review the FAQs to understand what is need for translations.

• Organizations must follow the self-certification process for the translation of the original documents that are submitted during validation.

• Also don’t pick a close match during address/name process. See the section in FAQs on what to select.

i.e. No exact match

• In case of problems, submit a helpdesk ticket!

• Use the FAQs for more detailed info landing page

• Applicants must:

• Create a login.gov account - only need to do this once

• Enter an email addres

Login.gov Process

Getting a login is NOT the same as finishing your entity registration

What is this process like?

Applicants/Recipients must:

• Create a login.gov account - do once

• Enter an email - use the same email for SAM.gov ( one email per person not a group account or email)

• Have a working phone number/tablet/ computer- login.gov will send a security code https://login.gov/help/get-started/authentication-options/

1. Choose a device (phone/tablet) on which apps can be installed

2. Download and install an authentication app.

Options include:

• Android options: Google Authenticator, Authy, LastPass, 1Password

• iOS options: Google Authenticator, Authy, LastPass, 1Password

• Windows apps: 1Password, OTP Manager

• Mac apps: 1Password, OTP Manager

• Chrome extension: Authenticator

3. Sign in to login.gov https://secure.login.gov/

4. Select “Enable” next to “Authentication app”

5. Follow instructions to associate the authentication app and the account https://login.gov/help/get-started/authentication-options/ https://login.gov/help/get-started/authentication-options/ https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en https://authy.com/ https://lastpass.com/ https://1password.com/ https://itunes.apple.com/us/app/google-authenticator/id388497605?mt=8 https://authy.com/ https://1password.com/ https://1password.com/ https://1password.com/ https://www.microsoft.com/en-us/store/p/otp-manager/9nblggh6hngn https://1password.com/ https://itunes.apple.com/us/app/otp-manager/id928941247?mt=12 https://chrome.google.com/webstore/detail/authenticator/bhghoamapcdpbohphigoooaddinpkbai?hl=en https://secure.login.gov/ https://login.gov/help/get-started/authentication-options/

1. Choose a device (phone/tablet) on which apps can be installed

2. Download and install an authentication app.

Options include:

• Android options: Google Authenticator, Authy, LastPass, 1Password

• iOS options: Google Authenticator, Authy, LastPass, 1Password

• Windows apps: 1Password, OTP Manager

• Mac apps: 1Password, OTP Manager

• Chrome extension: Authenticator

3. Sign in to login.gov https://secure.login.gov/

4. Select “Enable” next to “Authentication app”

5. Follow instructions to associate the authentication app and the account https://login.gov/help/get-started/authentication-options/ https://login.gov/help/get-started/authentication-options/ https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en https://authy.com/ https://lastpass.com/ https://1password.com/ https://itunes.apple.com/us/app/google-authenticator/id388497605?mt=8 https://authy.com/ https://1password.com/ https://1password.com/ https://1password.com/ https://www.microsoft.com/en-us/store/p/otp-manager/9nblggh6hngn https://1password.com/ https://itunes.apple.com/us/app/otp-manager/id928941247?mt=12 https://chrome.google.com/webstore/detail/authenticator/bhghoamapcdpbohphigoooaddinpkbai?hl=en https://secure.login.gov/

Does getting a login account impact the organization's

SAM.gov registration?

What will happen to my SAM.gov profile?

Nothing

• If the same email is used to create the login.gov profile, all records, data requests, and saved searches convey

• If a new email address is used, nothing happens to the

SAM.gov profile but you will be unable to access it

What will happen to my Entity Registrations in SAM.gov?

There is no impact

• Entity registration data, exclusions data, data access requests, and roles convey

• Data in SAM.gov remains as is

• No entity data in SAM.gov is impacted by the login process

Obtaining a login account will not change SAM.gov info for grantees

What is a TIN?

What about a U.S. Taxpayer Identification Number

(TIN)?

• Only organizations paying US taxes need a TIN

• International entities not paying US taxes need not enter a TIN update

SAM.gov

• SAM.gov must be updated/renewed yearly

• There is no fee

• Unique Entity Identifier (UEI) is assigned during SAM.gov registration

Steps to renew/update in SAM.gov

Access the SAM.gov Homepage.

• Click the blue Log In (redirects to Login.gov)

• Click Sign in and enter login.gov email and

• Click Next to go to the SAM.gov Terms and Conditions

• Click Accept to complete log in

• Select Entity Registrations on the left

• Click Existing Entity Registrations

• Select the entity record to update

• Click the Update button to begin renewal

• Select parts to update. Click Next.

• Continue through the remainder of registration

*Once submitted, further changes may not be made until the initial one is processed (or if validation failed) https://www.sam.gov/SAM/ https://www.sam.gov/SAM/

SAM.gov/FSD Organization/

Entity Templates

FSD templates for submitting letters to the FSD helpdesk so organizations can access their account in SAM.gov

• Template 1 - Single Entity

• If used, must be notarized

• Template 2 - Multiple Domestic Entities

• Template 3 - International Entity (No US Banking Info) *

• NO need to notarize, self-certification is acceptable

* Most international entities will use template 3 https://www.fsd.gov/sys_attachment.do?sys_id=5eab68e51b9ae050d3ab404fe54bcb2d https://www.fsd.gov/sys_attachment.do?sys_id=1aab68e51b9ae050d3ab404fe54bcb2f https://www.fsd.gov/sys_attachment.do?sys_id=d2ab68e51b9ae050d3ab404fe54bcb31

What about that notarized letter?

If using Template 1, notarize

If using Template 3, a notary is NOT required

• The person must have signatory authority to make commitments (President, CEO, or other authorized representative)

NOTE:

• International entities are not required to enter banking info for Electronic Funds Transfer (EFT) on the Financial Information page of the entity registration

• If the recipient uses a US financial institution, they may enter banking information for EFT this will trigger a notarized entity letter.

How is the letter sent to

SAM.gov?

Scan the completed, signed letter

• Submit a copy to the Federal Service Desk by creating a service ticket and attaching the scanned letter.

• Use the following when submitting:

System: System for Award Management (SAM) Issue Type: Other Business Type: (Choose the appropriate value for your entity) UEI: Enter the UEI number for your Entity Subject: Letter Designating Entity Administrator - New Registration Question: Please review the attached letter designating our Entity Administrator

Keep in mind

Things to Remember!

• Organizations must renew registration every 12 months from date last certified

• Sooner, if information changes

• The primary contact receives reminders 60, 30, and 15 days prior to expiration

• If an org does not renew, registration expires

• Organizations must have an active SAM.gov registration to apply via Grants.gov or get paid

• Active SAM.gov registrations get priority in tickets

Currently, renewals take up to 10 days

Resources

SAM.gov: https://www.fsd.gov/

• Use the organization's login.gov to submit a ticket or live chat

• Log in to check status of tickets

• If registration isn't complete in 90 days, the process must be started again(the SAM.gov account does not go away, but the information submitted is deleted, so submission will need to start again.)

https://www.fsd.gov/

I have tried it all, now what?!

Write your embassy contact and include the following:

• Organization name and address as entered in SAM.gov

• NCAGE if they have one.

• Help Desk Ticket (FSD/NCAGE/EVS)

• Brief description of issue

• Include one word doc of all correspondence to

EVS/FSD/NCAGE

• Ask your contact to escalate the ticket

• The recipient must FIRST submit a ticket

The State Department does not have a help desk dedicated to these systems The State Department does not own these systems