SAM Registration Guidance.pdf

Quick Start Guide for International Registrations

How to Start Registering an International Entity in SAM.gov

SAM.gov is an official website of the United States government. There is NO charge to register or maintain your entity registration record in SAM.gov.

What is an entity?

The term “entity” refers to prime contractors, organizations or individuals applying for assistance awards, those receiving loans, sole proprietors, corporations, partnerships, and any U.S. federal government agencies desiring to do business with the government. “Entity” can also refer to a party that has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government.

An international entity refers to an entity that is based outside of the United States.

What is entity registration?

An entity registration allows you to bid on U.S. government contracts and apply for federal assistance.

We will assign you a Unique Entity ID (SAM) as part of entity registration.

Comprehensive and current entity information is essential for the federal award process. It is important to prepare your information and allow sufficient time to understand and accurately complete your registration. You only need to complete and manage it here to remain eligible for federal awards. You must renew your registration every 365 days for it to remain active.

What do I need to get started?

Before starting a registration, international entities must obtain an NCAGE Code for each entity they plan to register in SAM.gov. Get an NCAGE Code here. Make sure the legal business name and physical address you provide to get your NCAGE Code and register are identical. It takes up to 3 business days to obtain a NCAGE code.

Registrations require you to enter a lot of information about your entity. Information includes, but is not limited to your:

● entityʼs legal business name

● physical address

● tax identification number (TIN)–only needed if your entity pays U.S. taxes

● NCAGE code

● information about the types of goods and services you provide

● entity size

● optional Electronic Data Interchange (EDI) information

U. S. General Services Administration 1 https://eportal.nspa.nato.int/Codification/CageTool/home

● disaster relief data

● representations and certifications

● points of contact

Visit the Get Started page at SAM.gov to view checklists and guides to help you prepare for registration. If you already have a Unique Entity ID but have not completed registration, go to this section.

Start Registration When you are ready to start a new entity registration, go to SAM.gov and follow these steps:

1. Select the “Sign In” link at the upper right corner of the page. Select “Accept” to accept the U.S.

Government System terms. A�er selecting “Accept,” the system will redirect you to login.gov.

2. Login.gov is a service that manages usernames and passwords for SAM.gov. If you already have a login.gov account, sign in with your credentials. Otherwise, select “Create An Account” and follow the prompts.

3. Once you are signed in, the system will redirect you to your SAM.gov Workspace.

4. On the “Entity Management” widget in the Workspace, select the “Get Started” button.

5. On the next page, select the “Register Entity” button.

6. On the next page, you will choose your entity type and your “Purpose of Registration.”

a. Select your type of entity. Choose “Business or Organization” if you are NOT a U.S.

State, U.S. Local, Tribal, or Foreign government entity.

b. There are two types of registration purposes: Financial Assistance Awards and All Awards.

i. An All Awards registration allows you to bid on contracts and other procurements, as well as apply for financial assistance. This type of registration requires more information.

ii. A Financial Assistance Awards registration allows you to apply for financial assistance, or grants and loans, only. This type of registration requires less information.

c. Select your registration purpose, then select “Next.”

7. The next two pages display your choices from the Purpose of Registration page and a summary of the information you need to have prepared to complete your registration. Review the pages to make sure you are ready to start. Confirm your selections and select “Go back” if you need to change your purpose of registration or entity type. If your information is correct, select “Next.”

8. Here you will start to enter information about your entity. Enter your legal business name and physical address, then select “Next.”

9. Your entity name and address will be validated by SAM.gov. The next page will show an entity matched in SAM.gov. If your entity information is correct, select “Next.”

a. If the match shown is not your entity or you are unable to find a match, you can create a help ticket with the Federal Service Desk (FSD) from the page. Select the “Create Incident” button to contact the FSD for assistance.

U. S. General Services Administration 2 https://sam.gov/content/entity-registration https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0045979 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0055230 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0055230

10. On this page, you will choose whether to allow your entity record to be publicly displayed in SAM.gov. Note that if you deselect this box and restrict the public display of your entity, only you and federal government users will be able to view your entity record.

11. Then, you must certify under penalty of law that you are authorized to conduct transactions for the entity. Then, select “Receive Unique Entity ID.”

12. The next page will display your Unique Entity ID. If the entity already has a registration or a Unique Entity ID, you will see informational alerts at the top of the page with more details.

13. Select “Continue Registration” to go to the next registration step. If you select “Done,” you will be redirected to your Workspace. You can continue registration later if you choose to.

Continuing Registration When you select “Continue Registration” from the “Receive Unique Entity ID” page, the remaining sections of registration will be displayed. Select “Continue” to begin entering information into the Core Data section of registration. Visit the Get Started page at SAM.gov to view checklists and guides to help you prepare for registration.

1. Enter additional organization information as required. You will create a Marketing Partner Identification Number (MPIN) on this page. It is important to remember your MPIN as it will serve as your electronic signature for the IRS Consent to Disclosure of Tax Information on the next page. You will need your MPIN in the future to make updates to your registration.

Continue to enter additional information into each section as required. Your information will be saved when you select “Save and Continue” on each page.

If you exit registration before completing it, you can access it later from your Workspace.

1. Sign in to SAM.gov and, in the Workspace, select the “Work in Progress” bubble on the “Entity Management” widget. A list of your registrations in progress will display.

2. Next to the record title you want to access, select the button with the three dots (the Actions menu), then choose “Update” from the menu. You will be redirected to where you le� off in your registration.

a. If you do not access or submit your registration within 90 days, the system will remove it.

A�er entering and reviewing your information, select the “Submit” button. You will receive a “Registration Submitted – Confirmation” message on the screen. If you do not see this message, you have not submitted your registration.

When will my registration become active?

Allow at least ten business days a�er you submit your registration for it to become active in SAM.gov.

If your entity fails TIN or NCAGE code validation, SAM.gov will send you an email with instructions on updating your information and resubmitting your registration. You may need to work with the IRS or NCAGE to update your information before resubmitting your registration.

U. S. General Services Administration 3 https://sam.gov/content/entity-registration

How do I check the status of my entity registration?

If you have a role with an entity and are signed in to your SAM.gov account, you can check your entity registration status. You can also check the status of an entityʼs registration as a federal user. If none of these is the case, you cannot check an entityʼs registration status.

1. Sign in to SAM.gov. You must be signed in to check your registration status.

2. From the home page, select the “Check Registration Status” button. The page is also linked in the footer of all pages on SAM.gov.

3. Enter a Unique Entity ID or NCAGE Code and select “Search.” The entityʼs registration status will display below.

U. S. General Services Administration 4

Entity Registration for All Awards

User Reference Guide

Entity Registration for All Awards: User Reference

Guide

Getting Started

1. Launch https://sam.gov

2. Select “Get Started” under the “Register Your Entity” section.

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3. Click through the four steps listed in “Before You Get Started” and review each step to help ensure you prepare and set aside enough time to complete your registration.

4. Select “Get Started” and “Accept” the federal government terms to sign into the website.

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5. Enter your email address and password to log into your SAM.gov account. Then, authenticate your account using the method selected when you created your Login.gov account.

U. S. General Services Administration 3 https://Login.gov

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6. Select “Workspace” in the subheader menu. The “Entities” widget should appear in the main panel. Select “Get Started.”

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7. Select “Register Entity” on the “Get Started” page when you are ready to begin the registration process.

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8. Enter the purpose of your registration. This will include:

○ The type of entity you are registering

○ The reason you are registering the entity to do business with the federal government

Select "Next."

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9. Review and confirm the purpose of your registration. Make sure it is accurate and no changes are necessary. Select “Next.”

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10. The “Gather Your Information” page displays the information you will need to complete the registration process for your entity. Read and confirm you have the information needed to complete the registration, then select “Next.”

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11. On the “Enter Entity Information screen, you will need to enter the following entity information:

○ Legal Business Name

○ Physical Address including:

i. Country,

ii. Street address,

iii. Zip code +4,

iv. City, and

v. State.

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○ Select "Next."

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12. The system will proceed to the “Validate Entity Information” page where you will confirm the information you entered is accurate or that one of the potential matches provided on screen is a better match for your entity, then select "Next."

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13. The system may display the “Validate Additional Information” page. Enter the date and state of incorporation for your entity. Select “Next” to continue.

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14. The system will prompt you to request your Unique Entity ID. Confirm this is the correct entity to receive the Unique Entity ID. If you would like your entity to be displayed in public search results, leave the “Include in public search” box checked. Otherwise, uncheck this box. Also, check the box indicating that you are authorized to conduct transactions for this entity. Select the “Receive Unique Entity ID” button.

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15. You will advance to the Receive Unique Entity ID screen, where your Unique Entity ID will be displayed. Select the “Continue Registration” button.

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Core Data

16. The Register Entity Core Data page displays. Select “Continue.”

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17. The “Business Information” page will appear. Complete all mandatory fields (those marked with an asterisk (*) on the page), then select “Save and Continue.”

*Note: The screenshot above does not capture the entire Core Data Business Information page. Please make sure to scroll through the entire page and review all fields.

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18. Complete all mandatory fields on the IRS Consent page, then select “Save and Continue.”

*Note: You can select “Copy mailing address” or “Copy Physical Address” for the taxpayer address.

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19. Next, the CAGE Code page displays. Select “Yes” or “No,” then select “Save and Continue.”

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20. On the Ownership Details page, select “Yes” or “No” to the question of whether another entity owns or controls the entity you are registering. If you select “Yes,” provide the required information about the entities that control your entity. Select “Save and Continue.”

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21. Read the predecessor details question on the next screen. Enter your response and select “Save and Continue.”

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22. On the General Information page, enter the data for your entity. Select “Save and Continue”

*Note: The screenshot above does not capture the entire Core Data General Information page. Please make sure to scroll through the entire page and review all fields.

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23. Enter your financial information and select “Save and Continue.”

Tip: Make sure to answer the first question in the red box.

*Note: The screenshot above does not capture the entire Core Data Financial Information page. Please make sure to scroll through the entire page and review all fields.

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24. Answer the executive compensation questions. If you select “Yes,” provide the additional information requested, then select “Save and Continue.”

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25. Answer the proceedings questions. If you answer “Yes,” provide the additional information required, then select “Save and Continue.”

*Note: The screenshot above does not capture the entire Core Data Proceedings Questions page. Please make sure to scroll through the entire page and review all fields.

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26. Review your core data information. If you need to modify any information, select the “Edit” button displayed on each section. Select “Save and Continue.”

*Note: screenshot above does not capture the entire Review Core Data page. Please make sure to scroll through the entire page and review all fields.

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Assertions

27. Enter goods and services information such as North American Industry Classification System

(NAICS) codes and Product and Services Codes (PSCs). If you do not know your entityʼs NAICS codes, you can search by typing in either the beginning of NAICS code number or keywords in its description and select “Search.” You can also search for NAICS codes.

*Note: screenshot above does not capture the entire Assertions Goods and Services page. Please make sure to scroll through the entire page and review all fields.

U. S. General Services Administration 27 https://www.census.gov/naics/

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28. Once you have found your entityʼs NAICS code, select “Add.” You can add as many NAICS codes as you need. In the following table, you must select a primary NAICS code for your entity. Select the radio button next to the NAICS code you want as primary for your entity.

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29. In the table following, add Product and Service Codes (PSCs) of your entity if available. Then, select “Save and Continue.” You can find a listing of PSCs at acquisition.gov.

U. S. General Services Administration 29 https://www.acquisition.gov/psc-manual

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30. Enter Size Metrics, such as worldwide organizational size information, and select “Save and

Continue.”

*Note: The screenshot above does not capture the entire Assertions Size Metrics page. Please make sure to scroll through the entire page and review all fields.

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31. Enter Electronic Data Interchange (EDI) Information and select “Save and Continue.”

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32. Enter disaster response information and select “Save and Continue.”

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33. Review your assertions information. If you need to modify any information, select the “Edit” button displayed on each section. Once you have reviewed all sections, select “Save and

Continue.”

*Note: The screenshot above does not capture the entire Assertions review page. Please make sure to scroll through the entire page and review all fields.

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Representations and Certifications

34. Enter answers for Federal Acquisition Regulation (FAR) Response 1 questions and then select “Save and Continue.”

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Tip: Each question references a specific FAR provision. If you need information on a provision, select the FAR reference link that immediately follows the question. A new window or tab will open and take you to the full text of the provision.

*Note: As an example, when selecting the FAR 52 203-2 reference link, a new window will open and take you to the full text of the provision.

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35. Enter answers for FAR Response 2 questions and then select “Save and Continue.”

*Note: screenshot above does not capture the entire Representations and Certifications FAR Response 2 page.

Please make sure to scroll through the entire page and answer all required fields.

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36. Enter answers for FAR Response 3 questions and then select “Save and Continue.”

*Note: The screenshot above does not capture the entire Representations and Certifications FAR Response 3 page.

Please make sure to scroll through the entire page and answer all fields.

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37. Enter answers for FAR Response 4 questions and then select “Save and Continue.”

*Note: The screenshot above does not capture the entire Representations and Certifications FAR Response 4 page.

Please make sure to scroll through the entire page and answer all required fields.

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38. Based on how you answered the previous FAR Response questions and the NAICS codes you have selected for your entity, additional information may be required to complete the Standard Form (SF) 330 Part II. Complete the section and select “Save and Continue.”

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39. Enter answers for defense response questions related to the Defense Federal Acquisition

Regulation Supplement (DFARS), as needed.

*Note: The screenshot above does not capture the entire Representations and Certifications Defense Response page. Please make sure to scroll through the entire page and answer all fields.

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Tip: Each question references a specific DFARS provision. If you need information on a provision, select the DFARS reference link that immediately follows the question. A new window or tab will open and take you to the full text of the provision.

*Note: As an example, when selecting the DFARS 252 247-7022 reference link, a new window will open and take you to the full text of the provision.

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40. Review the FAR/DFARS Representations and Certifications information. Make sure to read through all information presented on the page. Select the FAR/DFARS provision reference links as needed.

*Note: The screenshot above does not capture the entire Representations and Certifications review page. Please make sure to scroll through the entire page and review all sections.

41. Read through all the provisions on the page, then check the box at the bottom of the page to indicate that you have read them, and select “Save and Continue.”

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42. Enter answer(s) for the Financial Assistance Response question(s) and select “Save and

Continue.”

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Points of Contact

43. Enter points of contact details.

*Note: screenshot above does not capture the entire Points of Contact page. Please make sure to scroll through the entire page and fill all required fields.

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44. Optional points of contact will display in collapsed bars as shown below.

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45. Select the applicable bar, and the section for that POC will expand. Enter all mandatory and applicable optional fields.

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Tip: If you need to add additional POCs, select the “Add Optional POC” button. Additional line(s) for Optional POC will be displayed at the bottom. Select the bar, expand and fill in all mandatory and applicable optional fields. Complete the section and select “Save and

Continue.”

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46. Review supplemental Small Business Administration information and select “Save and

Continue.”

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47. Review all entity information entered. If you need to modify any information, select the “Edit” button on each section.

*Note: The screenshot above does not capture the entire Entity Review page. Please make sure to scroll through the entire page and review all fields.

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48. Select “Submit” to complete your entity registration.

49. The confirmation page will display to confirm your registration has been submitted. Review the steps in “What happens next?” Select “Back to Workspace,” and you will be navigated to your Workspace where you can review your entity record and print or save a PDF.

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Tip: You can view your entity by selecting the number above “Submitted” in the Entities widget in your Workspace. You will receive an email from “@sam.gov” when your registration passes external validations and becomes active. Then, you can view your entity by selecting the number above “Active.”

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2.0 Quick Start Guide for International Registrations (2)