As a government contractor, you have likely become familiar with SAM.gov. There are a number of features in SAM, but arguably the most important is the entity registration feature. Since registering your entity in SAM.gov is required in order to do things like apply for contracts or receive grants from the federal government, this creates a database of thousands of companies. Not only that, but these registrations require resubmission every year in order to remain active. However, the process of updating SAM can be fraught with downfalls that can jeopardize your compliance status and contract opportunities.
In this blog, we’ll explore common challenges associated with updating your SAM profile such as gathering the correct information, avoiding registration scams, and keeping your profile up-to-date. By understanding these common downfalls and learning how to navigate them effectively, you can ensure your SAM profile remains accurate and up-to-date.
What is Needed for the SAM Entity Validation Process
If you want to register your entity in SAM.gov or just get a Unique Entity ID (UEI), you will need to validate your entity information with the System for Award Management’s Entity Validation Service Provider (EVS). If your entity information does not match 1 to 1 the information in SAM.gov or there is no match at all, you will need to create an incident and attach the requested documentation to verify your entity’s:
- Legal Business Name
- Physical Address
- Date of Incorporation
- State of Incorporation or National Identifier
However, SAM.gov may reject some of the entity validation documents, and we’ll cover some of the reasons the documentation may be rejected.
- Explicitly State the Reason for Your Entity Validation Request in the Ticket
- Make Sure Any Document You Attach for Your SAM Entity Validation is Current
- Make Sure All Documents Have the Correct Information
- Don’t Use a P.O. Box to Demonstrate Your Physical Address in SAM.gov
- Attach a Certified English Translation to Any Non-English Documents
- Don’t Attach Original Applications or Forms, Only Processed Documents
- Attach Only High-Quality Documents On SAM.gov
If you make sure to follow this guidance, it can ensure you can avoid some of the downfalls when updating your SAM Registration.
Going back and forth with the Federal Service Desk can be a confusing and time-consuming process, and it’s much easier to go into the registration process prepared with the correct documentation. Next, we’ll cover some of the registration scams that are common among businesses updating SAM.
Signs of a Scam Related to SAM Registration
Registering your business with SAM is a crucial step for securing government contracts, but it also makes you a target for scammers. Below, we will go into the prevalence of scam emails that businesses often receive after registering with SAM. These fraudulent messages, disguised as official communications, can lead to financial losses and data breaches if not handled correctly. We'll outline the common characteristics of these scam emails, provide tips on how to identify them and offer strategies to protect your business from falling victim to these scams.
First, it's important to note that the only way to properly update your SAM registration is through authorized representatives of an entity going to SAM.gov, logging in via login.gov and going through the SAM registration, making corrections as necessary, and then submitting. Anything else is going to be a scam. So, what should you stay on the lookout for? Here are some tips.
1. Correspondence that Looks Official but Isn’t
The first scam you need to be on the lookout for is correspondence that looks official but isn’t. If your entity registration is public, many scammers can pull information from SAM.gov such as your Unique Entity Identifier (UEI), CAGE Code, registration expiration date, and points of contact, all of which can bolster the authentic look of an email. However, if it is not from a .gov email address, it is a scam and should be deleted.
Any correspondence that is made to appear official regarding your SAM registration but does not come from an email that ends .gov is not official government correspondence. You should delete it and block the sender. As always, be on the lookout for minor inconsistencies in the email address, such as spelling errors or alterations to the domain. If you receive an email from, for example, gsassam.com, be aware that it is a spoof rather than official government correspondence.
2. Promised Services for a Fee
Additionally, many scams will offer a fee in order to quickly process your SAM or complete your SAM registration on your behalf. However, registering your SAM or updating your SAM is a totally free process and you should not be paying to update it. Likewise, companies that offer to register your SAM registration for free are also unable to update SAM on your behalf. Only individuals within the company are authorized to register and update that company’s SAM.
3. Links to Websites that Don’t End in .gov
If you are linked to a website to register or renew your SAM registration, and the URL is not SAM.gov, do not enter any information into that website. You should also look for the logo in the screenshot above. You will login to SAM.gov using your login.gov account, which is also a useful way of knowing that you are on the legitimate website rather than a website that is trying to collect your confidential information.
4. Promises to Fast Track Your Registration
With very few exceptions, your SAM registration will go through a first in first out review process once submitted. If anyone is offering to fast track your registration for a fee, they’re trying to scam you.
5. Language Designed to Drive Panic
Lastly, many scammers will frequently use language specifically designed to drive panic in their recipients. You will see emails such as “URGENT! SAM REGISTRATION EXPIRING IMMINENTLY! ACT NOW!” However, these emails tend to be created by scammers to drive unknowing individuals to update their SAM through a scam. Keep in mind to check the URL in which the email came, if it doesn’t come from a “.gov” account, it’s probably a scam.
6. Remember that SAM is a Legal Document
As the central repository for federal contractor information, terms, and conditions, you should see your entity’s SAM registration as a legal document. As such, be very careful before allowing an outside entity access to your SAM registration. Since SAM.gov contains your financial information, you want to ensure that this information does not fall into the wrong hands. As tempting as it may be given the headaches that renewing your SAM registration can cause, it is usually best to take care of renewing your SAM registration internally.
Renewing Your SAM Registration Safely
Maintaining an up-to-date SAM registration is crucial for businesses seeking to secure and retain government contracts. One of the most important aspects is ensuring the accuracy of your business information. This includes verifying that your entity name, address, CAGE Code, and Unique Entity Identifier (UEI) are correctly listed.
Regularly updating your Points of Contact (POC) is also vital, as these individuals are the primary contacts for any government communication. Inaccurate or outdated POC information can lead to missed opportunities and crucial updates about your contracts. Additionally, it's essential to review and update your North American Industry Classification System (NAICS) Codes to reflect your current business capabilities and services, as this classification impacts your visibility in relevant contract opportunities.
Unfortunately, unless you opt to shield your SAM registration from public view, scammers can find your information and know when your registration expires since those are front and center on your SAM listing. They generally target those who need to renew their registrations in the near future with correspondence that is meant to provoke panic or haste. To avoid being scammed, the first step is being aware of the signs discussed above. Most importantly, remember that the SAM registration process is always free from initial registration to renewal and technical support.
Another critical aspect of keeping your SAM registration current is monitoring your registration's expiration date and renewing it promptly. SAM registrations must be renewed annually, and failing to do so can result in your business being marked as inactive, making you ineligible for new contracts and potentially disrupting ongoing ones.
Set reminders well in advance of your renewal date to ensure you complete the process on time. Furthermore, stay informed about any changes in federal regulations or requirements that may affect your registration. Being proactive about compliance and staying up-to-date with the latest guidelines will help you maintain a seamless registration process and enhance your chances of success in the competitive government contracting landscape.
How to Find Legitimate Help for SAM
Being the potential victim of a scam can make you feel powerless, but now that we’ve discussed what not to do when renewing your SAM registration, I will touch on who you should turn to when registering or renewing your SAM registration. The main help desk for SAM.gov is the Federal Service Desk (FSD), which provides free technical support. If you have any questions about SAM.gov itself or are running into technical issues, they are the best resource to turn to. There are multiples ways to reach out to FSD, such as phone and live chat.
You can also reach out to your local Procurement Technical Assistance Center (PTAC), which can help you navigate SAM and provide guidance. Your local PTAC office is an official resource for assisting government contractors, and while they will not take care of your SAM registration for you, they can assist you in the process.
The FSD’s Knowledge Base also contains a trove of useful resources for registering or renewing your SAM registration, including Quick Start Guides for entity registrations.
If you have any questions about SAM.gov registration and its implications on federal contracting opportunities, such as what you will need to include in your SAM registration to apply for a GSA Schedule, please reach out to Winvale and we would be happy to help you figure it out.
