Whether you are registering your entity for the first time or you are renewing your registration in the System for Award Management (SAM.gov), you need to understand how entity validation works. Some contractors are getting stuck on this process, and it can hold up their contract award or prevent them from getting their annual renewal completed on time. You might be wondering: why are we just talking about this now if SAM.gov has been around for a long time? When the federal government transitioned from the DUNS Number to the Unique Entity Identifier (UEI), the entity validation process changed. This is because it can all be done in SAM.gov instead of a third party source. Here’s what you need to know about entity validation in SAM and how to complete it successfully.
What is SAM.gov Entity Validation?
Entity validation is an important process for the federal awards ecosystem—validation prevents improper payments, procurement fraud, and helps ensure the integrity of government contracts. So, how does this tie into SAM.gov? SAM uses an Entity Validation Service (EVS) to independently verify entities.
Validation is required in SAM when you:
- Register an entity for the first time
- Renew your entity registration annually
- Get a Unique Entity ID (UEI)
- Update or change your entity’s name or address
Since the switchover from DUNS to UEI happened in early 2022, some contractors are discovering they need to provide EVS documentation to verify their entity information. While this might seem like a pain, once the information is in you will not need to validate again unless some of your information changes.
How Does Entity Validation Work in SAM.gov?
When you have to validate your entity, the first step is to enter your entity and incorporation information into SAM.gov. If your entity information is not correct/doesn’t match or you can’t find your entity at all, you will need to verify your entity’s:
- Legal business name
- Physical address
- Date of incorporation
- State of incorporation or national identifier
This is done by submitting certain authorized documents to SAM, which we’ll cover below.
What Documents Are Required for SAM.gov Validation?
If you don’t see your current, correct entity legal name and physical address after entering it in SAM.gov, you must submit documentation to SAM to prove your entity information. In this case, you will be assigned an incident number. It’s important to note that only documentation certified by authorized sources is accepted. If any documents you submit are not accepted, SAM will send you an email requesting additional documentation.
SAM has provided 3 lists of acceptable documentation for:
- Proof of name and/or address
- Proof of entity start year and date
- Proof of your national identifier
You can find the full list at FSD.gov.
However, as you are probably familiar with from other government processes like going to the DMV, even if you send the right documentation, there’s a chance it could still be rejected. Here’s a list of tips for a successful validation:
- If sending a bank statement or utility bill, make sure it is less than five years old.
- Send documents that match your current, correct name and address you have provided to SAM.gov
- If your documents are in a language other than English, send both non-English-language originals and a certified English translation.
- Make sure your scans or photos do not obscure or cut off information, and are not low contrast or out of focus.
- An original application, typed document, or screenshots of a form where you entered data on a website are not accepted.
- O. boxes are not accepted for your physical address
Be sure to check your email for any updates regarding your documentation so the process isn’t held up any longer than it needs to be.
My Entity is Validated—What Happens Next?
When your entity is validated, you will receive an email. Then you can begin registering, renewing, or getting your Unique Entity ID. The next step depends on your entity’s status.
If your entity is “Pending ID Assignment”: Select “Get Started” from your Entities Workspace, then enter your entity information. This time, you should see an exact match for your entity’s name and physical address.
If your entity is in the “ID Assigned” status: Go to your entity’s workspace by selecting the “ID Assigned” bubble. If there’s an “Entity Validation” alert, select “Validate Entity” from the Actions to complete the process. You should find an exact match for your entity’s name and physical address.
If your entity is in the “Work in Progress (WIP)” registration status: you can continue registration where you left off. Select “Update” from the Actions Menu to continue. If your WIP displays an incorrect entity name or physical address, you must delete it and start a new update.
Do You Need Help with Your GSA Schedule?
Dealing with SAM registration and renewal can be just another hurdle you have to cross to get a GSA Schedule or maintain compliance with your pre-existing contract. Some contractors fall into the trap of having to pay a third party site for SAM registration or renewal, which is a commonly run scam. SAM registration or renewal should always be free.
If you have more questions about SAM entity validation, check out our blog “7 Tips for Successful Entity Validation in SAM.” If you want to talk to someone about your GSA Schedule or about getting one, feel free to reach out to one of our consultants.
