Nonprofits must access the “Points of Contact” section during SAM.gov registration to establish mandatory roles. Organizations should designate internal staff with direct authority over federal awards as Electronic Business POCs (managing grants.gov submissions) and Government Business POCs (handling formal communications). Avoid listing consultants as primary POCs to comply with federal guidelines. Review POC information quarterly and update within 30 days of changes. The following steps will guide organizations through effective POC designation for funding success.
Strategic Roles of POCs in Your Nonprofit’s Federal Funding Success
Every successful nonprofit organization managing federal funding streams needs designated Points of Contact (POCs) who fulfill critical strategic functions.
These individuals guarantee funding compliance by monitoring grant requirements and reporting deadlines, considerably reducing audit risks and maintaining eligibility for future opportunities. Establishing a dedicated compliance officer to oversee SAM registration is essential for maintaining your nonprofit’s ability to secure federal contracts.
POCs serve as essential liaisons with government agencies, addressing inquiries promptly to prevent funding delays while maintaining trust.
Their grant stewardship responsibilities include tracking accurate allocation of funds to eligible expenses, ensuring transparency in financial management.
Beyond compliance, effective POCs mitigate administrative burdens by streamlining documentation processes and facilitating communication between departments.
This cross-functional coordination aligns financial, programmatic, and operational strategies—creating a cohesive approach to grant execution that maximizes impact while satisfying federal requirements. For organizations receiving a portion of the $303 billion in annual government grants, having qualified POCs is especially crucial.
Organizations should particularly focus on building specialized capabilities for government funding, as research shows government funding remains the dominant revenue category for 40% of large nonprofits.
Step-by-Step Guide to Designating the Right POCs for Your Organization
When registering with the System for Award Management (SAM), nonprofit organizations must carefully designate appropriate Points of Contact (POCs) who will serve as official representatives for federal funding interactions.
Following proper designation criteria guarantees compliance with federal requirements and prevents application delays.
Proper POC designation ensures federal compliance and streamlines your nonprofit’s application process.
Begin by proceeding to the “Points of Contact” section in SAM.gov during registration. Enter full names, titles, and organizational email addresses for the two mandatory POCs: Electronic Business POC and Government Business POC.
According to role responsibilities, the Electronic Business POC manages grants.gov submissions, while the Government Business POC handles formal communications with federal agencies.
Avoid designating third-party consultants as primary POCs, as this violates federal guidelines.
Instead, select staff members with direct authority over federal awards, such as executive directors or grants managers. Completing this step is essential for grant eligibility and accessing federal funding opportunities available to nonprofit organizations. For continued eligibility in federal programs, nonprofits must ensure POC information remains current by updating contacts during the annual renewal process.
Best Practices for Maintaining and Updating POC Information
Maintaining accurate Point of Contact (POC) information represents a critical responsibility for nonprofit organizations using the System for Award Management (SAM). Organizations should establish quarterly review cycles to verify all POC data, ensuring compliance with federal requirements. Designating and training POCs is essential for effective SAM management and organizational compliance with federal regulations. Common registration mistakes can lead to communication failures and jeopardize eligibility for federal funding opportunities.
Effective POC management requires clear role designation, with primary contacts having direct oversight of federal funding activities and alternates selected from internal staff. During data validation processes, organizations must verify that Electronic Business POCs can properly manage grant notifications, while Government Business POCs handle contract communications.
For ongoing compliance checks, nonprofits should:
- Submit critical changes within 30 days
- Align updates with annual SAM renewal deadlines
- Configure automated alerts for registration expirations
- Document all changes in standardized logs
- Train POCs on SAM’s notification workflows
Frequently Asked Questions
Can POCS Be Located Outside the United States?
Yes, Points of Contact can be located outside the United States. However, international regulations may create compliance challenges for nonprofits, particularly regarding export controls and federal grant requirements that impact non-domestic representatives.
How Quickly Can POC Information Be Updated During Emergencies?
POC information can be updated immediately through SAM.gov’s dedicated emergency updates option, bypassing the standard validation process. However, contact verification emails and system synchronization may still take 24-48 hours to complete fully.
What Happens if a Poc’s Email Account Becomes Inaccessible?
When a POC’s email becomes inaccessible, organizations face delayed communications and potential funding impacts. Implementing backup communication channels and email recovery procedures is essential. SAM.gov doesn’t automatically notify entities, requiring proactive monitoring by administrators.
Are POCS Automatically Notified When Registration Status Changes?
No, POCs are not automatically notified when registration status changes. SAM.gov lacks automated notification processes for status updates. Registrants must manually check their dashboard for registration alerts rather than relying on system-generated communications.
Can Different Departments Share POC Responsibilities Within Larger Nonprofits?
Larger nonprofits can implement shared responsibilities across departments for POC functions. Effective departmental collaboration requires clear role delineation, centralized tracking systems, and consistent communication protocols to maintain compliance across organizational divisions.