The System for Award Management (SAM) collects extensive entity data, including unique identifiers (UEI), tax information, banking details for electronic funds transfer, and organizational structure. It maintains records of exclusions or debarments affecting eligibility for federal contracts, alongside business certifications and representations required by federal regulations. Financial information, past performance records, and compliance documentation are stored to facilitate federal procurement processes. This centralized database serves as the foundation for all government contracting relationships.
Entity Registration Information: Core Data Elements
Registration within the System for Award Management (SAM) requires several essential data elements that form the foundation of an entity’s federal profile.
At the heart of this information is entity identification, which includes the Unique Entity ID (UEI) that has replaced DUNS numbers for all federal registrations. Organizations must also provide their CAGE Code or DODAAC for defense contractors, and specify their Purpose of Registration using designated codes (Z1-Z5).
The system captures critical dates, including Initial Registration Date and Expiration Date, which trigger registration renewal requirements after 365 days.
Entities must maintain accurate TIN validation status and complete all FAR-mandated sections. Each registration includes the entity’s legal information, compliance status, and designated EFT indicators—four-character suffixes that differentiate between multiple payment accounts.
Maintaining registration in SAM.gov is not optional for contractors, as federal compliance requires active status to be eligible for any government contracts, grants, or cooperative agreements.
Financial and Business Operation Records in SAM
Beyond the basic registration elements, SAM houses extensive financial and business operation records that serve as the operational backbone for entities conducting business with the federal government.
These financial records include banking information required for electronic funds transfer, documentation of financial status reporting capabilities, and evidence of compliance with 45 CFR §75.302 standards.
SAM maintains detailed operational compliance information such as an entity’s procurement systems, segregation of duties protocols, and bank reconciliation procedures.
The system stores data on check-signing authority thresholds, electronic transfer oversight mechanisms, and record retention policies.
Organizations must document their ability to track federal awards, manage unobligated balances, and report interest income earned on federal funds—all essential components for maintaining eligibility for federal contracts and grants.
Preparing your DUNS number and other essential documents in advance helps expedite the registration process and ensures compliance with federal guidelines.
Exclusion Data and Compliance Documentation
The centralized exclusion data within SAM serves as a critical safeguard for the federal procurement system, protecting government resources from entities deemed ineligible for federal business. This extensive database tracks entities through unique identifiers, lists specific exclusion criteria, and documents the legal basis for restrictions.
Government procurement safety relies on SAM’s exclusion database to identify ineligible entities through systematic tracking and documentation.
Each exclusion record contains detailed information about the entity, including names, addresses, UEI, and any associated tax identifiers. Records specify the type of action (suspension, debarment, or voluntary exclusion), the authorizing agency, and precise duration of ineligibility.
The compliance implications extend beyond direct federal contracting to affect subcontractors and partners throughout the supply chain. Organizations must conduct regular screening of potential business partners against the SAM database to avoid financial misconduct penalties.
Administered by the GSA, this publicly accessible system aggregates data from all federal agencies, creating a unified verification mechanism for procurement officials to screen potential contractors. Regular UEI verification is essential for maintaining accurate entity information and preventing compliance issues that could jeopardize government contract eligibility.
Frequently Asked Questions
How Is My SAM Data Shared With Private Sector Organizations?
SAM data sharing with private sector organizations is primarily limited to entities involved in federal contracting, such as subcontractors. Formal agreements are required to access the data, ensuring compliance with federal standards and purpose limitations.
Are There Any Fees for Accessing SAM Data Extracts?
SAM data extracts are available to the public without access fees. The system provides free programmatic API access and bulk downloads of award data, entity registrations, and exclusion records for public use.
How Long Is My Entity Information Retained After Registration Expires?
Entity retention follows GSA records schedules and NARA guidelines rather than a specific registration timeline. Expired registrations are maintained according to federal retention policies, not automatically deleted when registration status changes.
Can State and Local Governments Use SAM Data for Procurement?
State and local governments have limited direct SAM usage for their procurement processes. While some public data is accessible, SAM primarily serves federal needs, creating potential procurement implications for non-federal entities requiring alternative systems.
What Security Protocols Protect Sensitive Business Information in SAM?
SAM implements robust security protocols, including data encryption for transmissions and strict access controls. These measures guarantee only authorized personnel can access sensitive business information while maintaining data integrity and compliance with privacy regulations.