In SAM.gov registration, “Submitted” means your application has been sent but awaits federal review, typically lasting 10 business days. “Active” status indicates full approval, allowing you to bid on contracts and receive payments, and remains valid for 365 days. The shift from submitted to active requires verification of your UEI, TIN, and other business information. Maintaining active status prevents payment delays and contract eligibility issues. Proper understanding of these status differences guarantees continuous access to federal opportunities.
Understanding the SAM.gov Registration Status Lifecycle
When an organization submits a SAM.gov registration, their application moves through five distinct status phases that monitor the registration’s validity and compliance.
These registration phases begin with “Submitted,” indicating the initial application awaits federal review. The status then changes to “Pending” during the standard 10-business-day evaluation period. Users will receive email notifications as their registration progresses through these statuses.
Your SAM.gov registration first enters Submitted status, then transitions to Pending while undergoing the 10-business-day review process.
Once approved, registrations enter “Active” status, remaining valid for exactly 365 days from submission. Without renewal, registrations automatically shift to “Expired” status immediately after the one-year mark. It’s advisable to create calendar reminders at least one month before expiration to avoid inactive status issues.
Organizations with expired registrations must complete the final phase, “Reactivated,” which involves specific reactivation requirements including updated information submission and formal validation.
Each status represents a critical checkpoint in maintaining eligibility for federal opportunities, with clear change triggers between phases. The application accuracy significantly impacts processing times, as incomplete or incorrect submissions often result in extended review periods.
Critical Timeline Differences Between Submission and Activation
The SAM.gov registration process involves more than simply shifting through status phases—entities must recognize considerable differences between submission and activation timelines. The duration between submission and activation varies based on verification processes and data accuracy. Contractors must be vigilant about maintaining active status throughout the entire contract performance period to remain eligible for payments. Annual renewal is mandatory to avoid losing eligibility for future federal opportunities and to prevent payment delays.
| Timeline Factor | Submission Status | Active Status |
|---|---|---|
| Duration | Initial entry point | Up to 12-15 business days |
| Requirements | Basic information entered | Complete submission verification |
| Eligibility | Cannot bid on contracts | Fully eligible for federal awards |
Entities must guarantee accurate UEI and TIN information to expedite activation processes. Government processing times greatly impact how quickly a submission shifts to active status. Organizations should plan accordingly, submitting registrations well before bidding deadlines to allow sufficient time for validation procedures and avoid missing contract opportunities.
How Status Changes Impact Federal Contract Eligibility
Understanding SAM registration status changes proves critical for organizations seeking to participate in federal procurement opportunities. The status implications directly affect whether a company can legally submit offers, receive awards, or collect payments.
While the FAR now permits offers submitted during active registration to remain valid despite subsequent lapses before award, contractors must maintain active status during contract performance. The new interim rule acknowledges that previous interpretations caused significant resource losses for small businesses and unnecessary delays in government contracting. This flexibility represents a major benefit for contractors who can now focus more on competitive bidding rather than administrative burdens. Registration compliance requires vigilant monitoring of the 365-day activation period, as any lapse after award will block payments through the CAGE code linkage to financial systems. Proper SAM.gov registration is absolutely essential for accessing and securing federal grant funding opportunities.
Organizations face serious consequences for non-compliance, including:
- Payment processing delays
- Risk of contract termination
- Ineligibility for modifications or option exercises
Proactive management through calendar reminders and regular SAM updates helps reset the expiration clock and prevents costly disruptions to contract performance.
Frequently Asked Questions
Can I Update Banking Information While My Registration Is Processing?
Banking updates can be submitted during the registration process, but changes may not take effect until the registration becomes active. It’s advisable to wait until activation for ideal processing of banking information.
How Does a Name Change Affect My Existing UEI?
A name change doesn’t replace an existing UEI. The identifier remains the same through the name change validation process, though registration status temporarily shifts to “Submitted” until the name change implications are verified through the UEI retention process.
Are Subcontractors Required to Maintain Active SAM Status?
Subcontractors aren’t directly mandated by statute to maintain active SAM registration, but prime contractors typically require it through contractual terms. Compliance depends on specific federal contract clauses and prime contractor agreements regarding subcontractor requirements.
What Happens if My IRS TIN Validation Fails?
IRS validation issues trigger an immediate email notification. The entity must contact the IRS directly to verify TIN information, then update SAM accordingly. Unresolved TIN correction process delays registration approval and prevents contract eligibility.
Can Foreign Entities Receive UEI Without US Tax Documentation?
Yes, foreign entities are eligible for UEI registration without US tax documentation. The UEI application process for foreign organizations requires NCAGE codes and legal business documents instead of US tax forms for validation.