System for Award Management (SAM) Guide -...

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Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320

System for Award Management (SAM) Guide

READ THIS FIRST:

Top 10 Things to Know for a Successful SAM Registration

Last updated: 4/24/2014

1. Registration is FREE at www.sam.gov. Beware of imposter sites or companies that will complete your

registration for a fee.

2. An active SAM registration is required in order to be awarded a contract with the Federal government

and to be paid for work performed.

3. If you had an active record in CCR, you have an active record in SAM. To update or renew your records in

SAM, you will need to follow the instructions in this guide. Your CCR log-in will not work in SAM.

4. You are required to have a DUNS number to register with SAM. If you already have a DUNS number and

need to update information on file with Dun and Bradstreet, do so at least 24 hours prior to updating

information in SAM. (See below for D&B contract information). You are also equired to have a Tax Identi-

fication Number (TIN or EIN) in order to register a business. (see below for IRS information).

5. We recommend using Mozilla Firefox or Google Chrome. Avoid using Internet Explorer.

6. Your business is referred to as an “entity” by SAM.

7. If your CCR profile is linked to an email address that is no longer active within your company, contact the

Federal Help Desk after completing the migration. If you experience long wait times, you can also contact

PTAC and we can access assistance through our SAM hotline.

8. To submit your registration, you must review and save the entire SAM record in one sitting.

9. Due to IRS and CAGE validation, It will take 3-5 business days for your registration to become active after

submittal

10. Once your registration is active, you will likely be contacted by vendors attempting to sell you their

services related to government contracting (consultants, etc). Many are unnecessary and some may be

scams. In many cases, the services you would be paying for are available at no cost by your PTAC.

Washington PTAC is here to help!

Visit www.washingtonptac.org to find the center nearest you.

Important Contact Information:

See the “Help” Section of SAM for Quick and Full User Guides and Demonstration Videos

Federal Service Desk: For technical issues with SAM www.fsd.gov (866) 606-8220

Dun and Bradstreet: To obtain a DUNS number or make changes http://fedgov.dnb.com/webform

IRS: To obtain a Tax Identification Number www.irs.gov

System for Award Management (SAM) Guide

For successful SAM registration, follow this step-by-step guide.

Step 1: Creating your Individual Account in SAM at www.sam.gov

A CLICK

PLEASE CHOOSE A STARTING DESTINATION

If you need to create a new SAM profile and have never been registered in SAM or CCR please start

with slide A.

If you have to migrate your old CCR profile into your SAM registration please start with slide C.

If your SAM is now expired or you wish to update your current SAM please start with slide G.

Step 2: Updating or Registering a Business in SAM.

Select yes to begin migration.

If your business did not have a

profile in CCR, skip to slide G.

2. CLICK

1. SELECT

Select or enter the email

address that was tied to

your Central Contractor

Registration profile.

If you can not figure out

the correct email address,

contact the Federal Service

Desk or PTAC for assis-

tance.

2. CLICK

1. SELECT

If the email address tied to

your Central Contractor

Registration profile is no

longer accessible, contact

the Federal Service Desk or

PTAC for assistance gaining

access to your migrated

profile.

You should still click

“submit” on this screen

even if you do not have

access to the email ac-

count previously used for

the Central Contractor

Registration.

1. CLICK

2. SELECT

3. CLICK

1. CLICK

This slide ONLY applies to those migrating a profile from CCR or updating their current/expired

SAM. New registrants skip to slide I.

Select if you want to update a profile that was migrated from CCR.

View your saved work-in-progress of check status of submitted registration.

Select if your previous registration is expired.

Select if you are completing a registration for a business that was not in CCR.

2. Select One and follow

prompts.

1. Click to hide.

You now have options for what section of your SAM you would like to update.

1. Purpose of Registration and remaining entity registration

2. All sections applicable to the registration besides the Purpose of Registration

3. Points of Contact (POC) Only

**It is important to note that if you update the Points of Contact Only it WILL NOT update your SAM, you

must select one of the other two options in order to extend your SAM registration for another year and be

able to win federal government contracts.

We suggest selecting “Purpose of Registration and remaining entity registration” - this way you can make

sure your entire SAM registration is as up to date as possible.

Review the infor-

mation you will be

required to provide.

You can save as you

go, but in order to

submit, you must

view and save each

page of the registra-

tion in one sitting.

This can take as long

as an hour or more.

We suggest gather-

ing your information

before you begin.

For businesses

updating

Select “Business or Organization.” If

field is blank, contact PTAC.

Select “yes” for “Do you want to bid on

contracts?”

For both updating

and new registrations

SELECT

For businesses completing a new registration, slide J will come before slide I.

Enter, review and save all

fields within Core Data. As you

“save” each page, you will be

directed to the next page.

Ensure that the “details en-

tered by user” and “details re-

turned from D&B” are an exact

match. If not, contact D&B to

make changes (see page 1, con-

tact info).

If you’ve made changes with

D&B and they do not appear

updated in SAM within 24

hours, click “Refresh D&B Da-

ta.”

Incorrect data entry on the DUNS information

and IRS Consent pages are two of the most

frequent mistakes that impact a business’ abil-

ity to complete their registration in SAM.

Ensure that your Taxpayer Identification Num-

ber (TIN) and all information on the IRS Con-

sent page is correct.

The next page of the guide will walk you

through two additional sections of the Core

Data portion of your SAM registration that

many people have had questions about: the

Financial Information and the Information Opt

Out screens.

After you have gone through each page of the

“Core Data” section, you will be promoted

“Continue to Next Section?,” select YES. You

will receive this prompt at the end of each sec-

tion of the registration.

ENTERING/UPDATING BANKING INFO

1. Indicate whether your business accepts

credit cards.

2. Ensure that banking information is en-

tered accurately and kept up-to-date. This

is the banking account that all payments

will be made to.

3. ACH Contact Information = Your bank

4. Remittance Address = Address you’d

like a paper check sent in the event that it

becomes necessary.

5. To change your banking information,

simply change the routing number, click

save at the bottom of the page, and then

click “Financial Information” on the navi-

gation bar to return to this page. Chang-

ing and saving your new routing number

will allow you to enter your new banking

information. DO NOT select “Add New

Account Details.” This option will not

update your banking information.

Information Opt-Out: Authorizing your information to be displayed in the public search will allow primes to find you. Be

alert for increased spam and contact from solicitors offering services you do not need!

The Assertions section is

where you enter infor-

mation that determines

if you are a small busi-

ness, including:

Your NAICS codes. Be sure to indicate your primary

NAICS code.

Average annual receipts

Average number of employees

This is also the section

where you have an

opportunity to indicate

that you are available to

do business with FEMA

The EDI Information page is optional

and only applies to those who do busi-

ness with the government through

Electronic Data Interchange (EDI), or

computer-to-computer exchange of

business data.

This will not apply to many businesses.

The “Representations

and Certifications”

section of SAM replaced

It is a questionnaire

related to the Federal

Acquisition Regulation

(FAR).

If you do not

understand a question

or a clause of the FAR

referenced in this

section of your

registration, please con-

tact PTAC.

2. Only select yes if qualified

What is a small disadvantaged business?

One that meets the small business size standard and is at least 51%

owned and controlled by one or more individuals who are both socially &

economically disadvantaged.

Socially disadvantaged = subjected to racial or ethnic prejudice or cultur-

Contrary to language currently

in SAM, ALL small businesses

should register/update their

SBA profile. This database is

used by contracting officers

and prime contractors to find

vendors.

Clicking the gray button will

open a separate window. You

can access this profile through

SAM and also through the

SBA’s General Login System.

You can also access this section

once your SAM profile is

active. See WA PTAC for a

guide. CLICK TO SAVE TO MOVE ON

CLICK TO OPEN

For businesses migrating a

profile from CCR:

Your Points of Contact

were migrated incorrectly,

with both first and last

names listed in the first

name field. You will need

to move the last name to

the appropriate field.

Ensure that phone

numbers are formatted as

indicated.

Be sure to also click on

and review your alternate

POCS before proceeding.

Step 3: Submitting your SAM Registration

2. Scroll to bottom of screen and click to submit

1. Review all info

Make sure the confirmation page

pops up. You are done!

Now what? You will receive two separate emails from samadmin@sam.gov within three to five business days notify-

ing you that your TIN and your CAGE Code have been validated and that your SAM registration is active.

If you receive emails notifying you that there was an issue validating your TIN number or CAGE code,

please follow the instructions on the email and contact your PTAC counselor if you need assistance.

If you do not receive the emails and want to check the status of your registration, log on to your SAM

account and review your complete registrations to check the status of your application. If you do not see

a complete registration listed, check under incomplete registrations.

Work in progress means that your registration has been saved but needs to be submitted, or in some

cases, resubmitted. Submitted means that you are waiting on TIN and/or CAGE validation. Active means

that your SAM registration is active for a period of one year, at which time you will need to update your

information and resubmit.

Checking the Status of Your SAM Registration:

System for Award Management (SAM) Guide -...

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