System for Award Management (SAM) Guide - WSBDCwsbdc.org/wp-content/uploads/2015/08/SAM-Guide-4.2014.pdf · System for Award Management (SAM) Guide For successful SAM registration,
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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 If your CCR profile is linked to an email address that is no longer active within your company, contact the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
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
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
B
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.
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
D
C
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.
CLICK
2. CLICK
1. SELECT
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
F
E
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
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
H
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.
G
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
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.
I
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
K
J
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.
Nav
igati
on
bar
—cl
ick
to e
nte
r e
ach
se
ctio
n
1
For businesses
updating
Select “Business or Organization.” If
field is blank, contact PTAC.
Select “yes” for “Do you want to bid on
contracts?”
2
For both updating
and new registrations
SELECT
SELECT
For businesses completing a new registration, slide J will come before slide I.
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
M
L
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.
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
N
O
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!
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
P
Q
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.
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
R
S
The “Representations
and Certifications”
section of SAM replaced
ORCA.
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-
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
T
U
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.
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
V
W
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!
Washington PTAC Locate a center: www.washingtonptac.org Contact main office: info@washingtonptac.org (360) 754-6320
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:
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