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Step-by-step guide to Registering on SAM.gov
49 MINUTE READ
February 9, 2024

Step-by-step Guide for First-time registrants

  1. The first step is to request an NCAGE Code

 

Prior to registering in SAM, you need to request an NCAGE code.

Please read these instructions first before starting.

Go to the NCAGE Request Tool at NCAGE Code Request Tool (nato.int) and check to see if a NCAGE code is already assigned to your company.

Type in your company name in the “Organization name” field, select South Africa in the Country field and click on “Search”

 

Please note:

  • All the information which you enter here MUST be IDENTICAL to what you will enter when registering on SAM.gov, or you will fail the validation process. We suggest saving all the information which you enter for NCAGE into a Word document and copying and pasting your information from there into SAM. Alternatively, once you start your sam.gov registration, open your NCAGE profile and copy it from there, line for line.
  • Please DO NOT enter any periods or special characters anywhere in the form, including a + or ( ) in the phone number. Invalid characters include > < ( ) # % { } + ;

The format for entering South African phone numbers is as follows:

  • Cell numbers: g. 082 xxx xxxx must be entered 002782xxxxxxx
  • Land lines: e.g. 012-xxx xxxx must be entered 002712xxxxxxx
  • You cannot have unequal spacing between words in the primary contact information fields. Be very precise when entering all data.
  • The address has to be written using the English spelling and not local spelling with characters or symbols on the letters.

 

If you find your company on the list, then your company already has an NCAGE code, but chances are all your details are not correct.

Click on the blue arrow next to your company details and this will open your NCAGE profile.

Check to see if all your information is correct.

If not, update the information on the NCAGE by clicking on “Update NCAGE”.

Correct the information which is incorrect.

You can leave all fields under “Organizational Data: Additional Information” blank.

Click on “submit”.

A validation email message is sent to the email address which you entered.

You MUST confirm the NCAGE request by clicking on the link embedded in the email.

It takes 3-4 days for your registration to pull through to SAM.gov.

 

If you do not see your company in the list:

Click “Online NCAGE Request”, then on “Request New”

All fields marked with an asterisk (*) are compulsory.  If there is no (*) and you have information to put in, you can complete the field, otherwise just leave it blank.

 

 

 

 

 

 

 

 

 

Your entity type will be either “Private Company” and under “Other description” select “Routine 10 calendar days” unless it is really urgent.  Click “Next”

 

 

Enter your correct legal business name (including any (Pty) Ltd, or CC etc) and select South Africa under the Country field.

Leave Identification number blank.

Later on in the registration process, you will need to upload supporting documents validating the information which you provide on NCAGE and on SAM.gov. Make sure that you enter your company legal name and your physical address correctly and that you have documentation to verify your details. If there is a (Pty) Ltd, or CC on your documents, please include it. You can use your most recent bank statement, municipal account, most recent tax return, CIPC registration etc.

 

 

Enter your business’ correct physical address.  Please note: you will be required to provide documentation to verify your physical address as part of the SAM.gov registration, so make sure that it matches your document exactly.

If you use abbreviations like Rd, Ave or Blvd in your address, make sure to use the same abbreviation when entering your address in sam.gov too.  If it is typed out in full, enter it in exactly the same format in SAM.gov

 

 

Enter your postal address

 

Enter your contact details by clicking on the blue circle with the “+” to add what you’ve entered.

The format for entering South African phone numbers is as follows:

Cell numbers:  e.g. 082 xxx xxxx must be entered 002782xxxxxxx

Land lines: e.g. 012-xxx xxxx must be entered 002712xxxxxxx

 

 

You can leave all fields under “Organizational Data: Additional Information” blank.

 

 

Complete your fields as follows:

Manufacturer of goods:  Yes / No

Vendor of goods:  Yes / No (a vendor is a seller/reseller)

Service Provider:  Yes / No (If you are in a service-related industry and do not sell or manufacture goods, answer Yes)

Development of Public Standards:  Yes / No  (99% of South African businesses will respond No)

NCAGE Code needed for an invitation to tender:  Yes / No (Select Yes)

Contract with an armed force or …:  Yes / No (select No)

NCAGE code is required by SAM:  Yes / No (Select Yes)

Former NCAGE Code:  Yes / No (Select No)

 

Enter your contact details and make sure to enter your business name and address exactly as it was entered earlier.

 

 

 

Enter the Capture code and “Submit Request”

 

A validation email message is sent to the email address which you entered.

You MUST confirm the NCAGE request by clicking on the link embedded in the email.

It takes 3-4 days for your registration to pull through to SAM.gov

 

 

  1. Registering on SAM.gov

 

After waiting for 3 or 4 days, you can Go to www.sam.gov and click on “Get Started” to set up your SAM.gov user account. 

This will take you to a second page where you click “get started” again.

Click on “Get started”

 

 

 

Click on “Create an account”.

You will be asked to create a username (use your email address) and a password.

You will also be asked to set-up another authentication method for logging into your account later.  Select the option to receive a “text message” and enter your cellphone number by first selecting South Africa under dialing code, then your number, without any “0” infront. Then click on “send code”.  You will then receive an acknowledgement that you have created your account.  Click on “Agree and continue” and it will take you to the next page, where you will click on “continue”

 

For help with login.gov accounts you should visit http://login.gov/help. This includes if you need to reset your password, forgot your email address, or need to manage your login.gov account.

https://www.fsd.gov/gsafsd_sp?id=kb_category&kb_category=e3a063471b80b0109ac5ddb6bc4bcb38

 

 

Creating your Entity:

Click on “Get started”

 

Click on “Create new entity”

 

Select “Directly with the US Federal Government”

 

Click on “Bid on Federal Procurement opportunities”

 

Select “Federal Government”

 

Click on the green button at the bottom, below the “All awards” column

 

Select “no” and “My entity is not physically located in the US”

If you do not say you are located outside the US, it will automatically assume that you are in the US and will require information as if you are a US business and this will cause issues with questions further on.

 

Select “Yes”

Enter your NCAGE code.

 

Just click on the “Next” arrow

 

Validating your business:

 

Tick the checkbox to say that you can provide official documentation.

For validation you will enter your legal business name and physical address (this is where you keep the books and records for your business/head office).  DO NOT use your postal/PO box address.

Based on what you entered, SAM.gov uses various sources to search for your business.  It will run a search and show all matches found. It may or may not find your business, but chances are, if you see your business on the list, that all your information is not correct.

 

If you recognize your company, but some of the details are incorrect, select the first option “I recognize my entity in the legal entities list” and select the closest match for your company from the list and click “Next”.  Don’t worry if some of the information is not correct because the next few screens will give you the opportunity to provide the correct information.  On the next screen you must select checkboxes next to which information you want to update.

If your business name is correct, then do not check that box.  If your address is incorrect, check the box and enter your correct address.

If you don’t see your company at all, tick the second option “I don’t recognize my entity on this list” and the next screen will allow you to enter your company details.

  1. If you are correcting your information, or entering it from scratch, whatever you enter MUST be EXACTLY the same as what you entered for NCAGE. If you can’t remember, go back to NCAGE and do a screen snip of your details. Make sure that what you entered for “Organization name” on NCAGE is exactly the same on SAM.  Whatever is entered on the street address must also match, line for line.

 

Enter the year your business opened its doors.

Your National Identifier can be your VAT number, your Company registration number or your SARS tax number. Whichever one you chose to use, must be validated by supporting documentation.

If you have a CIPC certificate, it is advisable to use your Company registration number as your national identifier. Your CIPC certificate should contain most of your information such as the legal business name, start date and national identifier.  If it has your correct physical address, then that too, but if it only has your postal address, it cannot be used to verify your physical address.  You will have to upload a different document which contains your legal business name and your correct physical address.

If you do not have a CIPC certificate, then use your VAT certificate or your SARS tax return.

 

On the next screen you will be asked to confirm if the information you entered is correct.  If it’s not correct, go back and change it.

You will again have to verify that your information is correct.

Next you need to upload documents confirming your business information which you have just entered.

 

 

Click on the Yellow block to view the list of acceptable documents.

The next step is attaching your supporting documents.

All the documents which you upload, must not be older than 3 years and must verify the information which you have just entered – i.e. legal business name, physical address, start year, national identifier.  You can attach multiple documents if all the information does not appear on just one document, BUT make sure that your Legal business name appears on all the documents. If you have a different trading name, the trading name does not have to appear on all the documents, but the legal name must appear on all your documents. You can use your most recent bank statement, municipal account, most recent tax return, CIPC registration etc.).

If any of your documents are in a language other than English, you must also submit a certified translation of that document into English.

Make sure to rename all your documents to reflect exactly which information you are verifying.

E.g. If you upload your municipal account which has your legal business name and your physical address, then name that document “Utility bill – legal name and physical address”. (Remember that the postal address is not used for verification purposes.)

If you upload your CIPC certificate and it has your correct physical address too, then rename it “Certificate of incorporation – Legal name, start year, physical address, national identifier”

If you did not use your company registration number as your national identifier, and you used your SARS tax number or your VAT number instead, upload the document which verifies the option you chose to use.

 

 

Once your documents are all uploaded, go to the “Provide details” block and list/explain which documents verify which information.  The more information you provide to avoid any uncertainty on SAM’s end, the better chance you have of getting your validation approved first time.

 

Once you have submitted your documents, you will receive a ticket or “Incident number” from FSD.gov.  This Incident number will be displayed on the screen, it will be sent to you by email and it will be visible on your entity Workspace.  Keep checking your emails – You should receive an email to inform you if your validation was successful or not.

If not and you receive a notification that it was not successful, please action immediately and follow the instructions to correct whatever they state is the issue.  If you are asked for more information, please respond within 5 days, or your ticket will be closed and you will have to start all over again.

If they only ask for information, you can enter the information in your ticket.

However, if you need to provide more documentation, log into SAM.gov and upload it there. You will see your ticket/incident when you sign in – open your ticket and upload the documents.  Do not upload documents or sensitive information on FSD.gov.

How do I add documentation to my entity validation incident after it has been created in SAM.gov?  Click on this link:  GSAFSD_kb_articles – GSA Federal Service Desk Service Portal

 

When you go to your “workspace” in SAM.gov, your entity status will show as “pending ID Assigment”

 

Request your Unique Entity Identifier:

Once your uploaded documents have been validated by FSD, you are not done yet.

Wait for 24-48 hours for it to pull through to SAM, then log back into Sam.gov to request your Unique Entity Identifier (UEI) and complete the rest of your information.

If you are not able to find your entity after 2 business days, or if you have any questions or concerns, respond to the email notification/ticket, or update your incident at FSD.gov within five business days, to ensure that your ticket remains open.

 

To request your UEI, you will repeat the process you went through before, but you will not have to submit documents again.

  1. Sign in to SAM.gov. Select “Workspace” at the top of the screen and select “Get Started”.
  2. When you reach the “Enter Entity Information” screen, enter the name and address exactly as it appears in your email notification, then select “Next”.
  3. Check the box about providing documents and select “Next.”
  4. Select “I recognize my entity” and pick your business from the list. Select “Next.”
  5. Confirm the information is correct.
  6. You will be asked if you want to include your business details and non-sensitive information in public searches. (This is optional, so you can deselect the tick if you prefer)
  7. Check the box stating that you are authorized to conduct transactions on behalf of your company, then click on “Receive Unique Entity ID”.

Once you’ve received your UEI, your entity status will show as “ID Assigned”

 

These two videos have lots of useful information on how to create a new account and how to upload your verification documents (remember that you are applying for “all awards” and not just a UEI and remember that they are speaking to US based companies) and how to upload documents for validation.

Video: (199) Validating Your Entity in SAM.gov – YouTube

Video:  (235) How to Register for a UEI – YouTube

 

Completing the Registration:

Now you must click “Continue Registration” to complete the rest of your information.

Next to your business information, to the right of the screen, you will see a blank block which says “Expiration date”. Next to that you will see a white button with 3 black dots.  Click on the button and select “Register”

 

 

Select “Other” for your Entity type and why you are registering.

Select the first option “I want to be able to bid on federal contracts or other procurement opportunities”.

 

You will now see a screen outlining the additional sections which you need to complete. You will need to complete each page before you can click on “Next” to continue.  Once you’ve completed a page, you can always go back to previous pages.

Your status will remain in “Work in Progress Registration” until you have submitted it at the end.

If you cannot complete everything in one sitting, you can log in again later and continue where you left off, but you will be taken through the previous screens again.

 

 

CORE DATA:

Keep in mind that SAM is used to register for U.S. Federal Government business opportunities, therefore many of the questions asked, are from the U.S. point of view.

For example:

  • When SAM asks whether the vendor is a small business, this refers only to small businesses based in the US. Foreign vendors are always considered to be “other than small” or “large.”
  • Only fill in the Tax ID number if it is a U.S. Tax ID number. Otherwise, leave it blank.

 

You will now be asked to provide information based on your purpose of registration.

Complete all fields which are marked with a red asterisk “*”, unless the field is greyed out and does not allow you to make any changes.

The “Fiscal Year End” is the date on which your financial year ends.

Create an MPIN – you will need to provide this again later on.  You will receive an OTP via email, which you must enter to move forward to the next screen.

 

South African (overseas) companies do not have a TIN (Taxpayer Identification Number) – it is only needed if your business pays U.S. taxes, otherwise leave it blank or as “Please select value”.

 

Only if your business has a US bank account, then you need to complete Taxpayer Name and Taxpayer Address fields.  If you only have a South African bank account, leave it blank or as “Please select a value”.

When asked if “you are a successor to a predecessor that held a Federal contract within the last 3 years”, you only answer yes if your company was acquired or “taken over” by a new company and now operates under a new name, and your original company held a federal contract in the past 3 years.  If not, then answer no.

 

 

South African companies can leave all the fields on this page blank, or as “not applicable”.

Select whether you manufacture goods, or only provide services.

Select “Other” under Entity Structure.

Select whether you are a for-profit or not-for-profit organization

Skip all questions asking you to select Socio-economic categories – they do not apply to South African businesses.

 

Indicate whether you accept Credit Cards for payment.

You do not need to provide Electronic Funds Transfer (EFT) and ABA banking information on the Financial Information page.  Only if your business has a US bank account, do you provide this electronic banking information,

Lockbox number – leave this blank

ACH (Automated Clearing House): leave all the fields blank

You must complete the Remittance Address. Make sure that you select SA in the country dropdown list.

Executive Compensation: If you answer no to question 1 on this page, question 2 is not applicable and you can proceed to the next page. If you answer yes, you must also answer question 2. If you answer yes to question 2 you must also then supply the names and salaries of the top five executives in your organization.

 

Proceedings Questions:  Most of your responses will be “no” or “not applicable” but if you are uncertain you can search for FAR clauses and their explanations here:  https://www.acquisition.gov/browse/index/far

Information Opt-out:  You may opt to not have your entity’s information displayed publicly.

Once all your Core Data has been completed, the last page will ask you to “Review Core Data”. If you entered anything incorrectly, you can click on “EDIT” and go back to make the necessary corrections.

 

This video has some more useful information on completing the “Core Data”.

Remember that not all fields apply to South African companies.

Video:  (235) Entity Registration – Core Data – YouTube

 

ASSERTIONS:

Select “yes” if asked whether you want to complete your assertions.

 

What is a NAICS code: This identifies the industry sector your business falls under.  It is advisable to select more than one sector and more than one code under each sector, if applicable.

What is a PSC: This is what service your business provides or products it supplies/sells manufactures. It is advisable to select more than one PSC, if applicable.

NAICS Codes are for the business function and PSC Codes are for the product/service itself.

 

Search for NAICS and PSC Codes using this link:

DPC Product Service Code Selection Tool (psctool.us)

In the search field type in a keyword which you feel describes your industry/service/product type.  This will give you the list of all the NAICS and PSC codes which are relevant to that keyword.

Try a few different key words and select the best matches for your business.

Remember, this is not an exact science, so don’t worry about selecting an incorrect code. You can select one, or multiple codes, but preferably select 3-4 PSC codes and 3-4 NAICS codes.  Write all the NAICS and PSC codes down, because you will need to go back to sam.gov to enter them.

**One of the NAICS codes which you entered will need to be marked as the primary NAICS code.

When entering them in SAM.gov, enter the codes one by one and click on “add” after each code that you entered.  First enter the NAICS codes in the NAICS block and then the PSC codes in the PSC block.

 

Size metrics:  Leave IGT Size metrics blank

 

Annual Receipts – This is your “total income” (or “gross income”) plus the “cost of goods sold.” These numbers can normally be found on your tax return forms. Receipts are averaged over a business’ latest three complete fiscal years to determine the average annual receipts.

Enter your amount in US Dollars, without decimals, commas or a Dollar sign.

“Worldwide” includes Head Office as well as any local and overseas branches.

“Location” includes only the branch/division you are applying for.

Leave the “Barrels Capacity”, “Megawatt hours” and “Total assets” fields blank

You can leave “EDI Information” blank.

 

Select “no” to be included in the Disaster Response Registry

Select “no” for requiring bonding to bid on contracts.

When you get to the “Review Assertions” page, you can click on “EDIT” if you need to make any changes.

 

REPRESENTATIONS AND CERTIFICATIONS:

Question 1 – This is the person who is responsible for compiling and approving quotes.

Question 2 – Do you have other branches who will perform work on your contracts?

Question 4 – Select “Yes”

Questions 6-46  – you will answer “no”, “none” or “not applicable” for almost all of these questions.

Question 27 – If you have not selected the NAICS listed here, you are not required to answer the Architect-Engineer Response questions.

 

Your response for Question 35 must match your response on the NDAA Compliance Declaration which completed.

 

Tick the checkbox

Select “no” for Federal financial assistance programs.

 

 

POINS OF CONTACT (POC):

You will be asked to enter Points of Contact. The people you enter here will not automatically receive a role in SAM.gov.  You can assign roles to them later, if necessary.

Accounts receivable POC – usually your financial manager

Electronic business POC – the person who manages your website, electronic commerce etc

Government POC – the person who will deal with contracts received from the US Embassy or Consulates

If you do not have 3 separate people, you may enter the same person more than once.

Enter telephone numbers in the format as indicated E.g. Non-US phone is xxxx-xxxxxxxxxx, so +27 (0)12 431-4300 will be entered 0027-0124314300

 

Entity Review:  Before you can submit your registration, the system displays a summary of all the information which you have entered. Review the summary to make sure that everything is correct. You can expand each of the tabs in the navigation menu to make sure every page is complete. If you click on each section, the tab expands and you will see either green checks, grey dots or a red x. The red x or grey dot means that you need to return to that section. If you have green checks on every section you can scroll to the bottom of the page and select the submit button.

 

After entering and reviewing your information, select the “Submit” button.

You will receive a “Registration Submitted” or “Congratulations” message on the screen and your status will also show as “Registration submitted” in your workspace.

If you do not see this message, you have not submitted your registration and you will need to go back through your registration and select the submit button again. You will be asked to request an OTP confirming that you have submitted your registration.

 

If you receive an email asking for more information, or a letter which formally designates the authorized administrator for your business, PLEASE RESPOND PROMPTLY. You can find more information on what this letter must contain, at the bottom of this document. If you receive an email like this, you will have 2 days to respond, otherwise the incident will be closed and you will have to start over again.

Your Entity status will remain in “registration submitted” status until the validation is completed.

 

When will my registration become active?

The validation process takes up to 12 working days – you will receive an email when your financial validation is completed and another email when your NCAGE validation is completed.

Only after a SAM registration is completed and fully validated can a vendor be considered to have a current, active registration in SAM.

 

If your entity fails validation, SAM.gov will send you an email with instructions on updating your information and resubmitting your registration. If you fail the NCAGE validation because there is mismatched information, you may need to work with NCAGE to update your information there first, before resubmitting your registration on sam.gov. Remember that the information on NCAGE and on SAM.gov needs to match 100%.

 

Please keep us updated on your progress and forward your Unique Entity ID as soon as you receive it.

 

The person who creates an account on SAM.gov and registers a business (Entity) for the first time, is automatically assigned the role of “Primary Administrator”.

You will need to submit a letter formally designating the Primary Entity Administrator for your business within 60 days of account activation.  Failure to do so may result in the registration no longer being active.  (More information on assigning roles is explained at the end of this document.)  GSAFSD_kb_articles – GSA Federal Service Desk Service Portal

 

How do I check the status of my entity registration?

If you have a role with an entity and are signed in to your SAM.gov account, you can check your entity registration status by going to your workspace.

You must be signed in to check your registration status.

If your registration is active and has not yet expired, you will see a “1” in the circle above “Active Registration.

If your registration has expired, you will see a “1” in the circle above “Inactive Registration”.

 

Keep your SAM Registration current and active:

The SAM registration is valid for 1 year only and must be renewed annually in order to stay

active.  It is therefore advisable to keep your usernames and passwords somewhere safe and to have more than one administrator for your business’ SAM.gov registration.

If the Administrator on your current SAM.gov account is no longer at the company, you do not have the login details or your do not have a secondary administrator assigned, you may battle for weeks trying to get access to your account.

In that case, please check this link and follow the instructions:

GSAFSD_kb_articles – GSA Federal Service Desk Service Portal

 

Each time you renew your registration or want to update your business name or address, you will need to go through the validation process again.

If you do not update and renew your registration annually, it will expire and you will no longer be eligible for contracts or grants exceeding $30 000.00, until your registration is active again.

 

 

When do I need an Entity Administrator Appointment Letter?

GSAFSD_kb_articles – GSA Federal Service Desk Service Portal

 

An appointment letter is required by everyone registering an entity for the first time, as well as anyone renewing their registration after this requirement was introduced in 2018.  It is also required when the primary administrator role must be assigned to a new person (i.e If the Primary Administrator on your current SAM.gov account is no longer at the company, or you do not have the login details and there is no secondary administrator already assigned.)

 

Only if the entity/business has a bank account with a US financial institution, then the letter must be notarized.  For international entities which DO NOT have a bank account with a US financial institution, the letter does NOT need to be notarized.  For South African companies, a notarized letter is a letter on your company letterhead, which is stamped and certified by a Commissioner of Oaths or SAPS.

 

This letter authorizes the appointment of the company’s primary sam.gov administrator.

You submit this letter on FSD.GOV, not on Sam.gov.

To view the criteria for Entity Administrator Appointment Letters and to access the most up to date templates offered, please navigate to FSD.gov.

  • Type “letter” in the knowledge base search.
  • Locate the knowledge article that states “How Can I become the new entity administrator for our entity registration?” This article contains all the instructions for creating and submitting your Entity Administrator Appointment Letter.
  • Scroll down within this article and locate the templates.
  • Click the blue hyperlink of the template you would like to use. (This will download a word document to your device.) South African companies with no US bank account must use TEMPLATE 3 – International entity with no US bank account.
  • Create your letter using the template provided. (Page 1 of the template provides further instructions – Do not include the instruction page in your letter)
  • Once the letter is created, please navigate back to the FSD.gov home page.
  • You will sign in with the same login credentials as on SAM.gov. Scroll to the bottom of the page and click on “Create Incident”.

Under System Name select “SAM” and under Issue type select “Entity Administrator Appointment Letter”.  Complete the rest of the form and attach your letter.

The primary requirements that you’ll need to include in your letter are:

  • Business UEI number (exactly as it appears in SAM.gov)
  • Business legal name (exactly as it appears in SAM.gov)
  • Business physical address (exactly as it appears in SAM.gov)
  • Entity Administrator full name
  • Entity Administrator phone number
  • Entity Administrator email address
  • Signatory name (The letter must be on company/organization letterhead and signed by an authorized signature authority within your organization.)
  • Signatory title
  • Signatory email address

 

NOTE:  Please do not attach documents containing Personally Identifying Information (PII), Controlled Unclassified Information (CUI), or other sensitive, unsolicited information to your FSD Tickets.

 

The main reasons for rejection of submitted letters include:

  • Failure to clarify preference of account administration – you need to clearly state that the Entity Administrator is either self-administering or a third-party designation.
  • Information doesn’t match application – if pieces of information like contact details, physical address of the business, email addresses don’t match what was submitted in your SAM registration, it will be rejected and you’ll need to submit another letter.
  • Missing UEI digits – DUNS numbers have been transitioned to UEI numbers, but you still need to include all 12 digits (including leading and ending zeros) to ensure that all information is accurate.

 

 

Assigning roles for a secondary administrator, or a new primary administrator:

 

The person who creates an account on SAM.gov and registers a business (Entity) for the first time, is automatically assigned the role of “Primary Administrator”.

You will need to submit a letter formally designating the Primary Entity Administrator for your business within 60 days of account activation.  Failure to do so may result in the registration no longer being active.

 

It’s a good idea to assign an Administrator role to at least 2 people in your business.  This will ensure that there is always at least one person who can manage your SAM registration, should the other one be on leave, or resign from the company.  You do not need to submit another notarized letter for the 2nd administrator, unless the primary administrator role must be assigned to a new person.

 

The following link provide more information on roles for non-federal users, the different roles available and who needs what role.  Please note that you are a “NON-FEDERAL” user.

https://www.fsd.gov/sys_attachment.do?sys_id=95bccdd01b87655006b09796bc4bcb2a

The following is an explanation of entity registration roles:

  • Administrator: You can administer viewer, data entry, and administrator roles; manage

hierarchy registration requests; deactivate, view, and update active and expired registrations;

delete, view, and update draft registrations; register entities.

  • Data Entry: You can view and update active and expired registrations; delete, view, and

update draft registrations; and register entities.

  • Viewer: You can view active and expired registrations and view draft and submitted

registrations.

 

 

If you already have a SAM.gov account and want to be assigned as a SECONDARY/ADDITIONAL administrator:

Log into your account and go to your workspace.

 

At the bottom right of the screen you will see “Add a new role”.

In the domain field select “Entity Registration”, select “Data Entry” and click the box which says “I verify I have a business need for this role” and click on “request role”. Enter your business’ UEI or NCAGE number, select the role you are requesting (Administrator), the domain and click submit.  When the Primary Administrator receives the role request, they can accept, reject or edit the role.

Once your request has ben approved, it may take up to 15 minutes before you can see your business under your Workspace.

 

If you are the primary administrator and want to assign an administrator role to another person in your business:

The Primary Administrator must invite the person who needs the 2nd administrator role and that person must accept the invite and the role.

To assign another administrator, the Primary Administrator must go to “Workspace” and scroll to the bottom of the page.

Click on “Assign Role”, then enter the person’s email address.  Once you enter the email address, the system will check if there is an existing SAM.gov account associated with that email address.

Once the rest of the information is completed, click on “send invitation”. The system will send that person an email invitation with instructions.

The 2nd person does not have to have a user account already set up on SAM.gov to accept the invite.

If the person already has a SAM.gov account, they will be prompted to accept the role when they sign in.

If the person does not already have a SAM.gov account, the email will provide instructions on how to create a new login.gov account in order to see your company details in SAM.

 

Appointing a new Primary Administrator:

If the Primary Administrator on your current SAM.gov account is no longer at the company, or you do not have the login details and there is no secondary administrator already assigned, please click on this link and follow the instructions to assign a new primary administrator:

GSAFSD_kb_articles – GSA Federal Service Desk Service Portal

Before you start, you will need to create an account on login.gov. Please see the below link for instructions on how to create a new account. You will use the same login credentials to log into sam.gov and to upload the notarized letter on fsd.gov.

GSAFSD_kb_articles – GSA Federal Service Desk Service Portal.

Please note that they mention the DUNS number.  The DUNS number has been replaced by the Unique Entity Identifier (UEI) and must be used instead. Enter your company details exactly the same as what it currently appears on your SAM.gov registration.

SAM.gov requires a notarized letter to give access to new Entity Administrators on existing registrations where there is no existing administrator to approve your role request.

This link GSAFSD_kb_articles – GSA Federal Service Desk Service Portal  provides instructions on how to submit a notarized letter to assign a new primary administrator and also provides templates for the wording. “Template for notarized letter (International entity with no US bank account)”