Federal contractors must maintain detailed records for SAM registration and contract compliance, including business licenses, financial documents, and employment records. Key requirements include retaining general contract records for three years after final payment, financial records for four years, and employment documents for two years. All submissions must occur through SAM.gov with proper documentation of the UEI, CAGE code, and TIN. Understanding additional compliance standards guarantees successful contract management and audit preparation.
Essential SAM Documentation and Data Field Requirements
When registering for federal contracts through SAM.gov, entities must maintain thorough documentation and fulfill specific data field requirements to guarantee compliance.
Essential documentation includes the entity’s legal business name, physical address, and certified business licenses or articles of incorporation. For non-English documents, certified translations must accompany all submissions. The new security verification measures help prevent fraud in the federal contracting system.
The system requires several mandatory data fields, including a Unique Entity Identifier (UEI), CAGE Code for government contractors, and validated Taxpayer Identification Number. Contracting officers must verify SAM registration through https://www.sam.gov before awarding contracts.
Federal contractors must provide three key identifiers: UEI, CAGE Code, and validated TIN for SAM.gov system compliance.
SAM registration also demands complete Federal Funding Accountability and Transparency Act data and Electronic Funds Transfer indicators.
All submitted documents must be clear, legible scans submitted directly through SAM.gov, not via email. Physical addresses cannot use P.O. boxes, and certain documents must be less than five years old.
Records Retention Guidelines and Compliance Standards
Although federal contractors must maintain various types of documentation, the Records Retention Guidelines establish specific timeframes and standards for preserving contract-related materials.
General contract records must be kept for three years after final payment, while financial and cost accounting records typically require a four-year retention period. FAR Subpart 4.7 serves as the key regulation for contractor record retention obligations.
Government agencies follow different timelines, maintaining contract files for six years after final payment.
Labor-related documents, including payroll records for construction contracts, must be retained for three years, while employment records require a minimum two-year retention period.
Contractors must comply with both FAR requirements and any additional contractual obligations. The Freedom of Information Act provides contractors a means to access relevant government records when needed.
Electronic records need proper indexing and preservation according to FAR standards, and retention periods may be extended for ongoing investigations or litigation. Maintaining organized documentation is essential for successfully navigating federal audits and reducing legal risks associated with compliance failures.
Frequently Asked Questions
How Can I Update SAM Registration Information After a Company Merger?
To update SAM registration after a merger, companies must contact the SAM help desk to initiate a transfer request.
The process requires submitting documentation including legal names, TINs, and D-U-N-S numbers of both entities.
After verification, administrators will process the transfer and notify the company.
Following approval, the entity should update business information, addresses, and contact details through SAM.gov’s Entity Workspace, ensuring continued compliance with federal requirements.
What Happens if SAM System Outages Prevent Timely Registration Updates?
When SAM system outages prevent timely registration updates, contractors should document all attempts to update their registration and contact the Federal Service Desk immediately.
While outages may generate false emails or prevent access, contractors remain responsible for maintaining active status.
The best practice is to initiate renewals 2-3 months before expiration and keep detailed records of all system issues, including screenshots and communication attempts with support services.
Can Multiple Users Manage One SAM Registration Simultaneously?
Yes, multiple users can manage a single SAM registration simultaneously through assigned roles and permissions.
The Entity Administrator can designate various roles to team members, such as Entity Registration Delegate or Data Entry/Edit user. Each user receives specific access levels to view, edit, or manage registration information.
However, to prevent conflicts, SAM implements version control measures when multiple users make concurrent changes to the registration data.
Are There Emergency Procedures for Expedited SAM Registration Processing?
Yes, emergency procedures exist for expedited SAM registration processing during crisis situations.
The Department of Defense can waive standard SAM requirements for vendors involved in emergency response efforts. Vendors can obtain CAGE codes through an accelerated process while completing their full SAM registration.
The Defense Logistics Agency manually processes these expedited requests, prioritizing emergency-related applications.
However, vendors should still complete regular SAM registration for proper payment processing and contract management.
How Do International Contractors Handle CAGE Code Requirements in SAM?
International contractors must obtain an NCAGE Code through the NATO Codification Tool before registering in SAM.
The process requires submitting business validation documents and company information. Unlike U.S. CAGE codes, NCAGE codes do not expire but may need manual updates through the NCAGE Code Request portal.
After securing an NCAGE code, contractors can complete their SAM registration, which is necessary for pursuing U.S. government contracts.
