SAM.gov Registration: Step-by-Step Guide

What Is SAM.gov and Why Does It Matter?

SAM.gov (System for Award Management) is the official registration portal for any business that wants to do work with the United States federal government. It is the single authoritative database of vendors eligible to receive federal contracts, grants, and other awards. If you are not registered in SAM.gov, you cannot win a U.S. federal contract -- it is that simple.

SAM.gov replaced several older systems (CCR, ORCA, EPLS) and consolidated them into one platform. Today it also serves as the primary search portal for federal contracting opportunities, replacing the former FedBizOpps (FBO) system.

Registration is free. There is never a fee to register on SAM.gov. Be wary of third-party services that charge hundreds or thousands of dollars for "SAM registration assistance" -- while some may provide legitimate help, the process is something most businesses can handle themselves.

The UEI Number: Your Federal Identity

The Unique Entity Identifier (UEI) is a 12-character alphanumeric code assigned by SAM.gov that uniquely identifies your business in the federal procurement system. The UEI replaced the DUNS number (previously issued by Dun and Bradstreet) as of April 2022.

Important: You no longer need to obtain a DUNS number. When you start a new entity registration on SAM.gov, the system will automatically generate your UEI. If you had a DUNS number from a previous registration, your existing SAM.gov record was automatically assigned a UEI.

You will use your UEI on:

All federal contract proposals and bids
Grant applications
Subcontracting agreements with prime contractors
Any federal financial assistance applications

Before You Start: What You Will Need

Gather the following before beginning your registration:

Legal business name exactly as it appears on your tax documents
Physical business address (not a P.O. Box for the primary address)
EIN (Employer Identification Number) or TIN (Taxpayer Identification Number) for U.S. entities. Foreign entities will use an NCAGE code instead.
Banking information including routing number, account number, and bank address for electronic funds transfer (EFT) setup
NAICS codes (North American Industry Classification System) that describe your business activities
PSC codes (Product and Service Codes) for the specific goods or services you provide
Business type and size information, including whether you qualify as a small business under SBA size standards
Key personnel names, titles, and contact information (including an Electronic Business Point of Contact and a Government Business Point of Contact)

For Canadian and other non-U.S. companies, you will also need:

NCAGE code (NATO Commercial and Government Entity code) obtained through the NATO Support and Procurement Agency (NSPA)
MPIN (Marketing Partner Identification Number) -- a self-created code used for identity verification

Step-by-Step Registration Process

Step 1: Create a Login.gov Account

SAM.gov uses Login.gov for authentication. Go to login.gov and create an account if you do not already have one. You will need:

A valid email address
A phone number or authentication app for two-factor authentication

Use a company email address rather than a personal one. The person creating the account will become the initial administrator for your SAM.gov entity registration.

Step 2: Navigate to SAM.gov and Start Registration

Go to sam.gov and sign in with your Login.gov credentials. Click "Get Started" under Entity Registrations and select "Register Entity."

You will be asked to confirm your entity's legal name and physical address. SAM.gov will validate this information against government databases, so accuracy is essential.

Step 3: Select Your Entity Type and Purpose

Choose the appropriate entity type:

Business or Organization (most common for contractors)
U.S. Federal Government
U.S. State Government
Foreign Government

Then select why you are registering:

All Awards (contracts, grants, and other federal awards) -- most common
Contracts Only
Grants and Federal Assistance Only

Most businesses should select "All Awards" to maintain maximum flexibility.

Step 4: Complete Core Data

This section captures your fundamental business information:

Legal business name and DBA (doing business as) name
Physical address, mailing address
Congressional district
Business start date
Fiscal year end date
Company division or department (if applicable)
State/country of incorporation

Step 5: Enter NAICS Codes

NAICS codes classify your business activities and help federal buyers find you. You can select multiple NAICS codes, but you must designate one as your primary code.

Choose codes that accurately reflect the work you want to perform for the government. Some important NAICS codes for common government contracting areas include:

541511 -- Custom Computer Programming Services
541512 -- Computer Systems Design Services
541611 -- Administrative Management Consulting Services
541330 -- Engineering Services
236220 -- Commercial and Institutional Building Construction
561210 -- Facilities Support Services

Each NAICS code has an associated SBA size standard (usually based on average annual revenue or number of employees) that determines whether you qualify as a small business for that type of work.

Step 6: Enter PSC Codes

Product and Service Codes (PSCs) are more granular than NAICS codes and describe specific products or services. Federal procurement officers use PSC codes to categorize solicitations and contracts. Selecting the right PSC codes improves your visibility when buyers search the SAM.gov database.

Step 7: Set Up Financial Information

Enter your banking details for electronic funds transfer. This is how the government will pay you. You will need:

Bank name and address
ABA routing number (for U.S. banks) or SWIFT code (for international banks)
Account number
Account type (checking or savings)

For Canadian companies, you will typically provide your SWIFT code and international bank account details.

Step 8: Complete Representations and Certifications

This is often the most time-consuming section. You will answer questions about:

Business size and socioeconomic status (small business, woman-owned, veteran-owned, HUBZone, 8(a), etc.)
Ownership and control information
Tax delinquency and felony conviction certifications
Trade agreement certifications
Telecommunications equipment certifications (Section 889)
Environmental and labor compliance certifications

Answer these carefully and truthfully. Misrepresentations can result in criminal penalties, civil fines, and debarment from federal contracting.

Step 9: Assign Points of Contact

You must designate:

Electronic Business Point of Contact (EB POC) -- The primary administrator for your SAM.gov registration. This person can update the registration and authorize additional users.
Government Business Point of Contact (GB POC) -- An alternate contact for government officials to reach your entity.

Step 10: Review and Submit

Review all entered information carefully. Once submitted, your registration enters the validation process.

Entity Validation Timeline

After submission, the U.S. government validates your registration. This process typically takes:

7-10 business days for domestic (U.S.) entities with straightforward registrations
3-4 weeks for international entities (including Canadian companies) due to additional NCAGE validation
Up to 6 weeks in some cases, especially if there are data discrepancies that require manual review

You can check the status of your registration by logging into SAM.gov and viewing your entity dashboard. If the validation team has questions, they will contact your EB POC via email.

Plan ahead. Do not wait until you find a contract opportunity to start your SAM.gov registration. You cannot bid without an active registration, and the validation process cannot be rushed.

Keeping Your Registration Active

SAM.gov registrations expire after one year. You must renew annually to maintain your eligibility for federal contracts.

The renewal process involves:

Logging into SAM.gov at least 30-60 days before your expiration date.
Reviewing and updating all information (address, banking, NAICS codes, certifications).
Re-certifying your representations and certifications.
Submitting the renewal.

If your registration lapses, you become ineligible for new contract awards until the renewal is processed. Some agencies will not even process invoices on existing contracts if your SAM.gov registration is inactive.

Set a calendar reminder for 60 days before your expiration date. The renewal process itself takes the same amount of time as an initial registration for validation.

Tips for Canadian Companies Registering on SAM.gov

Canadian companies can and do register on SAM.gov to compete for U.S. federal contracts. Here is what you need to know:

Obtain an NCAGE Code First

Before registering on SAM.gov, Canadian companies must obtain a NATO Commercial and Government Entity (NCAGE) code from the NATO Support and Procurement Agency (NSPA). Apply online at the NSPA NCAGE request page. Processing takes approximately 1-2 weeks.

Understand U.S. Small Business Rules

Canadian companies generally do not qualify as U.S. small businesses because SBA regulations typically require small businesses to be organized under U.S. law. However, there are exceptions for certain trade agreement procurements. Consult with a U.S. government contracts attorney if small business status is important to your strategy.

Consider Trade Agreement Coverage

Under CUSMA/USMCA, Canadian suppliers have non-discriminatory access to U.S. federal procurements above the agreement threshold. This means you cannot be excluded from a covered procurement solely because you are a Canadian company. Below the threshold, agencies have more discretion and may prefer domestic suppliers.

Banking Setup

You will need to provide banking details for receiving U.S. dollar payments. Many Canadian businesses open a U.S. dollar account at a Canadian bank with a U.S. correspondent bank relationship, or open an account at a U.S. bank branch in Canada.

Tax Implications

Receiving U.S. federal contract payments has tax implications in both countries. The U.S. may withhold a portion of payments to foreign entities. Consult with a cross-border tax advisor before bidding.

Using SAM.gov to Find Opportunities

Beyond registration, SAM.gov is also the federal government's primary opportunity search portal. You can search for:

Active contract opportunities (formerly on FedBizOpps)
Federal assistance listings (formerly on Grants.gov)
Contract award data (see what your competitors are winning)
Wage determinations for service and construction contracts

TenderIQ pulls U.S. federal opportunities directly from SAM.gov's API, combining them with Canadian and international tenders so you can search the full North American government procurement market from one dashboard.

Key Takeaways

SAM.gov registration is mandatory for any business wanting to win U.S. federal contracts, and registration is completely free.
The UEI number has replaced the DUNS number as your federal business identifier -- it is automatically assigned during SAM.gov registration.
Plan for 7-10 business days for domestic validation and 3-4 weeks for international entities. Do not wait until you find an opportunity to start.
Registration expires annually and must be renewed. A lapsed registration makes you ineligible for new awards.
Canadian companies need an NCAGE code before registering and should consult tax and legal advisors on cross-border contracting implications.
Select your NAICS and PSC codes carefully -- they determine how buyers find you and whether you qualify as a small business for specific procurements.