How to: SAM.gov

Updated 04/23/2019

Wisconsin Emergency Management’s reference guide to create your user account, register your entity, and submit your notarized letter for the System for Award Management.

Creating Your User Account

Navigation in the MySAM Portal

Registering Your Entity

Additional Information

• If you need to update your entity’s information in DUNS Database, contact the DUNS Business Department at 866-705-5711. They will email you a link to a portal, where you will need to upload two accepted documents showing the new information. You will receive an email once the changes have been made in DUNS. You will then be able to begin/continue your SAM.gov registration.
• Once you submit your registration, please allow 10-14 business days for your SAM registration to become active. Monitor your email during this time as there may be some correspondence from the FSD or DLA.
• It is possible for the DLA to activate your registration and assign a CAGE Code prior to the FSD approving your notarized letter. You MUST still send and have an accepted notarized letter on file or the FSD may freeze your SAM account.
• Save frequently. If you are inactive for 30 minutes, SAM.gov will log you out, and you will lose any unsaved data.
• Your SAM registration needs to be renewed annually. Without an active SAM registration, your entity will not receive obligation packets or payments from WEM until it is renewed. We recommend putting a note on one’s calendar about 30 days prior to expiration.
• EVERYTHING RELATED TO SAM.gov IS FREE, and registration renewal will only ever be done on SAM.gov. If you receive emails taking you to other websites or asking for money, these emails could be phishing and should be deleted.
• If your registration is rejected, you can contact the DLA at 877-352-2255 for additional information.
• SAM.gov is a federally run website. WEM does not have administrative authority on SAM.gov, if you experience issues on the website you will need to contact the FSD (https://fsd.gov/fsd-gov/)
• If you need a DUNS Number (https://www.dnb.com/duns-number/get-a-duns.html)

Once you receive your CAGE Code, please email the CAGE Code and expiration date to: DMAWEMPublicAssistance@wisconsin.gov

Notarized Letter Instructions

All non-Federal entities registered in SAM.gov will be required to submit a notarized letter to the Federal Service Desk (FSD) designating an Entity Administrator. After the FSD receives your letter, you will receive an email stating if the letter has been approved or rejected. If rejected, it will provide the reasons why. You MUST have an approved notarized letter on file or the Federal Service Desk may place a hold on your SAM.gov account.

If the Entity Administrator ever changes, you will need to submit a new notarized letter with the new Entity Administrator’s information designating them as the new Entity Administrator.

1. Complete the letter template found at the end of this guide and print. The following conditions are required for the letter:
   • Be on your entity’s letterhead. (If you do not have letterhead, enter your entity’s legal business name and physical address at the top of the letter before printing)
   • The Entity Administrator’s Contact Information must be the same information the individual used when creating their personal user account.
   • The entity’s legal business name and physical address must exactly match the information in the DUNS Database associated with your DUNS number.
   • Be signed by your entity’s President, CEO, or other authorized representative with signatory authority.
2. Have the singing authority sign the completed letter in the presence of a notary.
3. Mail the original completed, signed, and notarized letter within 60 days of submitting your entity’s registration on SAM.gov to:
   
   FEDERAL SERVICE DESK
   ATTN: SAM.GOV REGISTRATION PROCESSING
   460 INDUSTRIAL BLVD
   LONDON, KY 40741-7285
4. This process only applies to new entity registrations. If you are renewing your SAM.gov registration and are the current Entity Administrator: Log into SAM.gov, Click “Register/Update Entity” and then “Complete Registrations”, verify/update any information required, and click submit.

SAM.gov NOTARIZED LETTER TEMPLATE

Template 1 – Single Entity (located in the U.S. or its outlying areas)

Background

The System for Award Management (SAM) is a computer system accessed by the Internet managed by the U.S. Government. Entities must have an active registration in SAM to do business with the U.S. Government. An “entity” is the company, business, or organization registering in SAM. Each entity is represented by a nine-digit unique entity identifier, the Data Universal Numbering System (DUNS®) Number as issued by Dun & Bradstreet.

Only individuals who are authorized to represent a particular entity, or individuals representing themselves as an entity, may register an entity in SAM. Accessing or using SAM, or information contained therein, for any unauthorized or illegal purposes, may have civil and criminal penalties, and may negatively impact the status of the SAM registration maintained for the entity.

Instructions to Entity

1. Single Entity. Use this template to formally appoint an Entity Administrator for 1) a single, domestic entity located in the U.S. or its outlying areas, or 2) a single, international entity that uses banking information from a U.S. financial institution in their SAM entity registration.
2. Complete the template. Fill in the blanks. Enter the highlighted information on the next two pages. Do not include this instruction page in your letter.
3. Print the letter on your entity’s letterhead. If you don’t have letterhead, enter your entity’s legal business name and physical address at the top of the letter before printing.
4. Sign the completed letter in the presence of the notary. Make sure the person who signs the letter is someone with signatory authority, i.e. who can make commitments on behalf of the entity like an executive, officer, partner, or other authorized signatory. The notary will confirm the signatory’s identity in accordance with your state’s notary procedures.
5. Mail the completed, signed, notarized letter. Your letter will be reviewed for completeness upon receipt at the Federal Service Desk at:
   
   FEDERAL SERVICE DESK
   ATTN: SAM.GOV REGISTRATION PROCESSING
   460 INDUSTRIAL BLVD
   LONDON, KY 40741-7285
   UNITED STATES OF AMERICA
   
   If incomplete or incorrect, you will be contacted. Your registration will not be activated until an approved letter is on file.

End of instructions. Complete the template that follows.

[PRINT LETTER ON ENTITY LETTERHEAD]

[Insert Date]

FEDERAL SERVICE DESK
ATTN: SAM.GOV REGISTRATION PROCESSING
460 INDUSTRIAL BLVD
LONDON, KY 40741-7285
UNITED STATES OF AMERICA

SUBJECT: Information Required to Activate SAM Entity Registration

Purpose of Letter

The purpose of this letter is to formally appoint an Entity Administrator for the named Entity and to attest to the accuracy of the information contained in the entity registration.

Designation of Entity Administrator

I, [Insert Name and Title of Signatory], the below signed individual, hereby confirm that the appointed Entity Administrator is an authorized officer, agent, or representative of the Entity. This letter authorizes the appointed Entity Administrator to manage the Entity’s registration record, its associated users, and their roles to the Entity, in the System for Award Management (SAM).

Entity Covered by this Letter

DUNS® Number:                                                                                                       
Legal Business Name:                                                                                                
Physical Address:                                                                                                       

Entity Administrator Contact Information

Full Name:                                                                                                              
Phone Number:                                                                                                     
Email Address:                                                                                                        
*The Entity Administrator must have an individual user account in SAM associated with the email address listed.

Account Administration Preference (ONLY CHOOSE ONE)

You must choose ONE of the two following statements by checking the applicable box. Remember, there is no cost to register in SAM — it is free. However, if you choose to have a third-party agent administer your SAM registration, with or without an associated fee, you must check the Third-Party Agent Designation box below.

☐ Self-Administration Confirmation

For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any third party to act on behalf of the Entity listed above. I have checked the Self-Administration Confirmation box to indicate that the designated Entity Administrator is not a third-party agent.

☐ Third-Party Agent Designation

For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insert full name, phone number, address, and email address of the Third-Party Agent] (Designated Third-Party Agent) to act on behalf of the Entity listed above. This authorization permits the Designated Third-Party Agent to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein. I have checked the Third-Party Agent Designation box and completed the above information to indicate that the designated Entity Administrator is a third-party agent.

Attestation

I, the below-signed, attest to the following:

• All information contained in this letter is complete and accurate.
• The designated Entity Administrator listed above has an individual SAM User Account created with the email address provided in this letter.
• The banking information provided for Electronic Funds Transfer on the Financial Information Page in the SAM.gov registration for the Entity above is correct and accurate.

Respectfully,

[Insert Full Name of Signatory]
[Insert Title of Signatory, e.g. Director of Contracting, Managing Partner, Vice President for Research, etc.]
[Insert Email of Signatory]
[Insert Entity Legal Business Name]
[Insert Entity Physical Address]

[PRINT LETTER ON ENTITY LETTERHEAD]

TO BE COMPLETED BY NOTARY
(in accordance with State notary requirements)

State of                                                                      
County of                                                                   

This instrument was acknowledged before me this            day of                                (month),                      (year), by                                                                                          (name of officer or agent, title or officer or agent) of                                                                                                                                    (name of entity).

                   Personally Known
                   Produced Identification
Type of ID and Number on ID