SAM.gov Registration Step by Step (and How Long It Takes)

Times for steps 1 to 3 and 6 are our estimates. Times for steps 4 and 5 come from SAM.gov and the Federal Service Desk, as linked.

Is SAM.gov registration free?

Yes. SAM.gov’s own registration checklist says it plainly: there is no charge to get a Unique Entity ID, register your entity, or maintain your registration. GSA adds that you do not need to pay a third party to complete it.

Watch out for paid “registration services.” Some companies send official-looking emails or letters saying your registration is expiring or needs a fee, and then charge you for something that’s free. Before you act on any message like that:

• Don’t click links or attachments in unexpected emails. SAM.gov warns against opening unsolicited emails and suspicious links.
• Check your status yourself by signing in at SAM.gov or using the status tracker.
• Get free help from the Federal Service Desk, which supports SAM.gov.

What is a UEI, and do I need full registration?

The Unique Entity ID (UEI) is the 12-character code the federal government uses to identify your organization. SAM.gov assigns it during registration. You can also get a UEI without registering.

You need SAM.gov only for federal funds. Foundations and most state programs don’t require it, but a state grant paid with federal dollars still requires a UEI. Which one you need depends on how you get federal money:

• If you apply directly for a federal grant, you need full registration. Federal notices must require applicants to be registered in SAM.gov before they apply and to include their UEI in the application (2 CFR 25.200).
• If you only receive subawards, you need a UEI, but not full registration (2 CFR 25.300). Some pass-through entities ask for more, so check your agreement.

SAM.gov offers two kinds of registration. “Financial Assistance Awards Only” is for grants and loans. “All Awards” also covers federal contracts and asks more questions. Most nonprofits that only seek grants can choose the first.

Step 1: Check whether you’re already registered

It’s common for an organization to be registered without anyone on staff knowing, because a former director or grant writer did it years ago. If you’re registered, you already have a UEI. SAM.gov’s help desk explains how to tell. If the registration exists but no one can sign in, contact the Federal Service Desk for help. Don’t start a second registration.

Step 2: Create a Login.gov account

SAM.gov uses Login.gov for usernames and passwords. To create an account, you need an email address and a password of at least 12 characters. You also set up a second way to prove it’s you, such as an authentication app, a security key, or a text message.

Use an email address your organization controls, such as a shared grants inbox, rather than someone’s personal account. A lot of registration headaches start the day the only person with access leaves.

Step 3: Gather the documents and information you need

SAM.gov’s entity registration checklist lists every field. For a grants-only registration, have these ready:

• Legal business name and physical address, exactly as they appear on IRS records. A P.O. box can’t be your physical address.
• Date and state of incorporation
• Employer Identification Number (EIN), plus consent for the IRS to confirm your taxpayer name and address
• Fiscal year end date and organization start date
• Bank information for electronic payment: account type, routing number, and account number
• Points of contact: an Accounts Receivable POC, an Electronic Business (EBiz) POC, and a Government Business POC
• Answers to executive compensation and legal proceedings questions
• Representations and certifications for financial assistance, which an authorized person must review and certify

If SAM.gov can’t match your name and address, it may ask you to upload proof, such as articles of incorporation or IRS documents. The documents must be in English and come from an outside authority, usually a government. See the list of acceptable documents.

Step 4: Validate your entity and get your UEI

Sign in to SAM.gov, choose Get Started, and pick Register Entity. SAM.gov first checks your legal name and physical address against its records. Most entities match right away, according to the Federal Service Desk. If yours doesn’t, you’ll upload documents for a manual review. As of February 2025, those reviews took two business days on average. Simple cases can clear in as few as five days, and harder ones can take several weeks. Once you pass, SAM.gov assigns your UEI.

Step 5: Complete and submit the registration

Enter your core data, bank information, points of contact, and certifications, then submit. SAM.gov then checks your EIN with the IRS and validates or assigns a CAGE code with the Department of Defense.

So how long does it take? SAM.gov says to allow at least ten business days after you submit for the registration to become active. The Federal Service Desk says new registrations take 10 to 15 business days on average, and longer if anything is flagged for manual review. If your status still says “Submitted” after 14 days and no one has asked you for changes, contact the Federal Service Desk.

If the IRS check fails, SAM.gov sends an email with instructions. Watch your points of contact’s inboxes, including spam folders. Watch that inbox, including the spam folder. The usual fix is to make your SAM.gov name and address match IRS records exactly.

Step 6: Register in Grants.gov and assign roles

You can’t apply in Grants.gov until your SAM.gov registration is active. Then:

1. The EBiz POC creates a Grants.gov account using the same email address listed for the EBiz POC in SAM.gov.
2. The EBiz POC adds an organization applicant profile using your UEI. There can be only one EBiz POC per UEI, and that person automatically gets the Expanded AOR role.
3. Other staff create their own Grants.gov accounts and add a profile using the same UEI.
4. The EBiz POC assigns roles. A Standard AOR can submit applications. A Workspace Manager can create a workspace and start an application. The Expanded AOR role adds administrative rights.

Give the AOR role to at least two people so one absence doesn’t stop a submission.

Step 7: Renew every year

You must renew your registration every 365 days to keep it active. Federal rules require you to keep it current the whole time you have an active award or an application under review (2 CFR 25.200). If it lapses when an agency is ready to make an award, the agency may give the award to another applicant (2 CFR 25.205).

Put the expiration date on two people’s calendars and start the renewal at least a month early. Like registration, renewal is free.

SAM.gov is only one item on the list. Our grant readiness checklist covers the rest of what to have in place before you apply. Once you’re registered, see how to find grants for a nonprofit.

Frequently asked questions

This article is general information. It is not legal, tax, or accounting advice.