When you register your entity or obtain a Unique Entity ID at SAM.gov, part of the process is validating your entity’s information. Validation confirms that your entity exists and is unique, meaning it is a separate legal entity with a distinct physical address. This guide will help you understand the validation process and what to do if you need to provide additional information for validation.
Entity Validation Process
- Entity Validation Service (EVS): SAM.gov uses an entity validation service to verify that your entity is unique. Validation is required when you:
- Register an entity.
- Renew your entity registration each year.
- Obtain a Unique Entity ID.
- Update or change your entity’s name or address.
- New EVS Service Provider: Recently, SAM.gov changed its EVS service provider. Due to this change, you might not find a match even if you are currently registered in SAM.gov. If you cannot find a match, you will be asked to provide documentation.
Registration Steps
- Enter Entity Information: At the beginning of registration or when obtaining a Unique Entity ID, you will enter your current entity name and physical address. Note that P.O. Boxes are not accepted; you must use your entity’s physical address.
- Entity Match List: You will see a list of potential entity matches. Carefully review this list. If you recognize your entity, select “I recognize my entity in the legal entities list,” then select the entity and click “Next.”
- Review Entity Information: If the entity information is correct, select “Yes, all details are correct.” If minor modifications are needed, select “No” and specify what needs to be updated. For example, if the physical address or entity name needs corrections, select the appropriate checkboxes and enter the correct information.
- Additional Information: You may be asked for the year your entity was established or incorporated, and the state of establishment or incorporation. Entities outside the United States may need to provide their national identifier.
- Documentation: If your entity information needs correction or is not found in the list, you must provide documentation proving your legal entity name, physical address, and incorporation information. Acceptable documents include official documents certified by an outside authority, such as the IRS, a secretary of state office, or a utility service. Review the document requirements carefully.
- Upload Documentation: Select the type of documentation you are attaching from the dropdown menu and upload your document(s). Do not include documents with old addresses unless accompanied by a document showing the current name and physical address. Clearly indicate which document contains the current information in the text box.
- Provide Details: In the comment box, specify which part of your information is not showing up correctly on SAM.gov and list which documents validate each piece of your entity information. Providing detailed comments will help the validation agents resolve issues promptly.
- Foreign Language Documents: If you submit a document in a language other than English, include a certified full English translation along with the original document.
After Submission
- FSD Reference Number: Once you submit your information, a Federal Service Desk (FSD) reference number will be displayed, sent to your email, and listed in your entity workspace on SAM.gov.
- Communication with EVS Agents: EVS agents will handle validation issues and communicate with you through the FSD ticket. If you need to respond to a question or provide additional documentation, do so through SAM.gov by uploading the required documents.
- Respond Promptly: If an agent requests more information by email, respond promptly. Your issue will be closed if you do not answer within five days.
- Provide Correct Documentation: Ensure you provide correct and up-to-date documentation and detailed comments when you first submit your ticket to resolve validation issues promptly.
- Avoid Multiple Incidents: Do not create multiple incidents for the same entity, as it slows down the overall process.
For more information on acceptable and unacceptable documentation and detailed instructions on validating your entity, visit the link provided in the video description.
