NEW INFORMATION: SAM.gov update on Entity Validation and suggested documents to upload

NEW INFORMATION ON SAM.GOV ENTITY VALIDATION DOCUMENTS 6-29-22.

The new SAM.gov UEI site is up and available.  To set up your SAM.gov Unique Entity Identifier number, please review the Quick Guide
NEW UPDATE 8-8-2022

Changes are coming to SAM.gov for new and renewing entities completing the entity validation process.  Validating your entity (making sure an entity is who it says it is) is a vital security step that helps prevent fraud.

Soon, we will be  making several improvements to this process in SAM.gov based on industry and user feedback. These include:

  • Providing information at the beginning of the process about what information and documentation you should gather.
  • Asking for all entity information up front so you just have one ticket for all required entity information.
  • Step-by-step instructions for picking an entity from the search results and for providing your documentation.
  • The ability to indicate where you want to use one document for multiple pieces of entity information.
  • Clear confirmation that your documents were submitted and links to information on what happens next.
  • Improved help articles on FSD.gov and improved on-screen help like popup boxes, definitions, and links to relevant resources.
  • Cleaner, simplified appearance of the screens in the entity validation workflow.

These changes address key enhancements  our customers requested and will:

  • Make screens more user-friendly and easier to complete.
  • Provide more specific step-by-step instructions on detailed tasks.
  • Link to more help information, and provide more on-screen help.

Some things won’t change as a result of these improvements. Entity validation is still required, as is attaching documents (for some entities). Timelines for existing validation requests are not affected by these changes.

In addition to usability testing input and direct user feedback, changes to the website were informed by a review of validation documents submitted by customers over the past few months.  We want to increase the likelihood that customers understand the requirements for documentation and that they submit acceptable documentation the first time as often as possible.

We will continue to enhance the entity validation workflow in future releases with continued input and feedback from SAM.gov customers.

 

PREVIOUS UPDATE ON ENTITY VALIDATION

7 Common Reasons Entity Validation Documents Get Rejected

 

These are common reasons entity validation documents submitted with incidents are rejected or more information is requested. Please check your ticket for these errors before you submit it, or if your documentation gets rejected.

View our downloadable guide and checklist linked in this FAQ with details of acceptable and unacceptable documents.

Reason #1: You didn’t include the specific request you’re making in the text box of your ticket.

Don’t Do This:

  • “see attached”
  • “My entity information is correct.”
  • “I don’t have (document name/type).”
  • “My information is the same as last year.”
  • “The system didn’t find me.”
  • Just list your name and address without saying what should be updated.

Do This Instead:

  • “The entity shows the correct name but incorrect address. Please change the address to: 123 Main St. Anywhere, CA 90210.”
  • “The name and address are correct. I was asked to provide the date/state of incorporation. My entity is not incorporated but it began on March 1, 2002, and I have included official documentation showing this.”
  • “Please change my name from ACME Building Supplies to ACME Building, LLC. I’ve attached documentation that supports this name.”
  • “The system didn’t find me. Please add my name and address (ACME Building Supplies, 123 Main St. Anywhere, CA 90210).”
  • “I’m just renewing. My information hasn’t changed, even though the system didn’t show it exactly right. I attached the document proving my correct name and address to be validated.”
  • “My state and date of incorporation that I entered are correct, but the system isn’t accepting them. I’m including my sole proprietor certified tax return as proof that the date I started my business is May 1, 2020 and the state is Ohio.”

Reason #2: You attached the correct document, like a bank statement, but it’s too old. 

We’ll illustrate using a bank statement  document to prove name and address, but this applies to other documents as well.

General Rule: If your document is a one-time, foundational document like an articles of incorporation, you can use it no matter how old it is if the information hasn’t changed since the entity was established. Some articles of incorporation have an address; if yours doesn’t or it’s out of date, attach a secondary document. If your document is one that is generated on a monthly or annual basis, like a bank or utility statement, you must provide one from the last 5 years.

Don’t Do This:

  • Attach only your old bank statement, even if it has the correct name and address.

Do This Instead:

  • Attach a bank statement, tax receipt, utility bill, or other filed document from the last 5 years.
  • Make sure the address on your secondary document, if you include one,  is current and is the physical address. Also make sure your legal business name is correct and exactly the same on every document you provide.

Reason #3: You attached one or more documents with incorrect information. 

Don’t Do This:

  • Enter in the text box that you want your legal name updated to “ACME Company,” but provide a business license that shows your name as “ACME, Inc.”
  • Enter in the text box that you want your address updated to add a suite number, but provide a utility bill that lists the correct street address and no suite number.
  • Attach documents without both legal name and address, unless you also attach a second document that is less than 5 years old with both legal business name and current address.
  • Attach documents with name and P.O. box listed, instead of physical address.

Do This Instead:

  • Include one document with both current business name and address in every incident for entity validation.
  • Make sure the document you choose has the exact, correct legal business name.
  • Make sure the same document has the exact current physical address.

Note: You can attach documents with your correct legal business name and an outdated address to prove state and date of incorporation, or national identifier. But those cannot be used alone to validate your entity. You must attach a second document with your current, correct legal business name and physical address to make the linkage between the old information and the current information.

Reason #4: You attached documents demonstrating your physical address using a P.O. box.

These will be rejected every time. Please save yourself time by not including attachments listing P.O. boxes or mail services. P.O. boxes and mail service addresses (i.e. UPS store) are not considered physical address locations by the federal government.  You must list a physical address where you do business (e.g., your home address if you don’t work out of an office building, store, plant, school, performing arts center, doctor’s office, town hall, etc.).

Don’t Do This:

  • Attach documentation that lists a P.O. box for the address.
  • Attach documentation that lists the UPS (or other mail service) building where you rent a mailbox.

Do This Instead:

  • Attach documentation that includes both your legal business name and the physical address.
  • You can request to change your legal business name or physical address if needed, but the documentation and the request you are making must match and must use a physical address.

Reason #5: You attached non-English-language originals without also attaching a certified English translation.  

Don’t Do This:

  • Hand-write English words over the original document.
  • Include no English translation
  • Have a friend translate your document into English informally (without a statement of certification).
  • Translate only part of the document.

Do This Instead:

  • Include a separate document that translates the original content line by line.
  • Format to help make it clear which parts of the translation go with which parts of the original.
  • Ensure the document includes a statement of certification (see our guide).
  • The official translation protocol for some non-U.S. governments includes a built-in English translation where the English is included in the same fields as the original language. This is acceptable as long as it’s the norm for governmental translations in that country, and it is easy for our reviewers to find the required information on the document.

Reason #6: You attached your original application or typed document, or screenshots of a form where you entered data on a website.

All attachments must be official documents. Original applications, word processing documents, screenshots of website forms, and other unofficial artifacts will be rejected (exception: State Secretary of State current business registry screenshots).

Don’t Do This:

  • Attach originals of any document you submitted to a local, state, federal, or national authority. These will never be accepted.  Only processed applications and forms can be considered.
  • Attach original tax returns not processed by an accounting firm or tax accountant.
  • Attach copies of applications you have submitted.
  • Attach screenshots or exports of IRS.gov, DLA.gov, any federal website record, current SAM.gov registration, etc.
  • Attach Dun and Bradstreet or DUNS Number screenshots.
  • Your own typed documents, like joint partnership agreements, without a stamp indicating it’s been filed by a local, state, or federal authority.

Do This Instead:

  • Attach a screenshot or printout of your business’s record in your state’s business registry from an official state website, such as your secretary of state’s site. Note: these screenshots must show the record of the search and not a form that has not been submitted.
  • Attach the confirmation from the IRS with your national identifier (as long as it has your full legal business name and current, correct physical address on it).
  • Attach processed applications, evidenced by seals, signatures, and stamps from the processing authorities.
  • Attach formal letters you received from federal or state offices acknowledging the establishment or update of your business information.

Reason #7: You attached poor quality documents. 

Don’t Attach:

  • Original handwritten documents where it is difficult to identify critical information without a certified transcription.
  • Low-contrast documents.
  • Documents with obscured or cut off information.
  • The first page only of a document, where the full document is needed to prove it is official (e.g., the name and address are on page 1, but the county office stamp is on page 3).

Do Attach Instead:

  • Easily visible name, address, identifier number, date and state (or country) of incorporation
  • Clearly visible dates on documents such as utility bills and bank statements.
  • Clear seals, signatures, stamps or other signals on the document demonstrate that the document is an official copy (do not attach the forms you submitted to your local authority).
  • All pages in a document.
  • Neatly redact (draw a thick dark line or otherwise obscure) sensitive information that is not relevant to your entity validation (e.g., bank account numbers, bank balances, photographs, or personal identifiers when they are not necessary for your business to be validated).

Tips for Better Entity Validation Documentation:

  • Make it as easy as possible to find the information you’re requesting to be updated in your documents. Consider highlighting the name, address, or other relevant information on the copy you attach and include the same information with instructions in the text box of your request.
  • Protect your information by redacting sensitive details that are not necessary for entity validation in SAM.gov.
  • If you realized after reading this that you need to change your documents, follow these instructions.
  • Do not create multiple tickets for the same update. Instead, open the ticket you already have in SAM.gov and add documents if needed. Creating additional tickets slows the process and may make it difficult to identify if you’ve already provided partially complete documents.
  • Check out our Entity Validation Guide and Checklist for visual examples of acceptable and unacceptable documents.

GSA BRIEF FROM MARCH 2022 ABOUT ENTITY VALIDATION PROCESS

Let’s review a few basics about the new entity validation process in SAM.gov: 

  • If you want to register in SAM.gov or even just get a Unique Entity ID, you must validate your  entity information with our new Entity Validation Service (EVS) provider.
  • If your entity information does not match the information presented in SAM.gov, you will create an incident and provide documentation to complete validation. 
  • Once you create an incident, our entity validation service will review your ticket and contact you via email if we require additional information or documentation. If needed, you can go to your SAM.gov workspace and add more documents. Please respond promptly to any emails requesting documentation or clarification. 

You will receive an email notification once validation is complete instructing you to go back into SAM.gov to accept the match.

The balance of this blog will address the things you should and should not do when creating an incident, attaching documents, and checking status.  Remember, a few minutes spent describing the issue and attaching the correct documentation will reduce review time and speed up processing of your incident.

Creating an Incident: If you cannot locate a match to your entity’s legal business name and physical address, or to your incorporation information, you need to select the “Create Incident” button and follow the instructions.

  • Use the text box to clearly and completely describe your situation and include the document name you will attach to the incident. Here are a few examples:
    • I’ve provided my organization’s 2021 tax return certified by the IRS and recent utility bill to prove my entity’s legal business name and address.
    • There is a similar entity name, but we have never used the address shown so I have attached my certified Articles of incorporation in Articles.pdf.
    • I have attached my Employer Identification Number documentation from the IRS since the address is correct but the name does not match ours.
  • Attach one or more documents that prove your entity’s legal business name, physical address, date of incorporation, and state of incorporation (for U.S. entities).
    • Entities based outside of the U.S. must attach documents to prove your entity’s legal business name, physical address, date of incorporation, country of incorporation, and (if applicable) national identifier.

Do not submit multiple validation tickets for the same issue. Creating multiple incidents does not expedite our handling of your issue and actually slows down the overall process. Incidents are processed in the order received.

Attaching Documentation: You must attach documents that prove your entity information. At least one document must show both your legal business name and physical address on the same document. This document cannot be more than five years old. All documents you submit need to have your legal business name and other information you are validating (e.g. date or state of incorporation).

This is a list of examples.  We accept documentation from state or federal verifiers (or a city/county in rare cases of at-home businesses that would involve an address validation) or a utility that requires a credit verification.

Documents for Legal Business Name and Physical Address

Accepted Documents

  • Certified copies of the following:
    • Share certificates
    • Articles of organization/incorporation
    • Tax returns/filings*
    • Certificate of formation
    • Articles of formation
    • Certificate of organization
  • Utility bills
  • Bank statements*
  • “Doing business as” documentation
  • Stock ownership
  • Employer Identification Number documentation from IRS
  • Tax ID confirmation documents from IRS
  • Company bylaws
  • Operating agreements

Do Not Send

  • Applications you submitted without evidence of receipt or approval from an authority
  • Your own documents that have not been stamped or verified by an authority
  • Screenshots from SAM.gov, dla.CAGE.mil, or any other government system that stores your name and address
  • DUNS profiles
  • Notarized entity administrator letters
  • IRS form W-9 (request for Taxpayer Identification Number) and IRS form SS4 (application for an Employer Identification Number)
  • Leases
  • Passports, unless they include the current physical address

*Tax returns or filings and bank statements should be redacted or limited; they only need to show relevant data to prove the information you are validating is true.

Documents for Date and State of Incorporation*

Accepted Documents

  • Anything from the Legal Business Name list that includes also the state and month, day, and year of incorporation (U.S.-based entities)
  • Anything from the Legal Business Name list that includes also the country and month, day, and year of incorporation (Non-U.S.-based entities)

Do Not Send

  • Applications you submitted without evidence of receipt/approval from an authority
  • Your own documents that have not been stamped/verified by an authority
  • Screenshots from SAM.gov, dla.CAGE.mil, or any other government system that stores your name and address
  • DUNS profiles
  • Notarized entity administrator letters
  • IRS form W-9 (request for Taxpayer Identification Number) and IRS form SS4 (application for an Employer Identification Number)
  • Leases

*If your entity is not incorporated, provide documentation of the month, day, and year that your entity legally began doing business or was founded.

Documents for National Identifier**

Accepted Documents

  • Employer Identification Number Documentation
  • Tax Identification Documents*
  • Tax Returns/Filings*

Do Not Send

  • Applications you submitted without evidence of receipt/approval from an authority
  • Screenshots from SAM.gov, dla.CAGE.mil, or any other government system that stores your name and address
  • DUNS profiles
  • Notarized entity administrator letters

* Tax returns or filings and bank statements should be redacted or limited; they only need to show relevant data to prove the information you are validating is true.

**Entities based outside of the United States only

What happens next? 

Checking your Incident Status: The entity validation team will communicate directly with you via your ticket. Although we share a ticketing system, our Federal Service Desk (FSD) agents are separate from the entity validation process and cannot review your entity validation incident or the documentation you have submitted. FSD agents cannot provide entity validation ticket updates or escalate your ticket. We understand that the review process is taking additional time, but the entity validation service will respond to your ticket. They have increased resources to improve response time and expect to be in touch very soon.

Learn more about the entity validation process here.

General Services Administration  · 1800 F St. NW · Washington, DC 20405  ·  866-606-8220