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SAM Security Update by Notarized Letter Process

by Alyssa Huber - May 23, 2018

As you may have heard, the System for Award Management has been making a lot of changes. With these changes comes confusion and possibly frustration. Here at the Arkansas Procurement Assistance Center, we work hard to stay on top of all the changes so we have the most updated information for our clients.

While there is no set timeline, the past two months have shown some patterns that might resemble a timeframe that I would like to share with our clients who are going through the SAM registration and/or renewal process.  

While working with a client, I tell them to expect to wait at least three weeks from the time of submission to become active. Within those three weeks, I encourage them to submit the notarized letter. Once the registration/renewal is submitted and the hard copy notarized letter has been sent, it is nothing but a waiting game.

The first stage in the activation process is the Internal Revenue Service, Tax Identification Number (IRS TIN) match. At this time, the IRS is checking to see that the entity’s Federal TIN or Social Security number for sole proprietors, matches what they have on file for you according to your most recent tax return. This takes about two business days.

After you pass IRS consent, your registration goes to Commercial and Government Entity (CAGE) validation, and this is where the majority of the wait comes in. This process alone could take two to three weeks.

Once you’ve passed this stage, the last step is the approval of the notarized letter, which is another waiting game. You know they have your letter, especially if you sent it via registered mail, but until your status says “pending entity notarized letter,” they will not begin reviewing your letter.

If you used a template provided by us, and followed the included instructions, then your letter will pass and your registration will become active. However, if your letter fails, you will be required to submit a second one. This will only add to your wait time.

Some reasons that letters fail include:

  • Failure to include the statement clarifying your account administration preference
  • Information such as entity name and address not matching with what is in the SAM registration
  • Missing digits in your Data Universal Numbering System (DUNS) Number, you must include all nine digits

Take the extra time to make sure everything is included along with both the signature of the notary and your signature. Once you pass this last step, the wait is over! Your registration and/or renewal will be activated.   

For those clients who are currently registered in SAM, if you know your SAM registration expires in the next few months, please take some time to call APAC this summer so we may help you with the new renewal process. It doesn’t hurt to start the renewal process early. Remember, you must be active in the System for Award Management (SAM) to receive a government contract.

If you have any concerns, just call us at 501-671-2390! We are happy to answer your questions and resolve your concerns.

Alyssa Huber