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SAM.gov Entity Registration Training - YouTube
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I'd like to welcome you to our system
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for award management
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entity registration training webinar;
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which provides
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step-by-step guidance on registering
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your entity
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be it a business, individual or
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organization
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in the System for Award Management, also
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known as SAM.gov.
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This is the second in a series of
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webinars providing information for those
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entities
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interested in applying for the Shuttered
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Venue Operators Grant program
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also known as SVOG.
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Registration in SAM is a requirement for
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entities applying for
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Shuttered Venue Operators Grants.
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First we'll cover what sam.gov is and
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why registration
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in this system is required.Then
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we'll walk you step by step through the
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application process;
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including applying for and receiving
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DUNS number,
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creating a login.gov account, and then
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finally,
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registering your entity in SAM. At the
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end of today's
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session, we'll discuss additional
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resources available to you
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to assist you with the process. SAM
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registration is a straightforward
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process. Following these steps will help
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you get your entity registered
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as efficiently as possible so you're
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ready for the SVOG.
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Program application the system for award
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management is an
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online portal where entities including
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people or
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organizations register in order to do
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business with the Federal Government,
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this includes grant recipients. To apply
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for the SVO Grant Program
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entities must have an active SAM
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registration.
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If you have an existing registration you
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may need to update that registration
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as this is a requirement to maintain an
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active registration.
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There is no fee to register in SAM.
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the SAM system is used by the Federal
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Government to provide a common platform
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to capture
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entity data for grants official use.
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This includes a wide range of entity
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information including the entity's
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unique
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NAD identifier, banking information,
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taxpayer ID number, and cage code.
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SAM entity registration also provides a
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repository for entities to make
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common representations and
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certifications
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necessary for the grant making process.
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Finally the SAM system is used to
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validate
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entity uniqueness supporting integrity
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of the database of registered
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entities. The first step in the process
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is creating a DUNS number. To do this you
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will navigate to
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fedgov.dnb.com
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forward slash web form. This is the site
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where you can search for an existing
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DUNS number
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or obtain a new one. Once you've
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navigated to the site
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you'll follow the on-screen instructions
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to check whether your business or
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organization already has a DUNS number.
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This process entails entering your
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business name and state
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and the validation text. If your business
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is listed,
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you can request the existing DUNS number.
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If it is not,
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you can request a new one. This is a
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quick process.
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New DUNS numbers can be created in a day.
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Note there is no fee for getting a DUNS
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number in order to do business
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with the U.S. Government. When creating a
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new DUNS number,
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first you'll need to gather your
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entities documentation.
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Registration requires at least two forms
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of acceptable documentation.
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The full list of acceptable documents is
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provided in the DUNS number request
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workflow
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and includes documents like a Secretary
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of State Articles of Incorporation,
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your Taxpayer Identification Number
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confirmation letter,
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your Employer Identification Number
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confirmation letter,
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Lease Agreements and Utility Bills.
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Remember these documents must clearly
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show the correct
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legal business name and current physical
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address. For sole proprietors
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the documents must include your full
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legal name and current physical address.
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Next you'll submit your DUNS number
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request. During this step you'll upload
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the supporting documentation.
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I cannot emphasize enough the importance
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of being attentive to detail to ensure
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that the information you enter
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is correct. That includes spelling
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business names
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etc. Once you've submitted your DUNS
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number request,
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it should be issued to you within a
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business day. The next step in the SAM
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registration process
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is creating a login.gov user account.
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Login.gov provides secure and private
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online access to multiple
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government services and applications.
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With a login.gov account
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you can sign into multiple government
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websites with the same username and
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password.
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You'll need to create a login.gov user
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account, which you can do from the
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sam.gov website by selecting login
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and create an account. During the process
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you'll provide your email address and
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create a password.
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You'll also need to provide a mobile
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phone number. Login.gov uses two-factor
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authentication
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and provides six-digit codes via text
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message to your phone.
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These codes authenticate the individual
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logging into the login.gov account to
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provide for improved account security.
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Once you've established your login.gov
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account and secured your DUNS number,
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you're ready to register your entity in
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SAM.
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When you're registering an entity in
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SAM.gov, the first question you'll need
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to answer is,
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why are you registering. In the context
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of the SVO Grant program,
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you're looking to apply for federal
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assistance opportunities
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like grants, loans, and other financial
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assistance programs.
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This sets you on the path to
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registration that matches with the
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assistance you're looking to secure.
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When you register you'll input
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information related to your entity
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you'll be asked to make certain
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representations and certifications
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and at the end of the process you'll be
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asked to submit
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a notarized letter from new entity
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administrators.
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This slide includes some of the
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information you'll be required to
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provide.
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Now let's get to the process itself
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First go to www.sam.gov
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in your browser and log in using your
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login.gov account.
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On this page click the icon for entity
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registration and on the next page
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register new entity. At this point you'll
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be asked to select your type of entity.
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For most businesses, nonprofits, and sole
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proprietors you'll select
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business or organization as your entity.
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Next, for accessing federal financial
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assistance only,
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you'll select i only want to apply for
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federal assistance opportunities like
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grants,
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loans, and other financial assistance
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programs, in response to the question
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why are you registering this entity to
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do business with the US Government.
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This sets you on the streamlined path to
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entity registration.
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The SAM system will then walk you
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through a series of steps to enter what
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is referred to as
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core data. This covers a number of
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different topics that i'll cover here.
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First you'll validate your DUNS
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information. The system will compare
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what's in the entity's DUNS data
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with the information you've entered in
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SAM, for example entity name and physical
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address.
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It's very important to make sure the way
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you enter in SAM is exactly the same as
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what you've entered in DUNS.
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Next you'll enter business information.
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This includes your business start date,
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fiscal year end, close date, and where you
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create your MPIN,
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Marketing Partner Identification Number.
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The MPIN acts as a password in other
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government systems while also serving as
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your signature for your consent to
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disclosure of tax information to the IRS.
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Finally you'll enter your tax
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identification number which is generally
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your
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employer ID number or social security
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number, depending on your business
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structure,
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and sign the consent to disclosure of
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tax information with your MPIN.
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The consent to disclosure is where you
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authorize the Internal Revenue Service
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to validate and disclose to the SAM
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Program Office
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whether the name and taxpayer
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identification number provided for this
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registration
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matches the name in TIN maintained in
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the IRS files
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for your entity for the most current
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tax year reported.
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After the IRS consent form, you're guided
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next to the Cage Code part of the
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registration.
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If you already have a Cage Code you
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enter it here,
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if you do not, the system will request
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one for you upon submission of your
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entity registration.
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Be aware that it may take up to 10 days
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after you submit your SAM registration
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to receive the Cage Code. Next you
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provide additional business and banking
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information.
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This includes your bank name, account
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number, and routing number.
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Following the business and banking
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information sections,
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you'll be asked to provide information
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regarding executive compensation
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if your entity meets the following two
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criteria.
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First, that 80 percent or more of your annual
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revenues consist of U.S. Federal
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Contracts,
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Grants, and Loans. Second, that your NAD
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receives
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25 million or more in annual gross
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revenues
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from U.S. Federal Contracts, Grants and
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Loans.
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The final step of core data entry is the
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proceedings
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section. Once you're complete with the
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core data section,
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you'll complete the points of contact
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section. Your electronic business POC
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or point of contact, is integral to any
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grants.gov registration and application
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process.
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Your government business POC will be
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used by other government systems,
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such as the cage program, when they
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contact you.
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Make sure you list someone with direct
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knowledge of this registration
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for both of these POCs. The last step
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before submitting your registration,
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is completion of the representations and
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certifications.
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Here you review the following; does your
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business wish to apply for a federal
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financial assistance project or program
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or is your business currently the
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recipient of funding under any Federal
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Financial Assistance Project or Program,
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select yes or no
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as appropriate. If you select yes, then
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you will see the corresponding financial
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assistance
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general certifications and
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representations text.
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Once you review the grants
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certifications and representations,
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you will need to attest to the accuracy
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of your entity registration.
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The last step in the SAM registration
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process is to make sure to select
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submit after your final review. You will
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get a registration submitted
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confirmation message on the screen. If
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you do not see this message
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you have not submitted your registration.
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Once submitted, your registration will be
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reviewed.
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You will receive an email from SAM.gov
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when your registration is active.
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To finalize your entity registration, you
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are required to submit a notarized
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letter to grant access
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to new entity administrators. This is
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required within 60 days of your SAM
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registration submission.
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The notarized letter process is
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straightforward and there are templates
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available to ensure you've got the
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correct language
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for your letter. The process is fully
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explained in a knowledge-based article
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provided on the technical support site
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for SAM.gov.
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This site is the Federal Support Desk at
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www.fsd.gov.
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Use of this site is at no cost to you,
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the user.
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You can find this knowledge base article
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by navigating to www.fsd.gov.
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Search the knowledge base for K as in
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kilo
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b as in bravo zero zero one six six
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five two, titled how can i become the new
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administrator
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for entity registration. When you find
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this article
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it will explain exactly what information
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is required and provide letter templates
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including one for a single entity and
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one for multiple domestic entities.
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Once you've generated the letter on your
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letterhead, have the letter notarized
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scanned and submitted to the FSD. The
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mechanics of the letter submission are
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found in the knowledgebase article
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referenced
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earlier. So that's it you've made it
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through the process.
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New registrations do take 7 to 10 days
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to process,
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as your information is validated.
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There are resources to assist you as you
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navigate this process.
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For login.gov user account creation see
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the link on this slide.
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This video created by the General
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Services Administration,
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provides the step-by-step process to
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create your account.
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I'd also recommend the SAM registration
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handbook for non-federal users.
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This can be found on SAM.gov under the
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help tab. It will walk you step by step
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through the registration process
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and answer many of the questions you may
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have. It's a tremendous resource.
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For technical assistance and to upload
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your notarized letter,
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please visit the Federal Service Desk at
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www.fsd.gov
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or by telephone at 866-606-8220.
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Should you have difficulty securing your
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DUNS number, Dun and Bradstreet
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maintains a helpline at 844-542-6070.
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Last but not least, there are many local
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assistance resources
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available to support you, these include
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your local SBA District Office
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and a network of SBA Funded Partners
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including
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the Small Business Development Center
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Network, Score
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and Women's Business Centers. These
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organizations provide no cost
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technical assistance and business
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counseling.
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You can find your closest resource at
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www.sba.gov
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forward slash local dash assistance.
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These are tremendous resources and can
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help you with the SAM process
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or any other business challenges you may
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face.
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While this is the end of this session
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there's a great deal of information to
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come.
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We recommend you visit
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forward www.sba.gov SVOG regularly
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for the latest information on the SVOG
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program
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including frequently asked questions and
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details on additional training sessions
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that will provide further clarity around
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the Shuttered Venue Operators Grant
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program
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eligibility and application process.
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Thank you for joining us we'll talk to
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you soon!
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