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Quick Start Guide For International Registrations

This document provides instructions for international entities to register in SAM.gov in order to be eligible for US federal contracts and financial assistance. It outlines the key steps which are to obtain an NCAGE code if seeking contracts, gather required information, validate the entity's existence and location, document the entity if required, complete validation, and finally register the entity in SAM.gov. It notes some exceptions for international entities in the registration process and emphasizes assigning additional entity administrators to prevent issues.

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Sarrows Prazzapati
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41 views3 pages

Quick Start Guide For International Registrations

This document provides instructions for international entities to register in SAM.gov in order to be eligible for US federal contracts and financial assistance. It outlines the key steps which are to obtain an NCAGE code if seeking contracts, gather required information, validate the entity's existence and location, document the entity if required, complete validation, and finally register the entity in SAM.gov. It notes some exceptions for international entities in the registration process and emphasizes assigning additional entity administrators to prevent issues.

Uploaded by

Sarrows Prazzapati
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Quick Start Guide for

International Registrations

How to Start Registering an International Entity in


SAM.gov
SAM.gov is an official website of the United States government. The government does not
charge any money to register or maintain your entity registration in SAM.gov.

Introduction and Definitions

What is an international entity?


“Entities” in SAM.gov are corporations, organizations, partnerships, or individuals that submit
information about themselves to the U.S. federal government to be eligible for federal funds through
contracts, grants, or other financial assistance.
We use “international entity” in this guide for any entity based outside of the U.S. For a thorough
definition of included entities, please see the Code of Federal Regulations, 2 CFR 200.1.

What is SAM.gov?
You can use SAM.gov to become eligible to bid on and receive payment for U.S. federal government
contracts or apply for and receive federal financial assistance.

What is an NCAGE code?


Before going to SAM.gov, international entities applying for contracts must obtain a North Atlantic
Treaty Organization (NATO) Commercial and Government Entity (NCAGE) code. When you get an
NCAGE code, you supply a legal business name and a physical address for your entity. The entity name
and address you provide in SAM.gov must match your NCAGE record and entity documentation you
may be required to provide to validate your entity.
If you are a new registrant and are only applying for federal assistance from agencies other than the
Department of Defense, you do not need an NCAGE code.

What is entity validation?


Entity validation confirms an entityʼs existence, location, and uniqueness, and is required by the
Federal Acquisition Regulation (FAR) part 52.204-6. The uniqueness of an entity is based on it being a
separate legal entity with a separate physical address.
SAM.gov also verifies that there is no existing record for your entity before you validate. Once your
entity is validated, you get a Unique Entity ID.

What is a Unique Entity ID?


SAM.gov assigns a Unique Entity ID to entities when they pass validation. The Unique Entity ID is a
12-character code used in SAM.gov and other federal government systems to identify a unique entity.
Once you have a Unique Entity ID, you can register your entity in SAM.gov.

U. S. General Services
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Quick Start Guide for
International Registrations

What is entity registration?


An entity registration allows you to apply directly for U.S. federal government contracts and assistance.
The U.S. federal government only requires registration for contracts and financial assistance that are
federally funded. When a U.S. state or territory or any organization gets funds directly from a federal
agency, then issues those funds through contracts or financial assistance, the recipients only need a
Unique Entity ID.
You must renew your registration annually to keep it active. We recommend that you begin your
renewal 45–60 days before your registration expires to have enough time to validate your entity and
complete the registration.

What do I need to get started?


Once you have your NCAGE code (if needed), gather the other information you need to validate and
register:
● Legal business name and physical address (exactly what you used for your NCAGE code, if you
got one)
● National identifier (if applicable)
● Entity start year
● Tax identification number (TIN)–only needed if your entity pays U.S. taxes
● Banking information—only needed if your entity has a U.S. bank account where you want to
receive payments
● Information about the types of goods and services you provide
○ NAICS codes (list)
○ Product and service codes (list)
● Entity size (number of employees and worldwide total receipts)
● Entity points of contact
You must supply more information, but it helps to have these details ready before you start. Visit the
Get Started page at SAM.gov to view a checklist to help you prepare for registration.

Validate Your Entity


You can learn how to validate your entity. You will not be asked to provide a U.S. state of incorporation.
You may be asked for your country of incorporation and a national identifier. See our list of national
identifiers by country.

Document Your Entity


Sometimes, when validating your entity in SAM.gov, you must document your entityʼs information. If
your documentation is not in English, you must also submit a translation with the original
documentation.
The translator must certify their translation on each document. We suggest this format, which includes
all required information:

U. S. General Services
Administration 2
Quick Start Guide for
International Registrations

Certification by Translator
I [insert typed name], certify that I am fluent (conversant) in the English and [insert
foreign language] languages, and that the above/attached document is an accurate
translation of the document attached entitled [insert translated document name].
[Signature]
[Typed Name]
[Address]
[Certification Date]

Complete Validation
If you submit documentation, SAM.gov will email you when you can finish validating.
Choose whether to allow your entity to appear in SAM.gov search results. If you donʼt allow this:
● Your information will be visible to you, other users with a role with your entity, and U.S. federal
government users.
● Your information will not be visible to any other users when searching.
● Your information is still available under the U.S. Freedom of Information Act (FOIA) and is
included in data extracts and application programming interface (API) data.

Register Your Entity


Registering your international entity is the same as registering a U.S. entity for contracts or assistance,
with two key exceptions in the Core Data section:
1. You do not need to enter a TIN unless you have U.S. employees or file any U.S. federal taxes.
2. You do not need to enter banking information unless you have a U.S. bank account that you
want to use to receive payments.
If you are registering to be eligible to bid on contracts, complete the Assertions, Representations and
Certifications, and Points of Contact sections.
If you are registering to be eligible to apply for financial assistance, complete the Financial Assistance
Representations and Certifications and the Points of Contact sections.

Entity Roles
The person who registers the entity will be assigned the Entity Administrator role. You should assign
the same role to at least one other person in your organization to prevent additional paperwork.
To learn more about entity roles, see the Role Management Guide and more information on specific
roles and permissions.

U. S. General Services
Administration 3

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