A Few Basics About the New Entity Validation Process in SAM.gov

NOTE: The Alaska PTAC has been renamed as Alaska APEX Accelerator. This change occurred on September 15, 2023. Learn why.

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 documentationIf 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, andstate 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, 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, 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, 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.