If your nonprofit wants to apply for federal grants — or many state grants that use federal funding — SAM.gov registration is not optional. SAM stands for the System for Award Management. It is the federal government's official database of organizations eligible to receive federal contracts and grants. Without an active SAM.gov registration, your application will be rejected automatically, no matter how strong your proposal is. This guide walks you through every step of the registration process so your nonprofit is ready before the grant deadline.
What Is SAM.gov and Why Does It Matter?
SAM.gov replaced the old DUNS number system in April 2022. All organizations that apply for federal funding now need a Unique Entity Identifier (UEI) — a 12-character alphanumeric code assigned by SAM.gov. The UEI replaced the DUNS number (previously issued by Dun & Bradstreet) as the standard identifier for federal award recipients. Your nonprofit needs SAM.gov registration if you are applying for federal grants (through Grants.gov, FEMA, HUD, HHS, SBA, etc.), state grants that use federal pass-through funding, or any federal contract or subcontract.
Registration Is 100% Free
SAM.gov does NOT charge a fee to register. Any third-party service offering to register you for a fee is a scam. This is one of the most important facts about the process — protect your organization by going directly to sam.gov and doing it yourself. There is no legitimate reason to pay anyone to complete this registration on your behalf.
Before You Start: What You Need
Gather these items before logging in to SAM.gov: your EIN (Employer Identification Number) — your nonprofit's federal tax ID; your legal business name exactly as it appears on your IRS determination letter; your physical address (no P.O. boxes for the primary address); your NAICS code — for community and social services nonprofits, use 624190 (Other Individual and Family Services) or 611710 (Educational Support Services); your banking information (routing number and account number for direct deposit); and the name, email, and phone number of your organization's authorized representative as a Point of Contact. Having all of this ready before you begin will make the process much smoother and reduce the risk of having to pause mid-registration.
- 1
Create a Login.gov Account
SAM.gov uses Login.gov for identity verification. Go to login.gov and create an account with your email address. You will need to complete identity verification — this requires a government-issued ID (driver's license or passport) and may include a video call or in-person verification step. This is the step that trips most people up. Plan for 1–3 business days for Login.gov verification to complete. Do not start this process the day before a grant deadline.
- 2
Log Into SAM.gov and Start Your Registration
Once your Login.gov account is verified, go to sam.gov and click "Sign In" in the top right. Choose "Log in with Login.gov." Once logged in, click "Register Your Entity" and select "Domestic or Foreign Entity" (not government). Select "All Awards" as your registration purpose — this covers both grants and contracts and ensures your registration is valid for all federal funding opportunities.
- 3
Enter Your Organization Information
You will be asked to enter your EIN and legal name. SAM.gov will verify these against IRS records. Enter your information exactly as it appears on your IRS determination letter — even small differences (like "Inc." vs "Incorporated") can cause a mismatch and delay registration. Once verified, SAM.gov will assign your UEI number. Write this down immediately — you will use it on every future grant application.
- 4
Complete the Registration Form
The full registration form covers several sections: Core data (legal name, address, EIN, UEI, business type — select "Non-Profit Organization" and "501(c)(3)"), Assertions (your NAICS codes, goods and services descriptions, annual revenue range), Representations and Certifications (federal compliance certifications — read carefully, you are signing as an authorized representative), and Points of Contact (at least one Government Business POC and Electronic Business POC). Budget 60–90 minutes to complete the full form in one sitting. Save your progress as you go so you don't lose your work.
- 5
Submit and Wait for Activation
After submitting, your registration enters a review queue. The SAM.gov team activates most registrations within 3–5 business days, though it can take up to 10 business days during peak periods — the end of the federal fiscal year in September is the busiest time. You will receive an email confirmation when your registration is active. Your registration is valid for 365 days from the activation date — you must renew it annually to remain eligible for federal funding.
- 6
Renew Every Year — This Is Critical
An expired SAM.gov registration means you are ineligible for federal funding — even if you were registered before. Set a calendar reminder 60 days before your renewal date. Renewal takes the same 3–10 business days, so do not wait until the registration expires. To renew: log into SAM.gov, click your entity, select "Renew Registration," then review and resubmit your information. Treat this annual renewal as a non-negotiable item in your grant-readiness calendar.
Starting Too Late
SAM.gov registration takes up to 10 business days. Start at least 3 weeks before any grant deadline — earlier is always better. Many nonprofits have been disqualified from grants they were otherwise qualified for simply because their SAM.gov registration wasn't active in time.
Using a P.O. Box as Your Primary Address
SAM.gov requires a physical address for your primary registration. Use your registered office address. A P.O. box will cause your registration to be flagged and may result in delays or rejection.
EIN or Name Mismatch
Enter your legal name exactly as it appears on IRS records. Even a small discrepancy will cause SAM.gov's IRS verification to fail, requiring you to correct and resubmit — adding days to the process.
Forgetting to Renew
An expired registration disqualifies you automatically from federal funding, even if your nonprofit is otherwise fully compliant. Set calendar reminders at 60 days and 30 days before your expiration date so you never let it lapse.
Falling for Scams
SAM.gov registration is 100% free. There are third-party services that charge $200–$500 to "register for you" — these are unnecessary at best and scams at worst. Do it yourself at sam.gov. If you need guidance, reach out to CFWM or a trusted nonprofit resource in your area.
What You Can Do Once SAM.gov Is Active
Once your SAM.gov registration is active and you have your UEI number, you can create a Grants.gov account (the federal grant application portal) using your UEI, apply to federal grant programs through HHS, HUD, Department of Education, AmeriCorps, and more, and apply to state grants that require federal pass-through registration. Your UEI becomes a permanent identifier for your organization — it follows you across every federal funding relationship you build.
CFWM's Grant-Readiness Resources
Community Faith Wealth Mission is working through our own SAM.gov registration as part of our grant-readiness process. If you are a nonprofit in the early stages, our Grant Ready E-Book walks through the full checklist — from EIN to bank account to SAM.gov — so you know exactly where you stand and what to do next.
Get the Grant Ready E-Book →
SAM.gov registration is one of the most important steps on the path to federal funding — and with the right preparation, it's completely manageable. Start early, gather your documents in advance, and set a renewal reminder as soon as your registration is active. Ready to take the next step? Apply for our Grant Readiness assistance program or join us at our next Grant Writing Workshop. CFWM is here to help you build the foundation your nonprofit needs to access federal and state funding.