SAM.gov and Grants.gov function as interconnected federal platforms for grant seekers. Organizations must first register on SAM.gov to obtain a Unique Entity ID (UEI), which requires 6-8 weeks for processing. This UEI becomes the foundation for Grants.gov access, where users receive role assignments like AOR or Workspace Manager. Both systems require annual renewal and regular account maintenance. Organizations should begin registration at least one month before grant deadlines. The following guide explains each integration step with practical implementation strategies.
Understanding the Registration Process on Both Platforms
Maneuvering the federal grant application process requires mastery of two critical platforms: SAM.gov and Grants.gov. These systems work in tandem, with SAM.gov registration serving as the mandatory first step before accessing grant submission capabilities on Grants.gov.
The SAM.gov registration involves obtaining a Unique Entity ID and typically takes 6-8 weeks to complete, creating significant application timelines that must be factored into grant planning. Organizations must provide detailed entity information and await approval, with no registration fees required for either platform. The E-Business Point of Contact or EBiz POC must be designated during the SAM.gov registration process. Experts recommend starting registration at least one month before grant deadlines to ensure timely submissions.
The multi-week SAM.gov registration process creates critical timeline considerations for grant seekers—plan accordingly.
Registration challenges often arise from the complexity of the SAM.gov process and potential delays in approval. Registration is required for federal assistance recipients, including contractors, subcontractors, and grant applicants seeking to do business with the federal government. Entities must:
- Complete initial SAM.gov registration
- Obtain approval as a registered entity
- Create a Grants.gov account for application submission
Both platforms offer technical support to navigate these requirements.
After approval, entities must renew their SAM.gov registration annually to maintain eligibility for federal funding opportunities.
UEI Requirements and Cross-Platform Authentication
Every federal grant application now requires a 12-character alphanumeric Unique Entity ID (UEI), which serves as the cornerstone of cross-platform authentication between SAM.gov and Grants.gov. This identifier, issued exclusively through SAM.gov, replaced the DUNS number in 2022 and functions as a mandatory prerequisite for all organizational applicants.
The UEI validation procedures operate through an API-driven data exchange that guarantees real-time verification across both platforms. When applicants log in, their Login.gov credentials synchronize seamlessly, while multi-factor authentication protects sensitive information according to NIST SP 800-63B guidelines. The Login.gov account provides a secure gateway that connects these federal services with a standardized authentication protocol. Accurate documentation is essential for UEI approval and must be maintained throughout the registration process to prevent potential delays in accessing federal procurement opportunities.
Cross-platform security measures include role-based access controls that replicate across systems, with the EBiz Point of Contact authorization system managing user permissions.
Organizations must maintain current financial and ownership data in SAM.gov, as UEI deactivation automatically blocks Grants.gov applications. The entire registration process typically requires 7-10 business days to complete.
Managing Roles and Maintaining Active Accounts
The role management architecture across Grants.gov and SAM.gov represents a critical component for organizations seeking federal funding. Core roles in Grants.gov include Expanded AOR, Standard AOR, and Workspace Manager, while SAM.gov utilizes domain-specific and permissions-based roles tailored to organizational needs.
Effective role assignment requires clear understanding of user responsibilities across both platforms. Organizations must recognize that SAM.gov establishes the foundational identity used within Grants.gov, with a 24-hour activation period between systems. EBiz POCs oversee this cross-platform delegation process.
Account renewal follows strict timelines, with SAM registration requiring annual updates to maintain active status in both systems. Failure to complete the annual renewal can result in immediate loss of eligibility for federal grants and contracts. Maintaining federal compliance requires verifying and updating all organizational information during each renewal period.
Organizations should implement best practices including:
- Regular role reviews every six months
- Clear documentation of role definitions
- Collaborative assignment of responsibilities
- Monitoring compliance with registration requirements
Maintaining active accounts guarantees uninterrupted access to funding opportunities and application submission functionalities.
Frequently Asked Questions
What Happens if My Organization Already Has Multiple UEIS?
Organizations with multiple UEIs should conduct an exhaustive review to eliminate duplicate registrations. Each UEI should correspond to a distinct legal entity or organizational branch.
Effective UEI management requires maintaining separate SAM.gov registrations for each identifier, with individual renewal schedules and compliance checks. Organizations must guarantee all active UEIs remain properly registered to prevent award delays.
SAM.gov’s Entity Management Service allows organizations to manage multiple UEIs under a single administrative account for streamlined oversight.
Can International Organizations Apply Through Grants.Gov and SAM.Gov?
International organizations can apply through Grants.gov and SAM.gov, but face specific limitations in the international eligibility process. While not explicitly prohibited, these entities are typically not included in standard eligibility categories.
International applicants must:
- Obtain a UEI through SAM.gov registration
- Be legally recognized in their home country
- Meet agency-specific requirements
Most foreign organizations find better success through alternative pathways such as partnerships with U.S. organizations or targeting specialized funding announcements that explicitly include international collaborators.
How Are Subgrantee Registrations Handled Across Both Platforms?
Subgrantees must complete independent registration processes on both platforms. Each subgrantee must first register in SAM.gov to obtain a Unique Entity ID (UEI), which is mandatory before any Grants.gov interaction.
Unlike prime recipients, subgrantees manage their own registrations with no hierarchical connection between entities in the systems. Registration requirements include annual SAM.gov renewal, and subgrantees should allow 6-8 weeks for initial registration completion.
No bulk registration options exist for multiple subgrantees.
What Contingency Plans Exist for System Outages During Application Deadlines?
Grants.gov offers no formal contingency plans for system outages during application deadlines.
The platform maintains fixed monthly maintenance windows on every third weekend and posts advance notifications about scheduled outages.
For system reliability, applicants are explicitly advised to avoid submitting near maintenance periods or deadlines.
Application support is limited during outages, and late submissions are automatically disqualified regardless of technical difficulties.
Applicants should prepare submissions at least 72 hours before deadlines to mitigate potential system availability issues.
Are There Expedited Registration Options for Emergency Funding Opportunities?
For emergency grants, standard SAM.gov registration cannot be bypassed.
While the UEI can be obtained within 24 hours after EBiz POC setup, full registration still requires 7-10 business days with no formal expedited applications process.
Organizations should maintain updated SAM.gov profiles year-round to avoid delays.
When pursuing emergency funding opportunities, applicants should start the registration process immediately and document all communication with the SAM.gov help desk for audit purposes.