Nonprofits must update their SAM.gov registration when mission statements or programs change considerably. This process involves logging into SAM.gov, accessing Entity Registration, editing the Purpose of Registration field, and updating NAICS codes to accurately reflect current operations. Organizations should complete verification through the Entity Validation Service and notify partners of changes. Annual renewals should occur 60 days before expiration to maintain eligibility for federal funding. The following steps provide a complete roadmap for maintaining compliance throughout this critical process.
When and Why to Update Your Nonprofit’s SAM Registration
Maintaining an accurate System for Award Management (SAM) profile guarantees that nonprofits remain eligible for federal funding opportunities and maintain compliance with government regulations. Registration importance extends beyond initial setup, requiring vigilant maintenance as organizational details change.
Nonprofits should update their SAM registration when changing their legal name to guarantee consistency with IRS records and other legal documents. Address changes must be promptly reflected to maintain proper communication channels and prevent missed federal notifications.
Timely SAM updates following name or address changes prevent funding disruptions and ensure vital federal communications reach your nonprofit.
Program or mission adjustments affect eligibility for specific federal opportunities and should be accurately represented in the profile. Failing to keep this information current could result in potential penalties or even disqualification from government contracts. The compliance benefits of keeping TIN verification current include maintaining good standing with the IRS and avoiding disruptions in federal contract eligibility. Nonprofits must ensure they maintain accurate NAICS and PSC codes when their programs change to remain visible for relevant contract opportunities.
Annual renewals, ideally completed 60 days before expiration, guarantee continuous access to federal funding streams. Regular updates demonstrate organizational credibility and commitment to transparency in government partnerships.
Step-by-Step Guide to Updating Mission and Program Details
The process of updating mission and program details in the System for Award Management (SAM) follows a straightforward procedure that nonprofits must understand to maintain accurate federal profiles.
Organizations should coordinate these updates whenever significant operational or programmatic changes occur to guarantee program alignment with current activities.
Maintaining active SAM registration is critical both during the update process and throughout contract performance as required by FAR clause 52.204-13.
Failure to keep your profile current could result in funding setbacks that may impact your organization’s ability to continue mission-driven work.
To update mission statement and program information in SAM:
- Log in to SAM.gov, navigate to Entity Registration section, and locate the “Core Data” tab where organization details are stored.
- Edit the “Purpose of Registration” field with the revised mission statement, guaranteeing consistency with board-approved documentation and current tax-exempt purpose.
- Update the “Activities” section under NAICS code assignments to reflect current programs, and verify that Executive Compensation data remains accurate if leadership changes have occurred.
After completing updates, organizations should document changes for audit purposes and verify consistency across all grant documentation, particularly for programs like NSGP.
Post-Update Verification and Partner Notification Process
After completing updates to a SAM profile, organizations must navigate the critical verification and notification process to guarantee changes become fully effective. The Entity Validation Service (EVS) confirms that updated information matches legal records, triggering an email notification upon completion.
The verification timeline typically spans 3-5 business days, though this may extend if documentation is incomplete. Organizations should monitor their status through SAM.gov’s Status Tracker, watching for either “Pending ID Assignment” or “Entity Validation Required” alerts. Once submitted, registrations are processed within up to 3 business days, with external reviews possibly extending this timeframe. Maintaining an active registration status is essential for eligibility in federal contracting and grant opportunities.
Effective notification strategies include:
- Forwarding validation confirmation emails to key partners
- Utilizing SAM.gov’s email priority system for core stakeholders
- Monitoring workspace updates that automatically reflect in federal systems
If discrepancies arise during verification, organizations must submit additional documentation, including IRS determination letters, revised bylaws, and address verification.
Once validated, the Unique Entity ID reactivates, confirming eligibility for federal contracts.
Frequently Asked Questions
Can Multiple Administrators Make Changes to Our SAM Profile Simultaneously?
Multiple administrators cannot edit a SAM.gov entity profile simultaneously. While different administrative roles can access the same profile, concurrent editing is not supported due to potential conflicts or data overwrites.
Profile permissions allow batch updates for user role assignments and domain changes, but direct profile edits require individual administrator access.
Organizations should coordinate updates by assigning specific sections to different administrators and establishing scheduled editing windows to prevent submission conflicts and maintain profile integrity.
How Do SAM Updates Affect Current Federal Grant Disbursements?
SAM profile updates directly affect grant eligibility and funding continuity.
When nonprofits modify their SAM information, current grant disbursements may be temporarily delayed while federal agencies verify the changes.
Inaccurate or outdated SAM profiles can trigger payment holds until corrections are made.
Federal agencies use SAM data to validate recipient information before releasing funds, making timely and accurate updates essential for uninterrupted funding streams.
Are There Fees for Updating Our Nonprofit’s Mission in SAM?
There are no fees for updating a nonprofit’s mission in SAM.gov.
Profile updates can be completed at any time without cost through the official SAM.gov website. Organizations should be cautious of third-party services claiming to charge fees for SAM assistance.
The Federal Service Desk provides free support for any SAM-related tasks at 866-606-8220.
All registration maintenance and updates in the System for Award Management remain completely free for all entities.
Will Changing NAICS Codes Trigger an IRS Review of Our Status?
Changing NAICS codes alone does not automatically trigger an IRS review of a nonprofit’s tax-exempt status.
However, organizations must report these changes on Form 990-T, Part XI (Schedule A) in the same tax year, providing justification for the change.
While not an automatic review trigger, unreported changes may lead to compliance issues, penalties for incomplete disclosures, or increased scrutiny during routine filings.
Organizations should document their rationale for NAICS code changes in their records.
Can We Revert to Previous SAM Information if We Make Errors?
SAM.gov does not offer a rollback function for reverting changes once submissions are processed.
The system lacks the ability to restore previous profile information after errors are made. Organizations must instead submit a new update with corrected information, which will undergo the standard validation process.
Maintaining detailed records of previous registrations helps guarantee profile accuracy when corrections are needed. Organizations should thoroughly review all information before submission to prevent errors requiring correction.