FAR 4.1103—Procedures.
Plain-English Summary
FAR 4.1103 explains the day-to-day procedures for checking and using System for Award Management (SAM) registration information in federal acquisitions. It covers when the contracting officer must verify that an offeror or quoter is registered in SAM, how that verification should be done using the unique entity identifier, when verification is not required before placing an order or call if the contract already includes the SAM maintenance clause, and the special exception for purchases using the Governmentwide commercial purchase card. It also addresses the timing requirement for contractors awarded under the exception in FAR 4.1102(a)(5), which requires SAM registration within 30 days after award or at least three days before the first invoice, whichever comes first. In addition, it requires agencies to protect SAM information from improper disclosure and directs contracting officers to provide the unique entity identifier, or the Electronic Funds Transfer indicator when applicable, to the payment office on contractual documents. In practice, this section is about ensuring the Government can validate entities, pay them correctly, and maintain the integrity and confidentiality of registration data while avoiding award or payment delays caused by missing or outdated SAM information.
Key Rules
Verify SAM at offer time
Unless an acquisition is exempt under FAR 4.1102(a), the contracting officer must verify that the offeror or quoter is registered in SAM when the offer or quotation is submitted. This is a pre-award responsibility designed to ensure the entity is eligible and properly registered before the Government relies on the submission.
Use the unique entity identifier
The contracting officer should use the unique entity identifier to verify SAM registration, either through SAM.gov or through agency-approved procedures. This ties the entity’s identity to the registration record and helps avoid confusion caused by name changes or similar business names.
Limited exception for orders and calls
The contracting officer does not need to verify SAM registration before placing an order or call if the contract or agreement includes the clause at 52.204-13, System for Award Management Maintenance, or a similar agency clause. This exception does not apply when the Governmentwide commercial purchase card is contemplated as the payment method.
Post-award registration deadline for certain awards
If the action is awarded under FAR 4.1102(a)(5), the contractor must register in SAM within 30 days after award or at least three days before submitting the first invoice, whichever happens first. This ensures the contractor becomes fully registered before payment processing begins.
Protect SAM information
Agencies must protect against improper disclosure of information contained in SAM. This means SAM data is not public for unrestricted use and must be handled in accordance with applicable privacy, security, and disclosure controls.
Provide payment-office identifiers
The contracting officer must include the unique entity identifier, or if applicable the Electronic Funds Transfer indicator, on contractual documents sent to the payment office, following agency procedures. This supports accurate payment setup and routing.
Responsibilities
Contracting Officer
Verify SAM registration at the time an offer or quotation is submitted unless the acquisition is exempt; use the unique entity identifier to confirm registration; determine when the order/call exception applies; ensure the unique entity identifier or EFT indicator is transmitted to the payment office; and follow agency procedures for all of these steps.
Contractor
If awarded under FAR 4.1102(a)(5), register in SAM within 30 days after award or at least three days before submitting the first invoice, whichever occurs first. The contractor must also maintain accurate registration information so the Government can validate the entity and process payment.
Agency
Protect SAM information from improper disclosure; establish procedures for verifying SAM registration and transmitting payment data; and ensure internal systems and personnel handle unique entity identifiers and EFT indicators correctly.
Payment Office
Use the unique entity identifier or EFT indicator provided on contractual documents to establish or confirm payment processing information in accordance with agency procedures.
Practical Implications
Contracting officers should check SAM early, because a missing or inactive registration can delay award, order placement, or payment setup.
The exception for orders and calls only works if the contract already includes the required SAM maintenance clause or a similar agency clause; do not assume the exception applies automatically.
If the Governmentwide commercial purchase card may be used, the contracting officer must still verify SAM registration before placing the order or call.
Contractors awarded under the special post-award registration rule should not wait until the 30-day mark if they expect to invoice sooner; the three-day-before-first-invoice deadline may come first.
Agencies should treat SAM data carefully, since improper disclosure can create privacy, security, and procurement integrity issues.
Payment problems often trace back to missing or incorrect unique entity identifiers or EFT indicators, so accurate document transmission to the payment office matters as much as the initial registration check.
Official Regulatory Text
(a) Unless the acquisition is exempt under 4.1102 (a), the contracting officer— (1) Shall verify that the offeror or quoter is registered in SAM (see paragraph (b) of this section) at the time an offer or quotation is submitted; (2) Should use the unique entity identifier to verify SAM registration– (i) Via https://www.sam.gov ; or (ii) As otherwise provided by agency procedures; or (3) Need not verify SAM registration before placing an order or call if the contract or agreement includes the clause at 52.204-13 , System for Award Management Maintenance, or a similar agency clause, except when use of the Governmentwide commercial purchase card is contemplated as a method of payment. (See 32.1108 (b)(2).) (b) If the contract action is being awarded in accordance with 4.1102 (a)(5), the contractor is required to be registered in SAM within 30 days after contract award, or at least three days prior to submission of the first invoice, whichever occurs first. (c) Agencies shall protect against improper disclosure of information contained in SAM. (d) The contracting officer shall, on contractual documents transmitted to the payment office, provide the unique entity identifier, or, if applicable, the Electronic Funds Transfer indicator, in accordance with agency procedures.