Navigating government contracts or grants involves familiarity with SAM and CAGE codes. Though they might sound intimidating at first, understanding these essential identifiers can open up a world of opportunities for your business.
In this article, you’ll learn everything you need to know about SAM and CAGE codes, from the types of documents you'll need for validation purposes to frequently asked questions.
Who will need a SAM/CAGE code?
Any entities doing business with the U.S. federal government must have an active SAM registration and a CAGE code.
If you fall into any of the following categories, you should consider obtaining these codes:
- Large corporations and small businesses: Whether you’re a multinational corporation or a small local business, if you want to bid on federal contracts or grants, you need a SAM/CAGE code. This registration makes your business eligible for a share of valuable federal funding and contracting opportunities.
- Individual business owners: If you’re running your own business and wish to enter into contracts with the federal government, you need to be registered in SAM and have a CAGE code. This will render you eligible for federal contracting opportunities.
- Charitable, educational, and other nonprofit organizations: If your nonprofit is hoping to receive federal funds or grants, having a SAM/CAGE code is essential. It enables you to access financial assistance and participate in government programs.
- Educational institutions: Universities and colleges seeking federal funding for research or other programs need to be registered in SAM. This allows access to grants and financial assistance for various academic projects.
In summary, if you’re looking to engage in federal contracting, access government grants, or be recognized as a legitimate and credible partner for government-related activities, you’ll need a SAM/CAGE code.
What is a SAM code?
A SAM code, or more accurately, a registration within the System for Award Management (SAM), is a key part of the broader registration process. Whether you're a business, organization, or individual, you must be registered in SAM if you want to snag federal contracts, grants, or loans. The registration process involves providing detailed information about your entity, from business operations to financial details. It’s kind of like setting up a detailed online profile, but for your business.
The SAM system is designed to simplify and streamline federal procurement by consolidating several older, less convenient systems into one. Before SAM, you would have had to navigate multiple databases like the Central Contractor Registration (CCR), the Federal Agency Registration (FedReg), the Online Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS). Now, with SAM, all these systems are combined into a single, more manageable platform, making the process easier and more efficient.
Once you complete your registration, you’ll receive a SAM number. This number is a confirmation that your entity is now eligible to do business with the government.
Will I need to renew my SAM registration?
Yes. You’ll need to renew your SAM registration each year to ensure that your business remains eligible for federal contracts and grants. This annual renewal is essential to maintain an active status in the SAM database. If your registration lapses, you risk losing your eligibility and having to go through the entire process again.
What is a CAGE code?
A CAGE code, short for Commercial and Government Entity code, is a five-digit ID number assigned by the Defense Logistics Agency (DLA). It’s an important part of the SAM registration process, so if you’re aiming to do business with the U.S. government, you’ll need one of these. Unlike your social security number (SSN) or your Employer Identification Number (EIN), which are sensitive and should be kept private, your CAGE code is designed to be publicly accessible. It’s used in various government systems to identify and track businesses.
Your CAGE code is your key to eligibility for federal contracts and grants. It ensures that your business is properly vetted and tracked in government databases, making the procurement process quicker, smoother, and more transparent.
Can I use my CAGE code overseas?
While the CAGE code is primarily used in the United States, it’s also recognized internationally. This makes it valuable for businesses involved in global trade or working with foreign governments. So, if you’re expanding your horizons beyond the U.S., your CAGE code can still serve as a reliable reference.
Will I need to renew my CAGE code?
It depends. For U.S.-based entities, CAGE codes obtained after August 26, 2016 will need to be renewed every five years. If your CAGE code was obtained before this date, it does not expire. However, keeping your SAM registration current will ensure your CAGE code information is also up-to-date.
Requirements for applying for a CAGE/SAM code
If you’re looking to obtain a CAGE/SAM code, there are specific requirements your business needs to meet.
To make the process smoother, here’s a breakdown of what you’ll need:
- Legal business name
- Physical address and validation documents: For your entity to be validated, you must provide specific documentation.
- Mailing address (if different from your physical address)
- Taxpayer Identification Number (TIN) and taxpayer name: Businesses and organizations must provide their TIN/EIN, while sole proprietors may use their Social Security Number (SSN).
- Banking information: Your bank’s routing and account numbers.
Entity information
You’ll also need to provide detailed information about your entity:
- Entity type: Business, non-profit, government agency, etc.
- Entity structure: Corporation, LLC, sole proprietorship, etc.
- Business types and classification: Small business status (if applicable) and socio-economic status (e.g., women-owned, veteran-owned, minority-owned, HUBZone, etc.)
- State of incorporation (if applicable)
- Date of incorporation
- SAM code: In order to apply for a CAGE code, you must first register for a SAM code.
- North American Industry Classification System (NAICS) code
Notarized letter
Anyone registering for a SAM number must submit a notarized letter. The purpose of this notarized letter is to identify an Entity Administrator for your business (i.e. a person authorized to make changes to your SAM account) and confirm the accuracy of the information contained within your registration.
You only need to send in a notarized letter once. If you are renewing your SAM registration and have already submitted a notarized letter, you needn’t worry about this requirement.
Eligibility for foreign businesses
It’s important to note that eligibility for a SAM/CAGE code is not limited to U.S. businesses. Foreign businesses and organizations that need to do business with the U.S. government can also apply. For these entities, the process includes obtaining a NATO CAGE (NCAGE) code through the NATO Codification System before completing the SAM registration.
Physical address rules and requirements
When registering for SAM and CAGE codes, your physical address must meet certain criteria to ensure legitimacy and proper identification.
What can be used as a physical address
For a physical address to be valid, it must satisfy one of the following conditions:
- Business is consistently conducted at this address
- Business records are securely kept at this address
Additionally, your physical address must match the address used in other official business documents, such as tax filings and business licenses.
What cannot be used as a physical address
Address types typically rejected include short-term virtual locations, such as PO boxes, personal mailboxes, mail forwarding addresses, or virtual addresses.
Common addresses accepted for SAM/CAGE codes
| Address type | Valid | Additional comments |
|---|---|---|
| Residential address | Yes | Must be the primary location where business operations are conducted or record books are maintained. |
| Commercial office address | Yes | Must be a verifiable office location. |
| Business address | Yes | Must have a verifiable suite number. The majority of the operations should be performed from that address. |
| PO box address | No | Not considered a physical address. |
| Virtual mailbox address/mail forwarding service | No | Not considered a physical address. |
| Temporary housing (e.g., hotel) | No | Not considered a physical address. |
| Shared residential address (e.g., roommates) | No | Not considered a primary business address. |
| Registered agent/incorporator services address | No | SAM/CAGE requires a physical address that reflects where the business is actually conducting its operations, or where business records are securely kept. A RA/Incorporator address does not meet these requirements. |
See the full chart of acceptable physical addresses here.
How to get a SAM/CAGE code
This updated guide will walk you through each step to ensure your business is properly registered and ready to pursue federal contracts and grants. Here are the steps you’ll need to take to acquire your SAM/CAGE codes:
Step 1: Gather Required Information
Before you start your SAM registration, make sure you have the following information ready:
- Physical and mailing addresses
- Validation documents
- General business information: Business size, ownership details, etc.
- Banking information: Routing number, account number, and bank name.
- Taxpayer Identification Number (ITIN) or Employer Identification Number (EIN)
Step 2: Register in SAM
Once you have your required information, you can start the SAM registration process:
- Create a user account: Go to the SAM website, click "Sign In," and then "Create an Account." Follow the prompts to set up your account.
- Log in and start registration: After creating your account, log in, click "Register/Update Entity," and then "Register New Entity."
- Complete the registration: Follow the on-screen instructions to complete your registration. Enter all required information, certify your registration, and submit it.
Step 3: Obtain a CAGE Code
After completing your SAM registration, a CAGE code will be automatically assigned if you don’t already have one.
- Automatic assignment: The Defense Logistics Agency (DLA) assigns the CAGE code as part of the SAM registration process.
- Email notification: You will receive an email notification with your assigned CAGE code, which will also be included in your SAM profile.
For entities outside the U.S., you’ll need a NATO CAGE (NCAGE) code before completing the SAM registration. For U.S. entities, CAGE codes obtained after August 26, 2016, must be renewed every five years.
Step 4: Acquire a Unique Entity Identifier (UEI) number
You’ll also be assigned a Unique Entity Identifier (UEI) number (previously referred to as a DUNS number) as part of the SAM registration process. Your UEI number is a unique, 12-digit ID that never expires.
Step 5: Verify and Maintain Your Registration
Finally, you should log in to SAM and check that all information is accurate and that your CAGE code is listed correctly.
- Maintain your registration: Be sure to update your SAM registration annually or whenever there are significant changes to your business information. Keeping your details current ensures compliance and avoids potential penalties.
If you need extra help with any of the aforementioned steps, there are several resources available. You can reach out to the SAM Help Desk or DLA Customer Interaction Center for specific questions about SAM and CAGE codes.
SAM/CAGE FAQs
What is SAM used for?
SAM is a government-wide portal that consolidates several federal procurement systems (CCR/FedReg, ORCA, and EPLS). It is used to manage the process of federal procurement, contracts, grants, and loans.
What are the requirements for SAM?
To register in SAM, you need to provide detailed information about your entity, including business operations, financial details, and points of contact. You also need to renew and update your information regularly.
Who needs to register in SAM?
Any business, organization, or individual seeking to receive federal contracts, grants, or loans must register in SAM.
Can I file for SAM registration on my own?
Yes, you can file for SAM registration on your own through the SAM website.
Is there a cost to register in SAM?
No, registering in SAM is free.
What is a CAGE code?
A CAGE code is a unique identifier assigned to entities doing business with the federal government.
How can I find my CAGE code?
If you are registered in SAM, you can find your CAGE code on your entity registration record. You can also search for your CAGE code on the DLA’s public website.
Do I need a CAGE code for SAM registration?
Yes, obtaining a CAGE code is part of the SAM registration process.
How do I get a CAGE code?
When you register in SAM, a CAGE code will be assigned to you as part of the registration process.
How do I update my CAGE code information?
You can update your CAGE code information through your SAM account.
Can a company have multiple CAGE codes?
Yes, a company can have multiple CAGE codes if it operates multiple business units or locations.
How long does it take to get a CAGE code?
It typically takes a few days to a couple of weeks, depending on the completeness and accuracy of the submitted information.
Is the Unique Entity ID the same as an EIN?
No, the Unique Entity ID (UEI) is not the same as an Employer Identification Number (EIN). The UEI is used for identifying entities within the federal government's SAM system, while the EIN is issued by the IRS for tax administration purposes.
How can I view my Unique Entity ID or entity registration record?
You can view your Unique Entity ID (UEI) and entity registration record by logging into your SAM account. Once logged in, navigate to your entity’s profile, where the UEI and other relevant information will be displayed.
Need a physical address to get started?
VPM’s TruLease address service provides you with a physical address that meets SAM/CAGE requirements for you entity. Whether you're a new business or expanding your operations, TruLease offers a convenient and reliable address solution that allows you to focus on growing your business.
