Full text
Do Not Pay Portal Quick Reference Card
Is SAM the same thing as EPLS and CCR?
Yes, the System for Award Management (SAM)
consolidated various databases into one central
database. The Excluded Parties List System (EPLS), is
now SAM Exclusion Records, and the Central Contractor
Registration (CCR), is now SAM Entity Registration
Records, is included within the centralized SAM
database.
Does my agency need to use SAM?
In accordance with the Federal Acquisition Regulation
(FAR) 4.1102 states that prospective contractors shall
be registered in SAM (which includes online
representations and certifications) prior to contract
award (with some exceptions) and FAR clause 52.204-7
(b)(1) currently requires the offeror to acknowledge the
requirements that a prospective awardee shall be
registered in SAM prior to award.
The FAR states the following about exclusions:
“Contractors debarred, suspended, or proposed for
debarment are excluded from receiving contracts, and
agencies shall not solicit offers from, award contracts
to, or consent to subcontracts with these contractors,
unless the agency head determines that there is a
compelling reason for such action (see 9.405-1(a)(2),
9.405-2, 9.406-1(c), 9.407-1(d), and 23.506(e)).
Contractors debarred, suspended, or proposed for
debarment are also excluded from conducting business
with the Government as agents or representatives of
other contractors.
What is the difference between SAM Exclusion
Records and SAM Entity Registration Records?
SAM Exclusion Records contains the data for all active
exclusion records entered by the federal government
identifying those parties excluded from receiving
federal contracts, certain subcontracts, and federal
financial and non-financial assistance and benefits.
Does the DNP Portal show if an entity has federal
debt in SAM?
Yes, the Debt Subject to Offset data element displays
Values: Y and N. Yes/No flag (whether entity has a
delinquent federal debt. A non-entry [-] indicates that this
registrant has not yet been verified with Treasury. Foreign
registrations are not verified. The DNP Portal also offers
access to the Treasury Offset Program (TOP) Debt Check
data source which provides federal debt data. You must
request access to TOP Debt Check in addition to the SAM
data sources.
How do I gain access to SAM through the DNP
Portal?
To initiate the enrollment process, send an e-mail to
FPFIoutreach@fiscal.treasury.gov.
The content of this Quick Reference Card was compiled to provide answers to frequently asked questions related to SAM. Content was found through research of the data source website,
Federal Acquisition Regulation (FAR), and Office of Management and Budget (OMB) Memorandum M-21-19. FPFI does not own content listed within this data source.
SAM Entity Registration Records contains entity
registration data publicly available under the Freedom of
Information Act for those entities registered in SAM to
do business with the federal government.
It is recommended that agencies access both data
sources. Entities may have self-registered in SAM Entity
Registration Records but may also have an active
exclusion in SAM Exclusion Records that could prevent
payment or federal assistance eligibility.
How will SAM appear in the DNP Portal?
For legal and privacy reasons, SAM is offered to federal
agencies as separate data sources, SAM Exclusion
Records and SAM Entity Registration Records. See pages
2-4 for available data elements in a match result
returned in the DNP Portal for an Online search.
How frequently is SAM updated within the DNP
Portal ?
SAM data sources are refreshed daily within the DNP
Portal ensuring up-to-date results.
Why do some matches appear different through
SAM and the DNP Portal?
The DNP Portal receives data directly from SAM but only
returns limited data fields through the DNP Portal.
How should I investigate an excluded match?
Contact the excluding agency identified in the match
result for further exclusion details. Payment or federal
award eligibility may be determined by comparing the
exclusion details to your internal business requirements.
How do I reduce false positives?
The DNP Portal offers access to restricted data sources
which provide conclusive matches. See the Public vs.
Restricted section.
Restricted vs. Public
Content provided in the DNP Portal is classified as Public or
Restricted. Eligibility to access Public and Restricted data
sources in the DNP Portal are subject to the DNP legal
review of the agency routine use of the data.
Restricted
A Restricted data source is one that requires approved or
controlled access and is not available to the general public.
Public
A Public data source is one that is available without
controls or restrictions to the general public.
How To Fix Incorrect Data
FPFI does not own the data that appears within
SAM and is unable to update its content. Contact
SAM for data inquiries or disputes.
SAM Federal Service Desk
866-606-8220
www.fsd.gov
Frequently Asked Questions
Data Elements Returned in the DNP Portal for SAM Exclusion Records
When a match occurs, the search criteria along with the corresponding SAM data elements will be returned
through the search method utilized within the DNP Portal.
SAM Exclusion Records Types
Ineligible (Proceedings Pending)
Cause: Preliminary ineligible based upon adequate evidence of
conduct indicating a lack of business honesty or integrity, or a
lack of business integrity, or regulation, statute, executive
order or other legal authority, pending completion of an
investigation and/or legal proceedings; or based upon initiation
of proceedings to determine final ineligibility based upon
regulation, statute, executive order or other legal authority or a
lack of business integrity or a preponderance of the evidence of
any other cause of a serious and compelling nature that it
affects present responsibility.
Ineligible (Proceedings Completed)
Cause: Determined ineligible upon completion of
administrative proceedings establishing by preponderance of
the evidence of a cause of a serious and compelling nature that
it affects present responsibility; or determined ineligible based
on other regulation, statute, executive order or legal authority.
Prohibition/Restriction
Cause: May be subject to sanctions pursuant to the conditions
imposed by the U.S. Department of the Treasury: Office of
Foreign Assets Control, or subject to a sanction, restriction or
partial denial pursuant to the conditions imposed by the U.S.
Department of State or federal agency of the U.S. Government.
Voluntary Exclusion
Cause: Accepted an agreement to be excluded under the terms
of a settlement between the person and one or more agencies.
Exclusion Types categorize an exclusion available through SAM
Exclusion Records based official proceedings or restrictions as
outlined in SAM.gov. For further details on Exclusion Types, see
the Important Links section.
Data Element
Definition
SSN/EIN/TIN (SAM
Exclusion-Restricted
only)
Social Security Number / Employer Identification Number / Taxpayer Identification Number of the
individual or entity on the exclusions list.
Name
Full name of individual or entity on the exclusions list.
Unique Entity
Identifier (UEI)
A twelve-character alpha numeric identifier assigned to registered entities by the General
Services Administration (GSA) for use within the System of Award Management (SAM).
Agency UEI
UEI of the agency that registered the exclusion.
Exclusion Program
Identifies if the exclusion is Reciprocal, Nonprocurement, or Procurement.
Exclusion Type
Identifies the exclusion type that the exclusion falls under. Exclusion type is the successor to the
CT code identifying the exclusion reason. Exclusion Type is a simplified, easier to understand way
of identifying exclusion reasons. The types are generally “Prohibition/Restriction”, "Voluntary
Exclusion", or “Ineligible”. In some cases the type may indicate “Proceedings Pending” or
“Proceedings Completed.”
Exclusion Description
This field provides the Agency performing the exclusion space to enter additional information as
necessary, often an explanation on why the entity is being excluded.
Exclusion Date
Identifies the date that the exclusion is/was to be terminated. If "indefinite" is in this field, there
is no set date that the exclusion will terminate.
Agency
The name of the agency that assigned the exclusion to the entity or individual.
Cage Code
Commercial And Government Entity (CAGE) Code is a five-character ID number used extensively
within the federal government, assigned by the Department of Defense’s Defense Logistics
Agency (DLA).
SAM Number
The internal number used by SAM to identify exclusion records—since only Firm exclusion
records are required to have a UEI, SAM needed a way to uniquely track exclusion records of
other Classification Types.
Action Date
The date that the exclusion became active.
Create Date
Identifies when the data was first entered into SAM Exclusions.
National Provider
Identifier (NPI)
The NPI replaced the Unique Personal identification Number (UPIN) as the unique number used
to identify health care providers other than by Social Security Numbers (SSNs). The Centers for
Medicaid & Medicare Services first began assigning NPIs in 2006, and providers were required to
use NPIs as of mid-2008.
Address, City, State,
Country, Zip
Address of the individual or entity on the exclusions list.
Classification
Classification Type: Individual, Firm, Vessel, or Special Entity Designation
Important Links
SAM FAQs
https://sam.gov/content/help
Data Correction Contacts
https://fiscal.treasury.gov/dnp/privacy-program.html#data-
correction-process
FAQs
https://fiscal.treasury.gov/dnp/faqs.html
FPFI/DNP Contact
FPFIoutreach@fiscal.treasury.gov
Data Elements Returned in the DNP Portal for SAM Entity Registration Records
When a match occurs, the search criteria along with the corresponding SAM data elements will be returned through the search method utilized within the DNP Portal.
Data Element
Definition
Registration Status
Current status of the registration. It is the SAM Extract Code field in the
monthly SAM Entity file. Values are Active and Expired.
CAGE / NCAGE
Commercial and Government Entity (CAGE) / NATO Commercial and
Government Entity (NCAGE) is a unique identifier assigned to an entity which
provides a standardized method of identifying a given facility at a specific
location.
Legal Business Name
SAM Legal Business Name.
Doing Business As (DBA)
The commonly used other name, such as a franchise, licensee name, or an
acronym. This name must be different from the Legal Business Name.
Division Name
Company Division Name. If you do business or are identified as a division of a
larger company.
Division Number
Company Division Number. If a number identifier commonly distinguishes your
division.
Company Uniform
Resource Locator (URL)
Corporate URL. Entity's web page URL.
Unique Entity Identifier
(UEI)
A twelve-character alpha-numeric identifier assigned to registered entities by
the General Services Administration (GSA) for use within the System of Award
Management (SAM).
Electronic Funds
Transfer (EFT) Indicator
A four-character suffix to the UEI. The suffix is assigned at the discretion of the
commercial, nonprofit, or government entity to establish additional SAM
records for identifying alternative EFT accounts for the same entity. Used to
identify alternative EFT accounts for the same entity at the same physical
location.
DoDAAC
The Department of Defense Activity Address Code (DoDAAC) is a six position
code that uniquely identifies a Department of Defense (DOD) unit, activity, or
organization that has the authority to requisition, contract for, receive, have
custody of, issue, or ship DOD assets, or fund/pay bills for materials and/or
services.
SSN/EIN/TIN
Social Security Number / Employer Identification Number / Taxpayer
Identification Number of the individual or entity on the entity registration list.
Financial Institution
The name of the bank to use for EFT/banking purposes.
ABA Routing Number
American Banking Routing ID is a financial institution's nine-digit routing
transit number assigned by the American Banking Association (ABA).
Account Number
Account number to which EFT payments are deposited. If an award is received,
the Federal Government will use this information to process the payment.
Account Type
Account Type: C=Checking or S=Savings
Activation Date
The date on which the SAM Entity Registration Record was activated.
Data Element
Definition
Authorization Date
The date the registered entity authorized the use of the financial information
included in the SAM Registration Record related to the acquisition of
government goods or services.
Initial Registration Date
The date on which the entity was first registered with SAM.
Fiscal Year End Close
Date
The date on which the entity ends their fiscal year; this is the same day/month
every year for a given entity.
Last Updated Date
The date on which the SAM Entity Registration Record was last updated.
Physical Street Address 1 D&B Registration Physical Street Address 1
Physical Street Address 2 D&B Registration Physical Street Address 2
Physical City
D&B Registration Physical City
Physical State
D&B Registration Physical State
Physical Foreign Province D&B Registration Physical Foreign Province
Physical Zip
D&B Registration Physical Zip Code
Physical Country
D&B Registration Physical Country
Mailing Name
Mailing Name. Full name: First, Middle, and Last. Comes from the Government
Business Point of Contact name fields.
Mailing Street Address 1
Mailing Street Address 1 (if unable to receive mail at physical address.)
Mailing Street Address 2
Mailing Street Address 2 (if unable to receive mail at physical address.)
Mailing City
Mailing City (if unable to receive mail at physical address.)
Mailing State
Mailing State (if unable to receive mail at physical address.)
Mailing Foreign Province
Mailing Foreign Province (if unable to receive mail at physical address.)
Mailing Zip
Mailing Zip Code (if unable to receive mail at physical address.)
Mailing Country
Mailing Country (if unable to receive mail at physical address.)
Business Start Date
Date the entity was formed or established.
Expiration Date
The date when the entity's registration expires.
Debt Subject to Offset
Debt Subject to Offset. Values: Y and N. Yes/No flag (whether entity has a
delinquent federal debt. A non-entry [-] indicates that this registrant has not
yet been verified with Treasury. Foreign registrations are not verified.
Data Elements Returned in the DNP Portal for SAM Entity Registration Records (Cont.)
The following are subfield data elements selectable within the DNP Portal. All subfields are automatically included in the report generated by the Save/Print Detail hyperlink.
Organization Code
Data Element
Definition
Organization Code
The structure of the entity as defined by the Internal Revenue Service (IRS).
Example values include 2J-Sole Proprietorship, 2L-Corporate Entity (Not Tax
Exempt), CY-Country - Foreign Government, and X6-International
Organization.
Business Code Data
Element
Definition
Business Code
Description
Translation of a 2 digit Small Business Administration (SBA) Business Type code
into a textual description of the code. Examples include: 20: Foreign Owned
and Located, A3: Labor Surplus Area Firm, A2: Woman Owned Business, 23:
Minority Owned Business, etc.
Disaster Response
Data Element
Definition
Display Description
Textual description of the Area Served or the services rendered for the
Disaster Response Registry. Example value is "Geographic Area Served.”
Display Value
The state, city, county, or MSA where the service was rendered. Examples:
"Any Area- Any Area" and "State - North Carolina."
NAICS Data
Element
Definition
Emerging Small Business
Indicator
Any small business concern whose size is no greater than 50 percent of the
numerical size standard applicable to the Standard Industrial Classification
( SIC ) code assigned to a contracting opportunity.
NAICS Code
North American Industry Classification System (NAICS) Codes. A method for
classifying business establishments.
NAICS Description
Expanded definition of NAICS Code.
Small Business Indicator
Certified as a Small Business by the Small Business Administration.
Product Service
Code Data Element
Definition
Product Service Code
Four-character, and alpha-numeric codes. Product service codes are used by
the United States government to describe the products, services, and research
and development purchased by the government.
Product Service Code
Description
Textual description of Product Service Code. Explains the meaning of the four
digit code.
Federal Supply
Classification Data
Element
Definition
Federal Supply
Classification Code
Federal Supply Classification Code: A subset of Product Service Code. Federal
Supply Class (FSC) codes are used to group products into logical families for
management purposes. They are four-digit fields.
Federal Supply
Classification Description
Textual description of Federal Supply Classification Code. Explains the
meaning of the four digit FSC.
SBA Code Data
Element
Definition
SBA Code
Small Business Administration Code. Examples include: A4, A6, JT, XX
SBA Description
Textual description of the SBA Code
Address
Information
Data Element
Definition
Name
Point of Contact name
Address 1
The first line of the address
Address 2
The second line of the address
Address Type Code
Indicates which address type is captured
City
City
State
State
Fax
Fax Number
Foreign Province
Foreign Province; if outside the United States, this would be the Province of
the foreign country
Country
Country
US Phone
US Phone Number
Zip
Postal Zip Code