Before you get started, make sure you can officially document your entity’s
- Legal business name
- Physical address (no P.O. boxes or virtual offices)
- Start year
- National identifier (non-U.S. entities only)
- Country or state of incorporation, if applicable
NOT AVAILABLE NORTH AMERICA CONTINENT WEST (E.G. DOM TEMP) (DRAFT)
Confirm Entity Information
YOU ARE DOCUMENTING
What is an authorized or certified document?
An authorized or certified document is one that has been verified by an authoritative source outside of your entity, usually a government. This is normally evidenced by a stamp, seal, or other physical indication that the authority has processed the document. You cannot self-certify if you are a government entity. You also cannot use copies of federal awards because the validation must be external to both the federal awards process and the entity. Entity Validation Service (EVS) allows the use of other federal documents, like IRS receipts, because they are outside of GSA.
If Some of Your Documentation Contains Out-of-date Information
If you are providing documentation that is not current (e.g. with an old entity name or address) to document one part of your entity information, you must also submit documentation with your entity’s current name and address. In the details box on SAM.gov, indicate which information is current and why there was a change.
For
example, if you provide your articles of incorporation to show your
start date, but your legal business name has since changed, you must
submit another document that shows your current legal business name and,
if available, a document that links the two legal business names.
A Note on Translation
The federal government may require copies of business records or other civil documents from an entity to support assignment of a Unique Entity ID. If you submit a document containing foreign language to SAM.gov, you must also include a full English language translation of that document. You will attach a copy of both the original document and the full English translation.
The translator must certify the translation as complete and accurate, and by the translator’s certification, assert that he or she is competent to translate from the foreign language into English.
We suggest using this format which includes the translator’s name, signature, address, and certification date on the translated document.
Certification by Translator
I [insert typed name], certify that I am fluent (conversant) in the English and [insert foreign language] languages, and that the above/attached document is an accurate translation of the document attached entitled [insert translated document name].
[Signature]
[Typed Name]
[Address]
[Certification Date]
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