How can I become the administrator for my non-federal entity registration?


If you’re an employee, officer, or board member of an entity, you can send the Federal Service Desk (FSD.gov) a request to become an administrator for your entity registration. You need an Entity Administrator Appointment Letter (EAAL) to gain access as an Entity Administrator for SAM.gov for the following reasons:

    1. The administrator has left the organization 
    2. A registration exists, but there is no administrator 
    3. Access to the administrator account has been lost

Before submitting an EAAL, check with your organization to see if your entity already has an administrator. If it does, the existing administrator can assign you the role  (KB0036075), which is much faster and simpler. 

If you manage entity registrations as a service, you may not request or receive an administrator role (KB0067413). You can still provide the service, but you must use the Data Entry role to do so.

If you meet the requirements for requiring Entity Administrator access, use these steps.
 

Step 1: Choose the Letter Template You Need

Select the letter template that best matches your situation from the three provided. When you identify the template you need, download it. No changes can be made to the template. The information submitted should be only for the fields required. 

Use this template for a single domestic entity located in the U.S. or its outlying areas or any single entity that uses banking information from a U.S. financial institution in its SAM.gov entity registration.

Use this template for multiple domestic entities located in the U.S. or its outlying areas or multiple entities that use banking information from U.S. financial institutions in their SAM.gov entity registrations. 

Use this template for a single international entity that does not use banking information from a U.S. financial institution in its SAM.gov entity registration. This template does not require notarization. 
 

Step 2: Complete the Template

Once you’ve downloaded your template, follow these steps to complete it. 

  1. Complete all fields in the template to complete your letter. 
  2. Print the letter on your entity's letterhead. If you don't have letterhead, put your entity's legal business name and physical address at the top of the letter before printing. 
  3. If required, someone with signatory authority (who can make commitments on behalf of your entity) must take the completed letter to a notary and sign the letter in the notary’s presence.  

Step 3: Create a SAM.gov User Account (if necessary)

As the new Entity Administrator, you must create a SAM.gov user account (KB0017363) if you do not already have one. The FSD can not process your request if you do not have a SAM.gov user account with the email address you provide in the letter.
 

Step 4: Submit Your Letter to FSD

Scan your letter and submit it to the FSD:

  1. Sign in to FSD.gov with the same Login.gov account you use to sign in to SAM.gov. 
  2. Scroll to the bottom of the page and select Create an Incident.
     
    Screenshot of the bottom of the FSD.gov page which offers options in case the user still has questions. 2 rectangular buttons in white against a light blue background, the first is titled "Create an Incident" and is highlighted with a red rectangle. The second button is titled Live Chat.
    1. In the System Name field, select SAM (System for Award Management).  
       
      Screenshot of the create an incident page with empty fields available. The first field is titled System Name and has System for Award Management (SAM) selected from the dropdown menu.
        
    2. In the Issue Type field, select Role Management.
    3. In the Issue Type 2 field, select Entity Administrator Appointment Letter.
       
      Screenshot of Issue type fields when creating an incident on FSD.gov
       
    4. Complete the remaining fields. Fields marked with an asterisk (*) are required. All other fields are optional.
    5. Select the Add attachments link (the paperclip icon) and attach your scanned letter.
        
      Screenshot of create an incident page with add attachments icon highlighted with a red circle.
        
    6. When you have completed all required information and attached your letter, select Submit.
       
      Screenshot of create an incident screen with submit button highlighted with a red circle.
       

You will receive a confirmation email with your incident number when you submit your letter. Processing times vary and reviews are completed in the order received. Entity Administrator Appointment Letters can not be expedited. 

You will receive an email from the FSD  when the letter review is complete. This email says if you are approved or if you need to make corrections. If information must be edited, you must submit a new letter with a new notary signature and seal so that we can process it. If you do not get a new notary signature, it may be denied.  You can check the status of your active incidents in the FSD.gov portal (KB0017853).

 

Helpful Tips

To increase the chance that your Entity Administrator Appointment Letter is approved: 

  1. Use one of the templates provided in these instructions and complete the template in its entirety.
  2. Review the instructions to ensure you submit the appropriate template and all required information. 
  3. Use your company or organization letterhead and have your company President, CEO, or other authorized signature authority physically sign it since electronic signatures are not accepted.
  4. Avoid these main causes of rejection:
    • Information not matching. Be sure the information you enter into the template is accurate and complete. Otherwise, you may be required to submit a new hard copy of your Entity Administrator Appointment Letter, which will delay processing.
      The following information for the appointed Entity Administrator must match the information found in the new Administrator’s SAM.gov user account:
      • Name
      • Email address
      • Phone number
        The following information must match the information on your current entity registration:
      • Unique Entity ID
      • Legal business name
      • Entity’s physical address
    • Missing characters in the Unique Entity ID. Include all twelve characters of your Unique Entity ID. Double-check the Unique Entity ID for accuracy against your entity registration.
    • Notary Section Completed Incorrectly. The notary's name and seal should only be listed in the Signature/Name of Notary section. The paragraph should include information of the Signatory/Entity of the letter.

      As of 7/27/2023, notarization within the same state as the entity is no longer required for entities that have multiple locations as long as all other notary requirements are satisfied.