How to Check SAM.gov Registration Status (Step by Step)
You can check your SAM.gov registration status in two ways. If you have a role in the entity, sign in to SAM.gov, open Workspace and look at your entity's status and expiration date. If you don't, use the public Search → Entity Information lookup with your UEI or legal business name. You can only receive a federal grant if the status reads Active Registration. Every other status, including Inactive (expired), Work in Progress and Submitted (in review), means you can't get an award yet (EXIM; 2 CFR 25.200).
Which option is right for you?
Use the signed-in Workspace view if you manage the registration, and the public search if you only need a quick look.
| Your situation | What to pick first | First page to open |
|---|---|---|
| Beginner or first-time applicant who just submitted a registration | Check Entity Status tool (sign-in required). It shows where a new submission is in processing | SAM.gov home → Check Registration Status (GSA bulletin) |
| Entity Administrator or grants staff checking before each deadline (daily work use) | Workspace dashboard. It shows status, expiration date and the Renew Entity action | SAM.gov → Sign In → Workspace (EXIM) |
| No SAM.gov login, or checking a partner or subrecipient | Public entity search. No account needed, but private records won't appear | SAM.gov → Search → Entity Information (GovCon in a Box) |
| Tight budget and you're stuck | Free help from the Federal Service Desk or an APEX Accelerator | FSD.gov or APEX Accelerators |
One-line reasons:
- Beginner: Check Entity Status shows pre-active stages like Submitted that the public search may not.
- Daily use: Workspace is the only place where you can see the expiration date and renew in the same screen.
- Budget: SAM.gov registration is "always free," so you never have to pay to check or renew (GSA).
Method 1: Check status in your SAM.gov Workspace (signed in)
If you're an Entity Administrator or have another role in the entity, Workspace is the most complete view. Here's how to use it.
Step-by-step
- Go to SAM.gov and select Sign In (top right). SAM.gov sign-in goes through Login.gov, so have your Login.gov credentials and two-factor device ready.
- In the top menu bar, select Workspace. It sits next to Sign Out (GovCon in a Box).
- Find the Entity Management area. Your entities are counted in status bubbles. For example, a "1" next to Active means one active registration. Select the bubble that shows a number (EXIM).
- In the entity list, read three things for your entity:
- Status (for example, Active Registration, Work in Progress Registration, Submitted Registration)
- UEI (a 12-character alphanumeric ID, per the DOJ)
- Expiration date
- If the expiration date is close, open the entity's action menu and choose Renew Entity. Renewing means you have to log in and actively submit. It does not happen automatically (EXIM).
What this screen tells you that the FAQ pages don't
The status bubbles group your entities by stage, so you can see right away whether something is stuck in Work in Progress (you still owe information) or in Submitted (you're waiting on validation). A grants administrator who manages several entities, such as a university with affiliated organizations, can spot a lapsed one in seconds this way.
Method 2: Use the Check Entity Status tool (best right after submitting)
The Check Entity Status tool is the official way to track a registration you just submitted or a UEI request that's still pending (GSA bulletin, Dec 2022).
Step-by-step
- Sign in to SAM.gov.
- On the home page, select Check Registration Status (also labeled Check Entity Status).
- Enter one of the following:
- Unique Entity ID or CAGE code, if you have a registration, or
- your legal business name, if you only have a UEI assigned or are still getting one (GSA bulletin).
- Read the status shown and compare it with the table in the next section.
Limitation: "Unless you are a federal government user, you must have a role assigned by an entity" to use this tool (GSA bulletin). If a consultant or former employee set up the registration, ask the current Entity Administrator to give you a role first.
Method 3: Public entity search (no login)
The public search works without an account and shows registration status and expiration date for any entity whose record is public (GovCon in a Box).
- Go to SAM.gov and select Search in the top menu.
- Choose the Entity Information domain.
- Enter the UEI or legal business name and run the search.
- Open the result to see the status and expiration date.
Who this is not for: anyone tracking a registration that isn't active yet, and entities that have set their record to private. Private records won't appear in public search (Business2Government). Public records also leave out sensitive data such as banking details and Tax ID.
What each SAM.gov status means for grant eligibility
Only Active Registration lets you apply through Grants.gov and receive an award. Federal rules require you to stay active the whole time an application is under consideration or an award is open (2 CFR 25.200).
| Status on screen | What it means (official definition, via EXIM) | Grant eligible? | What to do |
|---|---|---|---|
| Active Registration | UEI assigned and registration complete. Expires one year after submission | Yes | Note the expiration date and set a reminder 60 days before |
| Inactive Registration (what most people call "expired") | There was an active registration, but it expired | No | Renew now. Expect up to 10 business days to reactivate |
| Submitted Registration (the "in review" stage) | All required information entered; final validations in progress | Not yet | Wait. Watch your email and don't edit unless asked |
| Work in Progress Registration | Started, but more information is needed | No | Open the registration and finish the missing sections |
| ID Assigned | You have a UEI, but no full registration was started | Depends on the program. Many grants need a full registration | Check the funding notice. Start a full registration if it requires one |
| Pending ID Assignment | In Entity Validation; a Federal Service Desk incident is under review | No | Respond to any FSD request for documents |
A note on terms: SAM.gov doesn't use the words "Expired" or "In Review" as status labels. Those everyday terms match Inactive Registration and Submitted Registration (or Pending ID Assignment if your entity is stuck in validation) (EXIM).
Why "Active" on SAM.gov isn't always enough on the same day
Grants.gov says that once your SAM registration is active, it can take 24–48 hours before that information reaches Grants.gov and you can submit (Grants.gov help). Agency systems can add more time. NSF, for example, takes up to two business days to receive new SAM data (NSF SBIR). For example, if your registration turns Active the morning of a deadline, you could still miss that deadline.
Common mistakes and how to fix them
Most status problems come from timing, access or contact details, not from the registration itself.
- Waiting until deadline week to renew. The DOJ advises starting registration or renewal 30 days before any deadline (DOJ JustGrants). Processing can take up to 10 business days (Grants.gov quick start), and NSF warns that it can take up to a month (NSF SBIR).
- Ignoring renewal emails. SAM.gov sends reminders 60, 30 and 15 days before expiration (EXIM). They always come from a .gov address (GSA). If a reminder went to a former employee, add a current administrator.
- Assuming the renewal happened automatically. Nothing renews until someone selects Renew Entity and submits (EXIM).
- Mismatched emails between systems. Grants.gov asks you to use the same email for your SAM.gov electronic business point of contact and your Grants.gov registration (Grants.gov quick start).
- Paying for a "renewal" email you didn't expect. Registration in SAM.gov is always free. Messages that demand payment don't come from the government (GSA; BBB).
- Getting "no results" in public search. Your record may be private or not active yet. Sign in and use Workspace or Check Entity Status instead.
Next steps
The fastest way to protect your eligibility is to confirm your status today and put the expiration date on your calendar.
1. Do it yourself today
- Sign in, open Workspace, and write down your status, UEI and expiration date.
- If the expiration date is within 60 days, select Renew Entity now. Don't wait for the last reminder.
- Make sure at least two current staff members hold roles in the entity, so renewal emails and access don't depend on one person.
2. If you'd rather not do it yourself
- Federal Service Desk (FSD.gov) costs nothing and answers SAM.gov questions directly. Suits: anyone with a specific error or a stuck validation. Not for: people who want someone else to do the work. FSD guides you but won't complete the registration for you.
- APEX Accelerators (formerly PTACs) give free, hands-on help with SAM.gov registration through local offices across the U.S. (SBIR.gov; NM APEX example). Suits: small businesses, especially those also thinking about federal contracts. Limitation: they focus on government contracting, so a grant-only nonprofit or individual researcher should ask the local office whether they serve their case. Wait times vary by office.
- Paid registration services or grant consultants charge fees that vary by provider (as of October 2026; check the provider's official page). Suits: organizations with no staff time and complex ownership structures. Not for: anyone on a tight budget. GSA points out that paid help is never required, and some services are misleading (GSA). If you hire one, keep your organization as Entity Administrator.
3. Related guides on Grant Radar Grant Radar doesn't have related guides on UEI setup, Grants.gov registration or renewal checklists yet. Check the Grant Radar home page for new guides as they're published.
FAQ
How long does it take for SAM.gov registration to become active?
Grants.gov says to allow up to 10 business days if your documents (validated address, Tax ID) are in order (Grants.gov). NSF notes that it can take up to a month when information is incomplete (NSF SBIR). Add 24–48 hours after activation before Grants.gov recognizes it (Grants.gov help).
Can I check SAM.gov registration status without logging in?
Yes. Use Search → Entity Information and enter the UEI or business name. Records set to private won't appear, and a registration that isn't active yet may not show up either, so sign in and use Workspace in those cases.
How often do I need to renew my SAM.gov registration?
Every year. Registrations expire one year after submission, and federal rules require you to review and update your information annually (EXIM; 2 CFR 25.200). Renewal reminders arrive 60, 30 and 15 days before expiration.
Can I apply for a grant if my SAM.gov status is "Submitted"?
You can prepare your application, but you can't submit it through Grants.gov until all registration steps are complete and the status is Active (Grants.gov help). Check your funding notice too, because some agencies set their own registration deadlines.
What happens if my SAM.gov registration expires during an open award?
Your status changes to Inactive, and you no longer meet the rule to stay active while you hold an award (2 CFR 25.200). For example, NSF says it will block award approval actions if a registration isn't revalidated (NSF SBIR). Renew right away and tell your program officer.
Sources
- EXIM: SAM.gov and Unique Entity Identifier (UEI) Requirements
- GSA bulletin: Checking Your Entity's Status on SAM.gov (Dec 2022)
- GSA bulletin: Beware of Misleading Marketing, Imposters, and Phishing (May 2023)
- eCFR: 2 CFR Part 25
- Grants.gov: Applicant Quick Start Guide
- Grants.gov Help: Register with SAM
- DOJ JustGrants: Resources for Using SAM.gov
- NSF SBIR/STTR: Unique Entity ID
- Federal Service Desk (FSD.gov)
- SBIR.gov: Working with Procurement Technical Assistance Centers
- NM APEX Accelerator: Registrations & Certification Assistance
- BBB Scam Alert: Third parties and government grant registration
- GovCon in a Box: How to check SAM.gov registration status
- Business2Government: SAM.gov Status Meanings
Spotted something out of date or wrong? Tell us at shigoto.ai.note@gmail.com. We check every guide against its official sources.