What documentation should I use?

• Entity Validation Document Requirements. Check this one-pager first to learn what documents to provide.
  
  
  
  
• Can I Use this Document for Entity Validation? See whether a specific type of document is allowed. Also shows what not to attach. 
• Examples of Acceptable and Unacceptable Documents 
  
  

How do I know which entity information to submit documents for? 

When going through the validation process, the upload documents screen will tell you which parts of your entity information you need to prove based on your answers on the prior screens. This is determined by your validation case and your entity, not your entity type. For example, some universities may not be required to submit any documentation, while others may be required to submit documents proving some or all of their entity information. Once you find out which information you need to document, use the above PDFs to help you decide which documents to submit. 

General Document Guidance

If you reach the “Document Entity Details” page, you must attach one or more documents that prove the information listed on the page.

• Review the PDFs at the top of this article to be sure you submit only documents that are likely to be accepted. If you do not have a valid document listed on the PDF, you will need to obtain one.
• The documents may need to prove your entity’s legal business name (KB0058175), physical address (KB0058176), start year (KB0059235), and state of incorporation (KB0059570) or national identifier (KB0059707).
• Use as many attachments as needed to verify your information. 
• Attachments must be in English. See the note below on translation.
• Allowable file types are: PDF, PNG, JPG/JPEG, BMP.
• Document errors can often result in rejection. To view common errors refer to: 7 Common Reasons Entity Validation Documents Get Rejected (KB0059705)

Note: Do not try to validate a post office box. It is not a physical address (KB0058176) and will not pass validation. Use the physical address where you do business. If you use a virtual office, use the address where you keep your records. This may be your home address. 

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.