Suspension and Debarment (SAM.gov) Verification Log

Use it before awarding a contract, subaward, or other covered transaction when you need to document that the entity was not suspended, debarred, or otherwise excluded. It is especially useful when your process requires a dated record of the search, the result, and who reviewed it. If the award is renewed or extended, many organizations also repeat the check and add a new log entry. This template is not for general vendor onboarding unless the transaction is subject to suspension and debarment screening.

The person performing the SAM.gov search should complete the verification fields and attach or note the record URL. A reviewer with procurement, grants, finance, or compliance responsibility should then attest to the result. If your organization separates duties, the searcher and attestor should be different people to preserve the audit trail. The follow-up owner should be the person responsible for resolving any match, exception, or missing information.

Use the identifier your organization relies on to distinguish the entity, such as a legal entity name plus an internal vendor ID, UEI, or other approved reference. Keep the field aligned with the identifier used in your award file so the log can be matched later. Avoid entering unnecessary PII or extra notes that are not needed to prove the verification. If the entity name changes or there are multiple locations, record the exact name used for the search.

An exception is any result that prevents a straightforward clearance, such as a potential name match, incomplete search results, an expired or unclear record, or a need for manual review. It can also include cases where the entity cannot be confidently matched to the SAM.gov result. The exception review section helps route the issue to the right owner and due date. If your policy requires escalation, document that path here rather than leaving the record incomplete.

At minimum, many organizations check before award and again if the award is modified, renewed, or extended. Some programs also require periodic rechecks for active vendors or subrecipients, depending on internal policy and risk level. The right cadence depends on your grant terms, procurement rules, and how long the relationship lasts. This template can be reused as a recurring log so each check has its own dated record.

Yes, it is designed to create a clear audit trail showing when the search was done, what was found, and who attested to it. That helps support internal controls and demonstrates that the organization took reasonable steps before award. The log also makes it easier to show how exceptions were handled and closed. Keep the record with the award file so it is easy to retrieve during review or monitoring.

Yes, you can add fields for internal approval status, award amount, funding source, or a link to the related contract or subaward record. You can also use conditional logic to show exception fields only when a match or issue is found. If your team uses a different screening source in addition to SAM.gov, add a separate field rather than overloading the search notes. Keep the form focused on the minimum necessary information needed to document the check.

A structured log makes the verification repeatable, easier to review, and less likely to miss key details like the search date, result status, or reviewer attestation. It also reduces confusion when multiple people touch the same award file. An ad hoc note may prove that someone looked, but it often fails to show exactly what was searched and how exceptions were resolved. This template turns that process into a consistent record.