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compliance

Suspension and Debarment (SAM.gov) Verification Log

Log SAM.gov verification for a subrecipient or contractor before award, with a clear record of search details, matches, follow-up, and reviewer attestation.

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Built for: Higher Education · Nonprofit Grants Management · State And Local Government · Healthcare Administration

Overview

This template is a pre-award verification log for documenting a SAM.gov check on a subrecipient, contractor, or other covered entity. It gives you a structured place to record the entity type, entity name, UEI, award reference, verification date, and the final verification result, plus the search details and reviewer attestation that auditors usually expect.

Use it when your process requires proof that the entity was not suspended, debarred, or otherwise excluded before you issue an award. The log is especially useful when multiple people touch the review, when you need an audit trail, or when you want a consistent record across grants, procurement, and subaward workflows. The exception section is there for the real-world cases where a search returns a possible match or unclear result and the award must be paused, escalated, or conditionally held.

Do not use this as a substitute for the actual SAM.gov search, and do not overload it with unrelated vendor onboarding data. If your process does not require a formal exclusion check, or if you are screening a party that is not subject to suspension and debarment review, this template may be more than you need. Keep the fields focused on the minimum necessary information, attach evidence, and make sure the reviewer attestation is completed after the search is performed and before the award is finalized.

Standards & compliance context

  • This template supports documentation of suspension and debarment screening under 2 CFR 180.300 by creating a clear pre-award audit trail.
  • The log helps demonstrate data minimization by recording only the fields needed to prove the exclusion check and avoid unnecessary PII collection.
  • If the form is used in a public-facing workflow, make sure the fields, labels, and attachments meet WCAG 2.1 AA accessibility expectations.
  • When a possible match is found, the escalation and interim action fields help preserve the decision trail needed for compliance review and audit support.

General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.

What's inside this template

Verification Summary

This section captures the core identity of the entity and the final screening result so the log can be tied to the exact award decision.

  • Entity type (required)
  • Legal entity name (required)

    Enter the organization’s legal name as it appears in SAM.gov or on the award documentation.

  • UEI

    Unique Entity Identifier, if available. Do not collect unnecessary PII.

  • Award, subaward, or procurement reference (required)

    Internal reference number, project code, or solicitation identifier tied to this verification.

  • Verification date (required)
  • Verification result (required)

SAM.gov Search Details

This section shows how the check was performed and preserves the evidence needed to prove the search was completed.

  • Was a SAM.gov search performed? (required)
  • Search method used (required)
  • Search timestamp (required)
  • Search summary (required)

    Briefly summarize the search terms used and the result returned by SAM.gov.

  • Supporting evidence

    Upload a screenshot, PDF, or export of the SAM.gov result page, if your policy requires supporting documentation.

Exception or Match Follow-Up

This section documents any possible match or unresolved issue so the award decision and escalation path are clear.

  • Issue description (required)

    Describe the potential match, exclusion, or verification issue and any immediate concerns.

  • Escalated to

    Name or role of the compliance, grants, or procurement reviewer notified.

  • Interim action taken

Reviewer Attestation

This section confirms that an authorized reviewer verified the search and stands behind the recorded result.

  • Reviewer name (required)

    Name of the person completing or approving the verification record.

  • Reviewer title or role (required)
  • Reviewer email (required)
  • Attestation (required)

How to use this template

  1. 1. Enter the entity type, entity name, UEI, and award reference so the log is tied to the exact subrecipient or contractor being screened.
  2. 2. Record the verification date, search timestamp, and search method, and attach the SAM.gov evidence file or screenshot that supports the result.
  3. 3. Mark whether the SAM.gov search was performed and summarize the outcome in plain language, including whether the entity was clear or required follow-up.
  4. 4. If there is a possible match or exception, describe the issue, note who it was escalated to, and document any interim action such as holding the award.
  5. 5. Have the reviewer complete the attestation with name, title, and email after confirming the search was done and the result was handled correctly.

Best practices

  • Use the exact legal entity name and UEI from the award file so the SAM.gov check matches the party you are actually paying or subawarding.
  • Attach the search evidence at the time of review rather than relying on memory or a later reconstruction of the result.
  • Keep the verification date and search timestamp close to the award decision so the log shows the check was current when the award was made.
  • Use the exception section for any uncertain match, even if the issue seems minor, so the escalation path is documented.
  • Limit the log to the minimum necessary data and avoid collecting unrelated PII or onboarding details.
  • Standardize the search method field so reviewers can tell whether the check came from a direct SAM.gov search, an exported record, or another approved process.
  • Require reviewer attestation only after the evidence is attached and the result is confirmed, not before.

What this template typically catches

Issues teams running this template most often surface in practice:

Missing or vague entity names that make the SAM.gov search hard to verify later.
No search timestamp, which leaves the reviewer unable to prove the check happened before award.
Evidence attachment omitted, forcing staff to recreate the result during an audit.
Possible matches marked as clear without escalation or documented follow-up.
Award reference left blank, so the verification cannot be tied to the correct grant or contract.
Reviewer attestation completed before the search was actually performed.
Using free-text notes instead of a structured result, which makes review and reporting inconsistent.

Common use cases

University subaward review
A grants office uses the log before issuing a subaward to confirm the subrecipient is not excluded and to keep the verification in the award file. The award reference and reviewer attestation make it easy to trace who approved the check.
County procurement file
A procurement team documents SAM.gov screening for a contractor before award and attaches the search evidence to the vendor file. If a possible match appears, the exception section records the escalation and any hold on the award.
Community health grant compliance
A nonprofit records pre-award screening for a funded partner and keeps the log with the grant compliance packet. The minimum-necessary structure helps avoid collecting unrelated health or personal data.
State agency pass-through award
A state program office uses the template to standardize exclusion checks across multiple subrecipient awards. The consistent fields make it easier to review files across departments and funding streams.

Frequently asked questions

What is this template used for?

This log documents that you checked SAM.gov before making an award to a subrecipient or contractor. It captures who was checked, when the search was run, what method was used, and whether the result was clear or needed follow-up. The goal is to create a defensible audit trail for suspension and debarment screening.

Who should complete the verification log?

Usually the grants manager, procurement lead, compliance reviewer, or another authorized reviewer completes it. The person who runs the search should be able to identify the entity accurately and attach evidence of the result. A separate reviewer can then attest that the check was completed before award.

How often should SAM.gov verification be done?

Use it before each award or subaward decision that requires suspension and debarment screening. If your process allows time to pass between review and award, many organizations repeat the check close to the final award date to avoid relying on an outdated result. The log helps show the timing of each verification.

What should I do if the SAM.gov search returns a possible match?

Record the issue clearly, escalate it to the appropriate compliance or legal contact, and pause the award decision until the match is resolved. Use the interim action field to show whether the award was held, conditionally delayed, or routed for additional review. Do not treat an uncertain match as cleared without documented resolution.

Does this template replace the actual SAM.gov search?

No. This is a documentation log, not the screening itself. You still need to perform the SAM.gov search and keep evidence of the result, such as a screenshot, PDF, or exported record attached to the log. The form simply standardizes how that verification is recorded.

What fields should be customized for our process?

You can tailor the award reference, escalation path, and evidence attachment field to match your internal workflow. Some organizations also add fields for department, funding source, or reviewer backup. Keep the core fields focused on the minimum necessary information needed to prove the check was completed.

Can this log be used for contractors and subrecipients?

Yes, the entity type field is meant to distinguish between those cases. That matters because your review workflow, award reference, and escalation path may differ depending on whether the entity is a contractor, subrecipient, or another covered party. The log should reflect the specific relationship being screened.

What are common mistakes when using this template?

Common mistakes include leaving out the search timestamp, failing to attach evidence, or marking a result as clear without documenting how the search was performed. Another frequent issue is using free-text fields for data that should be standardized, which makes review harder later. The log works best when each entry is complete and consistent.

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