[Ccb_faculty] Fwd: [Research] SAM.Gov Registration Expiration – Interim Guidance

[Lynn Sweet]

I wanted to make sure this was disseminated, impacting, apparently, all
federal awards, present and future.
-LS

--
Lynn C. Sweet, PhD
Asst. Research Ecologist & Principal Investigator

Center for Conservation Biology
University of California, Riverside
lynn.sweet at ucr.edu
Palm Desert Center Office Tel: (760) 834-0583

Sweet Lab Research
<https://sites.google.com/ucr.edu/ccb-dcri/research/ongoing-projects>



---------- Forwarded message ---------
From: Cynthia J. Johnson via Research <research at lists.ucr.edu>
Date: Wed, Aug 19, 2026 at 3:53 PM
Subject: [Research] SAM.Gov Registration Expiration – Interim Guidance
To: <research at lists.ucr.edu>


*~~ Please disseminate this information broadly with those*

*researchers and research administrators*

*in your department who may find it noteworthy ~~*



*SAM.Gov Registration Expiration – Interim Guidance*


Please be advised that UCR’s SAM.gov registration expired on Saturday,
August 15, 2026. This annual registration is mandatory to maintain our
eligibility for federal awards. As mentioned in the last newsletter, the
renewal application is currently in its final stage of review with the
Defense Logistics Agency and could be approved at any moment.



In the interim, the following guidance is being provided to address
questions concerning proposals and awards that have been or may be impacted
by this lapse in SAM.gov registration as well as clarifying information
regarding the drawdown of funds.




*PROPOSALS*



The expiration of UCR’s SAM.gov registration only affects proposal
submissions where the funding sponsor is a federal agency; it should not
impact UCR’s ability to submit proposals to non-federal prime sponsors.



Please note that UCR's proposal submission process has not changed (despite
the circumstances).  Proposals, in final form, should continue to be routed
to RED at least two (2) business days before the sponsor submission
deadline.



Please see recommendations (by sponsor) below.



*National Science Foundation (NSF**)*

The following suggested guidance for proposals is based upon whether the
solicitation lists a submission Target Date or a Hard Deadline.

   - *Target Date*: An NSF Target Date is a flexible due date for
   submitting grant proposals. Unlike strict cut-off dates, missing a target
   date does not mean the proposal will automatically be rejected. NSF program
   officers (PO) can choose to accept and review proposals that arrive after
   the target date.



*Guidance/Recommendation* – Please consider reaching out to the NSF PO
listed in the solicitation to confirm if the PO would be willing to accept
the proposal for the ‘current’ target fate given that UCR’s SAM.gov
registration expired and is pending approval.

o   In the event the PO is willing to do so and requires confirmation from
an Authorized Official that the proposal was finalized by the due date and
was timely ready for submission, then please reach out to your assigned RED
Officer for assistance.

o   If the PO is not willing to provide an extension for the current target
date, the proposal will be submitted upon reactivation of UCR’s SAM.gov
registration, and such proposal will be pushed into the next target date
review cycle.



   - *Hard Deadline:* Unlike target dates, other NSF deadlines have a
   strict cut-off date. NSF will not accept proposals after the hard deadline.



*Guidance/Recommendation* – For upcoming proposals with an NSF hard
deadline, please contact your RED Officer for assistance in seeking any
potential resolution.



*National Institutes of Health (NIH)*

For NIH proposal submissions where the deadline has passed, the proposal
may be submitted after UCR’s SAM.gov registration is renewed but as a ‘late
submission.’



*Guidance/Recommendation* – If the PI would like to proceed with a late
submission, RED will provide a cover letter to be included with the
proposal for late submission consideration.  Otherwise, the proposal will
be submitted for the next cycle submission date.



*Other Federal Agencies*

To date, RED is unaware of any proposal submission to other federal
agencies, which have been impacted by the lapse in UCR’s SAM.gov
registration. Depending on the federal agency, a proposal will either be
precluded from submission all together or will be rejected without review
while our SAM.gov registration remains inactive.



*Guidance/Recommendation* – To enable RED to try to seek approval for a
late submission, it is necessary that the final proposal is submitted to
RED timely through Kuali PD, as the Kuali PD may help document that the
final proposal would have been submitted prior to the sponsor’s deadline
but for UCR’s inactivation in SAM.gov.




*NEW AWARDS AND/OR AMENDMENTS TO EXISTING AWARDS*



UCR has received several inquiries from federal agencies desiring to issue
UCR a new award and amendments to existing awards but are unable to do so
until such time as UCR’s SAM.gov registration is renewed.  Please forward
any such emails received from a federal sponsor to REDalert at ucr.edu, so
that SPA management may promptly reach out to the sponsor.




*DRAWDOWN OF FUNDS ON EXISTING AWARDS*



Please be advised that UCR's ability to draw down funds on existing
federally funded awards are temporarily impacted, however, the expiration
of UCR’s SAM.gov registration will not have an impact on salary payments,
charges to awards, and other post-award financial matters. UCR may continue
to incur expenditures. Because our awards typically are cost-reimbursable,
July expenditures were already drawn down before the registration
inactivation, and August expenditures will be processed during the standard
September drawdown following the reactivation of UCR’s SAM.gov
registration. In short, project operations and spending may proceed as
normal, with further reimbursement resuming immediately upon renewal.



We understand how frustrating this situation must be, especially given the
time and effort you have invested in UCR’s research endeavors. Please be
assured that we have engaged all relevant university, state, and federal
contacts who may assist in expediting the review. We remain hopeful that
the renewal will be finalized soon.



Should you have any questions, please forward such inquiries to
REDalert at ucr.edu.


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