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The Road to Recovery: How CharityAid Overcame Mismatched Banking Information in SAM


Mismatched Banking Information

Problem: CharityAid (actual name withheld for privacy), a non-profit organization, updated its banking details due to a change in its financial institution. However, they mistakenly provided mismatched banking information in SAM, leading to payment delays from federal agencies.

Solution: Upon realizing the error, CharityAid contacted the Federal Processing Registry to assist them in immediately correcting the banking information in SAM and informed their federal contract managers about the update. They also implemented an internal double-checking mechanism for future updates to prevent similar errors.



The System for Award Management (SAM) is a crucial platform for organizations seeking federal contracts and grants. Accurate and up-to-date information, especially banking details, is essential to ensure timely payments. In this blog post, we will delve into the case study of CharityAid, a non-profit organization that faced challenges due to mismatched banking information in SAM, and how they successfully navigated the situation.


Case Study: CharityAid’s Predicament



CharityAid, a non-profit organization dedicated to providing educational resources to underprivileged communities, recently transitioned to a new financial institution. In the process, they updated their banking information in SAM. However, due to an oversight, the information provided was mismatched, leading to payment delays from federal agencies. This situation posed a significant challenge for CharityAid, as the delayed funds were crucial for their ongoing projects. After contacting us and explaining the issue, the team at the Federal Processing Registry assisted in resolving the problem by taking the following steps.


Step-by-Step Guide to Resolving Mismatched Banking Information in SAM:

  1. Identify the Issue: The first step for CharityAid was to identify the issue that led to the payment delays. They conducted an internal audit and discovered that the banking information provided in SAM was mismatched.
  2. Correct the Banking Information: Once the issue was identified, CharityAid immediately corrected the banking information in SAM. They ensured that the new information was accurate and matched the details of their new financial institution.
  3. Communicate with Federal Contract Managers: CharityAid proactively communicated with their federal contract managers to inform them of the updated banking information. They provided all necessary documentation to verify the changes and expedite the payment process.
  4. Implement a Double-Checking Mechanism: To prevent similar errors in the future, CharityAid implemented an internal double-checking mechanism. This process involved multiple team members reviewing any updates to critical information, such as banking details, before submission.
  5. Monitor Payments: After updating the banking information and communicating with federal contract managers, CharityAid closely monitored their payments to ensure that the funds were received promptly.
  6. Seek Assistance from FPR Support: CharityAid also reached out to the Federal Processing Registry processing team support for guidance on resolving the issue and preventing future occurrences. The support team provided valuable insights and resources to assist CharityAid in navigating the situation.
  7. Educate Staff on SAM Processes: Recognizing the importance of accurate information in SAM, CharityAid conducted training sessions for their staff on SAM processes and the significance of providing accurate and up-to-date information.
  8. Establish a Regular Review Process: CharityAid established a regular review process to ensure that all information in SAM, including banking details, remained accurate and up-to-date. This process involved periodic audits and updates as necessary.
  9. Document the Resolution Process: CharityAid documented the entire resolution process, from identifying the issue to implementing corrective measures. This documentation served as a valuable resource for future reference and training.
  10. Share Lessons Learned: CharityAid shared the lessons learned from this experience with other non-profit organizations in their network. This collaborative approach helped to raise awareness of the importance of accurate information in SAM and prevent similar issues for other organizations.


SAM Mismatched Banking




The case study of CharityAid highlights the importance of accurate and up-to-date information in SAM, especially regarding banking details. By taking proactive steps to identify the issue, correct the information, communicate with federal contract managers, and implement preventive measures, CharityAid with the assistance of the Federal Processing Registry successfully resolved the situation and ensured timely receipt of funds. This experience also served as a valuable learning opportunity for CharityAid and other organizations in their network, emphasizing the significance of diligence and accuracy in managing SAM registrations.





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