To obtain a UEI number, create a Login.gov account and visit SAM.gov. Select “Get Started” under entity registration, then provide your legal business name and physical address matching IRS records. Complete the required fields including TIN and banking information. Registration is free; avoid websites requesting payment. The process takes 3-5 business days for validation. Your UEI remains active for one year with required annual renewal. Proper maintenance guarantees continued eligibility for federal opportunities.
Understanding the UEI Number and Its Importance
The Unique Entity Identifier (UEI) serves as the foundation for all federal contracting and grant activities in the United States. This 12-digit code replaced the former DUNS number system in April 2022, streamlining the process of entity validation for organizations seeking to work with federal agencies.
Significance Overview
The UEI represents a government-issued identifier that eliminates third-party intermediaries previously required under the DUNS system. Organizations must obtain this identifier before applying for federal grants, bidding on contracts, or receiving federal funds. SAM registration is mandatory for all entities seeking federal financial assistance. These identifiers function essentially as a social security number for businesses in the federal contracting ecosystem.
Compliance Requirements
All entities—including nonprofits, educational institutions, and businesses of any size—must obtain a UEI through SAM.gov registration. The registration process differs slightly for new versus existing entities in the system.
The identifier remains valid for one year and requires annual renewal. Unlike its predecessor, the UEI involves no separate registration fees and integrates directly with an organization’s Taxpayer Identification Number during the SAM.gov registration process.
Step-by-Step Registration Process on SAM.gov
With your UEI’s importance now clear, obtaining this identifier requires maneuvering the SAM.gov registration system through a series of specific steps.
The process begins with creating a Login.gov account, which requires secure authentication through email, password, and mandatory two-factor verification.
Start your UEI journey by creating a Login.gov account with email, password, and two-factor authentication.
Next, prepare for entity validation by ensuring your legal business name and physical address exactly match IRS records. Registration is completely free of charge, so avoid any websites that request payment for this service. Entity validation occurs automatically when SAM.gov cross-checks your information with public records.
Registration requirements include:
- Taxpayer Identification Number (TIN) matching IRS records
- Banking information for Electronic Funds Transfer payments
- Accurate business address and legal name
After submitting required information, SAM.gov provides real-time error notifications if discrepancies exist.
Once validated, you’ll receive your UEI immediately, though complete SAM.gov registration approval may take up to 10 business days.
Remember that registrations must be renewed annually to maintain active status. Staying current with federal regulations is crucial for businesses seeking government contracts in 2025.
Maintaining Your UEI and Troubleshooting Common Issues
Securing your UEI represents only the beginning of your federal compliance journey, as maintaining this critical identifier requires ongoing attention and proactive management. Registration must be renewed annually, with SAM.gov sending renewal reminders as the 365-day expiration approaches.
Failure to renew results in immediate deactivation without a grace period. Organizations must update information in real-time when changes occur, notifying contracting officers within 30 days of any UEI modifications.
Common compliance pitfalls include entity type misclassification, data mismatches between IRS records and SAM.gov, and outdated contact information that prevents receiving critical notifications.
When troubleshooting issues, retrieve your UEI through the Entity Management Widget in SAM.gov. For persistent problems like “pending validation” flags or duplicate records, contact the Federal Service Desk at 1-866-8220.
Remember that SAM.gov registration and UEI maintenance are always free services—never pay third-party fees.
Creating a compliance checklist can significantly streamline your SAM registration maintenance process and help you avoid the risks associated with non-compliance.
Frequently Asked Questions
Can International Entities Obtain a UEI Number?
Yes, international entities can obtain a UEI number. The application process requires these organizations to first secure an NCAGE code through NATO’s Support and Procurement Agency before registering in SAM.gov.
International eligibility extends to businesses worldwide, though they face unique challenges including document translation requirements and longer validation timelines.
All foreign entities must provide proof of legal business status, tax identification numbers, and banking details during registration to successfully receive their UEI.
How Long Is a UEI Number Valid Once Issued?
A UEI number never expires and remains permanently valid once issued.
While the UEI identifier itself has permanent validity, organizations must complete an annual renewal process for their SAM.gov registration to maintain active status.
This registration expires after 365 days if not renewed, potentially affecting eligibility for federal funding.
The renewal process can begin up to 60 days before expiration to guarantee uninterrupted access to federal opportunities.
Can I Transfer My UEI to Another Business Entity?
UEI numbers cannot be transferred to another business entity. Each legal entity must obtain its own unique UEI through SAM.gov.
There is no transfer process available when:
- A new business is formed
- A company undergoes significant structural changes
- Ownership changes hands
If a business undergoes a minor name change but remains the same legal entity, they can update their SAM.gov profile without obtaining a new UEI.
However, any substantial change in business structure requires a new UEI registration.
Is a UEI Required for State-Level Government Contracts?
UEI requirements for state contracts vary considerably across jurisdictions.
Unlike federal government requirements, states individually determine whether to adopt UEI as part of their procurement processes. Many states maintain their own vendor registration systems with state-specific identifiers instead.
However, state contracts that involve federal funding, particularly subgrants or disaster relief projects, may require UEI numbers regardless of state-level policies.
Organizations should check with specific state procurement offices for accurate requirements.
What Happens to My UEI if My Business Relocates?
When a business relocates, the UEI itself remains unchanged, but the company must update its business address in SAM.gov.
During the relocation process, organizations should log into their SAM.gov account and modify their entity registration with the new location information.
This update is essential because UEIs are location-based, and maintaining accurate information guarantees proper federal contract administration.
If a business operates from multiple locations, it may need to manage several UEIs for different operational sites.