Existing entities received UEIs automatically during the April 2022 shift if previously registered in SAM.gov, requiring no additional action. New entities obtain UEIs as part of the standard SAM.gov registration process at no cost. Both entity types must maintain active registrations with annual renewals to remain eligible for federal contracts and grants. A streamlined UEI-only process exists for subrecipients not competing directly for federal awards. The following guidance guarantees proper compliance with current requirements.
Understanding the UEI System and Its Implementation
Since April 4, 2022, the Federal Government has shifted from using DUNS numbers to the Unique Entity Identifier (UEI) system, marking a significant change in federal procurement identification.
This transformation introduced several UEI advantages, including a non-proprietary identifier that streamlines entity validation processes for organizations doing business with federal agencies.
The registration process now automatically assigns UEIs during SAM.gov registration, eliminating the separate application previously required with DUNS.
All entities—whether domestic or foreign—must register with SAM.gov to obtain this identifier at no cost. American organizations also receive a CAGE Code upon completion of registration. Entities must send their active registration information to UEIAssistance@exim.gov after completing the process.
The UEI system simplifies federal contractor identification while maintaining robust tracking capabilities for entity data.
Annual renewal requirements guarantee information remains current, which is vital for maintaining eligibility for federal contracts and grants.
This implementation represents a more accessible approach to entity identification in government contracting.
The comprehensive guide provides troubleshooting tips for organizations facing challenges during the registration process, helping ensure successful UEI acquisition.
Key Differences for New vs. Existing Entities Obtaining UEIs
The process of obtaining a Unique Entity Identifier (UEI) follows different paths depending on an organization’s registration status with SAM.gov. The registration timeline and approach vary greatly based on whether an entity was registered before April 4, 2022.
- Existing Entities: Organizations with active SAM.gov registrations before April 4, 2022 received UEIs automatically at no cost, requiring no additional action during the changeover period.
- New Entities: Organizations registering after April 4, 2022 obtain their UEI as part of the standard SAM.gov registration process at no charge.
- UEI Verification: Existing entities can verify their assigned UEI directly through their SAM.gov account, while new entities receive confirmation upon completion of registration.
- Subrecipient Requirements: All subrecipients, regardless of award size, must obtain a UEI either through full registration or the streamlined UEI-only process available since Q1 FY22.
This transition from DUNS to UEI represents a significant shift toward a more unified identification system for entities seeking federal funding opportunities.
Best Practices for Maintaining an Active SAM Registration
Maintaining an active SAM registration requires consistent attention to detail and proactive management strategies to guarantee continued eligibility for federal opportunities. Organizations should implement scheduled quarterly compliance checks to verify all information remains accurate and up-to-date.
Effective SAM updates should include prompt modification of business addresses, ownership changes, and certification statuses. Documentation management is critical—maintain secure, accessible records of all registration modifications, including screenshots of confirmations.
Timely modifications and meticulous documentation create the backbone of effective SAM compliance strategy.
Organizations should designate specific personnel responsible for renewal processes, with automated calendar reminders set 60 days before expiration dates. Annual reviews of the complete SAM profile assure alignment with current business operations and regulatory requirements.
Companies should utilize SAM’s built-in validation tools to identify and correct discrepancies before they impact eligibility. When updating Unique Entity IDs or other critical information, allow sufficient time for system processing and potential error resolution. Maintaining accurate SAM information is vital for eligibility in federal contracts and prevents administrative delays in processing. Early registration renewal submission is recommended, as processing times vary significantly and can impact continuous registration status. Strategic planning and timely execution of the renewal process are essential to maintaining uninterrupted SAM registration and ensuring continued access to federal contracting opportunities.
Frequently Asked Questions
Can Foreign Entities Obtain a UEI Through SAM.Gov?
Yes, foreign entities can obtain a UEI through SAM.gov as part of their foreign registration process.
However, they must first secure an NCAGE code through NATO’s portal before initiating SAM.gov registration.
Foreign entities must meet SAM eligibility requirements by providing proper documentation including legal business proof, banking details with SWIFT/BIC codes, and appropriate tax identification numbers from their home country.
The entire process must be completed in English.
What Happens if My Entity Information Changes Mid-Registration?
If entity information changes mid-registration, the system requires immediate validation of these updates.
When modifying legal name or address details, the entity must upload supporting documentation, such as IRS letters or business licenses.
Other changes like banking or contact information bypass validation but still require manual updates.
The registration process pauses until federal review completes.
Entity updates are processed through the “Update” action in SAM.gov’s Entity Registrations section to maintain active status.
Can Multiple UEIS Be Assigned to One Organization?
Multiple UEIs can be assigned to one organization, but only under specific conditions.
Organizations with distinct physical locations may receive separate unique identifiers for each location, provided each location completes its own SAM.gov registration.
However, a single legal entity at one address cannot obtain multiple UEIs.
The system prevents duplicate registrations for the same entity, ensuring each business location maintains its own distinct identifier for federal award purposes.
How Do I Recover a Forgotten UEI Number?
To recover a forgotten UEI number, entities can log into their SAM.gov account, where the UEI is displayed on the dashboard.
The Federal Service Desk provides Forgotten UEI assistance for those who cannot access their account.
Organizations experiencing difficulties can call 866-606-8220 for specialized help.
SAM.gov offers step-by-step retrieval guidance directly through the portal, which automatically displays the UEI upon successful login.
Are Tribal Entities Subject to Different UEI Requirements?
Tribal entities must obtain UEIs regardless of their unique tribal sovereignty status.
While they enjoy exemptions from mandatory SAM registration as federal contractors, they still need UEIs for funding eligibility in federal assistance programs.
Tribes receiving direct federal payments, such as through State and Local Fiscal Recovery Funds, must complete SAM registration despite contractor exemptions.
Maintaining accurate registration information guarantees tribes can access and maintain their eligibility for various federal funding opportunities.