A UEI (Unique Entity Identifier) is a 12-character alphanumeric code required for federal contracting and grants. Organizations obtain a UEI by creating a Login.gov account, accessing SAM.gov, and completing the validation process with required documentation including legal business name and address. Registration must be renewed every 365 days, starting at least 60 days before expiration. The entire process takes approximately 10 business days after submission. The following guide offers detailed steps for successful registration and maintenance.
What Is a UEI and Why Your Organization Needs One
The UEI (Unique Entity Identifier) serves as the federal government’s official 12-character alphanumeric code assigned to organizations conducting business with federal agencies. Implemented in April 2022, this identifier replaced the previously used DUNS number system, eliminating dependency on third-party vendors.
Since April 2022, the 12-character UEI has been the federal government’s official identifier, replacing DUNS and eliminating third-party dependencies.
Among the primary UEI benefits are cost savings and simplified compliance. Unlike its predecessor, the UEI is available at no cost through SAM.gov, removing financial barriers to federal opportunities. The UEI application process integrates directly with entity registration in SAM.gov, streamlining administrative procedures. This transition to a government-owned identification system was designed to enhance efficiency and improve data integrity across federal systems.
Organizations must obtain a UEI to:
- Bid on federal contracts
- Apply for grants and assistance programs
- Process payments from federal agencies
- Maintain compliance with 2 CFR Part 25 regulations
The UEI remains active with annual SAM.gov renewal, providing continuous eligibility for federal business opportunities across all government systems.
Step-by-Step Process for Obtaining Your UEI Through SAM.gov
Securing a Unique Entity Identifier requires systematic preparation and execution through the SAM.gov portal. Organizations must first gather essential documentation requirements, including legal business name, physical address, and incorporation details, which must match government records exactly.
The registration process begins by creating a Login.gov account with two-factor authentication. After establishing credentials, entities proceed to the Entity Validation Service to verify their organizational information. Supporting documents, such as articles of incorporation, may need uploading during this phase.
Once validated, users select “Register New Entity” in their SAM.gov workspace and choose “Federal Assistance Awards” as their registration purpose. The system automatically generates the 12-character alphanumeric UEI upon successful validation. Organizations should note that while full entity registration requires additional assertions and certifications, obtaining just the UEI involves fewer steps.
To complete the process, organizations must finalize their SAM registration by adding financial information and EFT details. This new UEI system replaces the previous DUNS Number system to enhance security and improve data management across federal systems.
Annual renewal maintains the UEI’s active status, though the identifier itself remains permanent.
Maintaining Your SAM Registration: Renewal Requirements and Best Practices
Once obtained, a UEI requires consistent maintenance through SAM.gov‘s renewal protocols to remain valid for federal opportunities. The system mandates a manual renewal every 365 days, with no automatic extension options available.
Organizations should implement a renewal timeline that begins at least 60 days before expiration to prevent registration lapses. Setting calendar reminders can help ensure you never miss crucial renewal deadlines.
Processing typically takes 10 business days after submission, during which all documentation undergoes verification. To streamline this process, entities should conduct regular compliance audits of their SAM profiles, particularly focusing on NAICS codes and financial information accuracy. Maintaining active SAM registration is essential for continued eligibility for federal contracts and grants.
The 2025 updates introduce enhanced verification protocols and new compliance fields that require additional attention during renewal. Companies can avoid common pitfalls by maintaining encrypted backups of submission documents, training personnel on data entry requirements, and utilizing SAM.gov’s status-check tool for real-time validation of their registration status. Businesses can verify their current status by searching their entity using either their UEI, CAGE Code, or Entity Name through the SAM.gov portal.
Frequently Asked Questions
Can International Entities Register for a UEI?
Yes, international entities are eligible for UEI registration.
Foreign organizations must first obtain an NCAGE Code before registering in SAM.gov to receive their Unique Entity ID.
The international registration process follows specific steps designed for non-U.S. entities, including optional settings for public information display.
This registration is mandatory for any foreign entity seeking to conduct business with the U.S. federal government or receive federal funding, with limited exceptions for awards under $25,000.
What Happens if My SAM Registration Expires During a Contract?
If a SAM registration expires during an active contract, numerous consequences can occur. The contractor may experience payment delays, disruption in contract performance, and strained relationships with federal agencies.
Contract renewal strategies should include setting up calendar reminders for renewal dates, starting the renewal process 60 days before expiration, and maintaining updated entity information.
Registration consequences can be severe, potentially halting ongoing work and payments until the registration is properly renewed.
How Do I Transfer a UEI During Company Acquisition?
During a company acquisition, the UEI transfer process requires several key steps.
First, the acquiring company must submit notarized documentation to the Federal Service Desk proving the acquisition.
Next, entity validation in SAM.gov must be completed.
The acquiring company should then update the SAM.gov registration with new ownership details and banking information.
Finally, administrator roles must be formally reassigned through the SAM.gov workspace.
This process guarantees continuity of federal contracting eligibility following ownership changes.
Can Multiple UEIS Be Assigned to One Organization?
No, multiple Unique Entity Identifiers (UEIs) cannot be assigned to a single organization.
The UEI system is designed as a single-identifier framework where each distinct legal entity receives exactly one UEI.
However, organizations with complex organizational structures may have separate UEIs for legally distinct subsidiaries or divisions that operate independently.
The anti-duplication controls within SAM.gov specifically prevent multiple unique identifiers from being issued to the same legal entity.
What Documentation Is Required for Non-Profit UEI Registration?
Non-profit eligibility for UEI registration requires several key documents.
Organizations must provide their legal business name exactly as it appears on IRS filings, physical and mailing addresses, and a valid EIN.
Required documents include tax-exempt status verification (such as an IRS 501(c)(3) determination letter), authorized representative information, and state-level charitable registrations where applicable.
Non-profits must also create a SAM.gov account and provide banking information for electronic payments.