The UEI change from DUNS in SAM.gov registration requires creating a Login.gov account, gathering documentation, and appointing an Entity Administrator. Common challenges include validation errors, system incompatibilities, and extended wait times for issue resolution. Free assistance is available through the Federal Service Desk, eliminating the need to pay private companies for help. Organizations should verify information against official records and allow ample time for registration. The following sections explore practical solutions to navigate this process efficiently.
What You Need to Know About the UEI Replacement for DUNS
Why has the federal government changed its entity identification system? The shift from DUNS to UEI represents a strategic move to a government-controlled identifier system, eliminating reliance on third-party services like Dun & Bradstreet.
The federal government now manages its own identification system, bringing control in-house and away from commercial providers.
As of April 2022, the Unique Entity Identifier (UEI) has replaced the Data Universal Numbering System (DUNS) number in SAM.gov for all federal award processes.
UEI benefits include a more streamlined registration process, potential cost savings, and consistent identification across federal systems. This new system also enhances entity identification accuracy across all federal grant applications.
Businesses with existing DUNS numbers were automatically assigned UEIs, while new applicants must obtain one directly through SAM.gov. This transition affects over 300 million businesses worldwide that previously relied on DUNS numbers for federal identification.
For UEI verification, entities can check their status in SAM.gov alongside their previous DUNS number if applicable. This verification guarantees proper integration with federal systems and confirms the entity’s identification details are correctly maintained in the government database.
Entities facing challenges during this transition can seek guidance from federal contracting legal professionals such as Thompson Hine’s government contracts team.
Step-by-Step Guide to Obtaining Your Entity Identifier
Now that the UEI system has replaced DUNS numbers, organizations must follow a specific process to obtain their identifier for federal award participation.
The registration process begins by creating a Login.gov account, which provides access to the SAM.gov Workspace where all entity management functions reside.
Registration Requirements:
- Download the Entity Registration Checklist from SAM.gov
- Gather essential documentation, including legal business name and establishment date
- Select an Entity Administrator to oversee the process
- Log into SAM.gov and navigate to the Entity Management widget
- Click “Get Started” and follow prompts to create a new entity
When completing the registration, verify all information is accurate, as validation is required.
The process must be completed in one session since progress isn’t saved. Registration is free, and support is available through the Federal Service Desk for questions about UEI assignment.
The UEI serves as the primary identification mechanism for all entities conducting business with the U.S. government.
Common Challenges and Solutions in the Registration Process
Numerous organizations face significant hurdles when maneuvering the UEI registration process, with delays and validation issues topping the list of common problems.
Registration bottlenecks often occur during the fourth-quarter buying season, when system demand peaks and processing times extend beyond normal timelines.
Validation errors represent another persistent challenge, particularly when entity information doesn’t precisely match state records. Even minor discrepancies in formatting, such as differences in address notation or the inclusion of commas, can trigger rejections. Ensuring data accuracy throughout the validation process is critical to avoiding duplicate entries that can further complicate registration efforts.
Organizations frequently encounter:
- System incompatibilities between SAM.gov and state databases
- Extended wait times for trouble ticket resolution, sometimes exceeding 12 weeks
- Confusion regarding proper procedures following rejection
- Processing complications when updating banking information
To mitigate these issues, entities should verify all information against official records before submission, prepare documentation thoroughly, and allow sufficient lead time for registration completion.
Since the April 4, 2022 transition from DUNS to UEI, entities requiring validation documentation have experienced substantial delays in the registration and verification process.
Organizations should be aware that free assistance is available through the Federal Service Desk rather than paying private companies that may charge unnecessary fees for registration help.
Frequently Asked Questions
Can I Update Entity Information Without Revalidating My UEI?
Entities can update minor information (phone, email) without UEI revalidation in their SAM.gov profile.
However, critical entity updates like legal name, address, or tax ID changes will trigger mandatory validation during the registration process.
The UEI itself remains unchanged regardless of these updates unless the legal identity of the organization changes.
SAM.gov automatically handles validation requirements based on the nature and significance of the information being modified.
How Do UEIS Appear on Federal Award Documentation?
UEIs appear on federal award documentation as 12-character alphanumeric codes (e.g., ABC123DEF456), replacing DUNS numbers in all awards issued after April 2022.
Federal award formats now display UEIs prominently in grant agreements, contracts, and amendments.
UEI display guidelines require inclusion on SF-424 forms and other OMB-approved application materials.
Award notices also contain UEIs for cross-referencing entity information across federal systems, facilitating proper tracking and reporting of federal funds.
Are International Entities Subject to Different UEI Verification Procedures?
International entities follow the same core UEI verification procedures as domestic organizations.
During entity registration, international applicants must provide local incorporation documents, government-issued registration numbers, or tax IDs to prove legal existence. While the documentation may differ based on country of origin, the validation process remains consistent.
Non-English documents may require notarized translations.
All entities, regardless of location, must complete annual renewals and meet identical validation standards within SAM.gov.
Can Subrecipients Use a Parent Organization’s UEI?
No, subrecipients cannot use a parent organization’s UEI. Each entity receiving federal funds must obtain its own unique identifier through SAM.gov.
This requirement guarantees proper subrecipient eligibility verification and accurate tracking of federal funds. While parent organization responsibilities include guiding subsidiaries through the process, they cannot share their UEI.
Subrecipients need their own UEI for compliance, though they don’t require full SAM registration like prime recipients do.
How Long Does a UEI Remain Valid After Registration Expiration?
The UEI itself never expires and remains permanently assigned to an entity.
However, its active status depends on SAM.gov registration renewal. After registration expiration, the UEI becomes inactive for federal awards but continues to exist in the system.
No UEI renewal is required—only the SAM.gov registration needs annual renewal.
To reactivate an inactive UEI, entities must simply complete their SAM.gov registration renewal before participating in federal transactions again.