The three identifiers serve distinct purposes in federal contracting. UEI, a 12-character alphanumeric code, replaced DUNS in April 2022 as the primary identifier for SAM.gov registration. EIN, issued by the IRS, functions as a tax identification number. While DUNS was previously provided by Dun & Bradstreet, UEI is now generated through SAM.gov, eliminating third-party involvement. Businesses must obtain a UEI through SAM.gov to participate in federal contracts and grants. The registration process reveals important distinctions between these identifiers.
The Shift From DUNS to UEI: What Business Owners Need to Know
The evolution of federal identification systems marks a significant change for businesses working with government agencies. As of April 4, 2022, the federal government completely changed from Data Universal Numbering System (DUNS) to the Unique Entity ID (UEI), fundamentally altering how organizations identify themselves in federal systems.
This shift addresses several DUNS limitations, including the third-party management system that complicated the registration process. UEI benefits include simplified acquisition through SAM.gov without requiring complete registration for organizations not actively seeking federal awards. Subrecipients named in proposals now need to obtain a SAM UEI without requiring full SAM registration. This transition streamlines federal contracting opportunities by centralizing entity identification directly within the System for Award Management.
Business owners must now:
- Use UEI for all federal award applications
- Update internal systems and documentation
- Guarantee staff understand the new identification requirements
Each organization receives only one UEI, improving consistency across federal platforms. While DUNS numbers remain visible in historical records, they’re no longer valid for current transactions, making timely adoption of UEI essential for continued federal engagement.
Distinguishing Between UEI, DUNS, and EIN: Core Functions and Purposes
Maneuvering federal identification systems requires understanding the distinct purposes behind each identifier used in government transactions. These identification methods serve complementary roles in business compliance requirements while maintaining separate functions within the federal ecosystem.
Navigating government ID systems demands clarity on how each unique identifier serves distinct yet interconnected purposes in federal compliance frameworks.
- UEI (Unique Entity ID) – A 12-character alphanumeric identifier assigned by SAM.gov specifically for tracking entities engaging with federal contracts and grants, replacing the now-retired DUNS number as of April 2022. The UEI is essential for businesses applying for federal grants or contracts as it enables government tracking of fund allocation. The transition to UEI has simplified the process for companies seeking to participate in federal contracting opportunities.
- EIN (Employer Identification Number) – A 9-digit tax identifier issued by the IRS that remains mandatory regardless of UEI shifts, essential for payroll processing, tax filings, and opening business bank accounts.
- DUNS (Data Universal Numbering System) – Previously issued by Dun & Bradstreet for federal contracting and credit reporting purposes, now phased out in favor of the government-controlled UEI system to eliminate third-party dependencies. Prior to April 2022, over 300 million businesses worldwide were identified by DUNS numbers.
SAM.gov Registration Process: Navigating the New UEI System
With federal identification requirements established, businesses must now focus on the practical steps of SAM.gov registration to secure their Unique Entity ID (UEI).
The process begins at the SAM.gov portal, where users select “Get Started” from the homepage or workspace. Entities follow a questionnaire that guides them to appropriate registration options, then input business information and personnel details.
One of the essential registration tips is to prepare all documentation beforehand, including EIN information, to streamline the process. Businesses must remember to set their public account status to allow state verification of their registration. Prior to starting the application, gathering essential documentation will significantly reduce delays in the registration process.
After submission, entity validation occurs, typically taking 10-15 business days. During this period, SAM.gov reviews all information for accuracy and compliance with federal standards. Once approved, the registrant receives email notification of activation.
Registration requires annual renewal to maintain eligibility for federal contracts and awards. The Federal Service Desk provides support for technical issues during both initial registration and renewal processes.
Frequently Asked Questions
Can Entities Receive Multiple UEIS for Different Business Locations?
Yes, entities can receive multiple UEIs for different business locations. Each physically distinct address requires its own UEI for federal contracting purposes.
This requirement aligns with entity structure guidelines that treat separate locations as unique for business registration purposes. Organizations must maintain individual SAM registrations for each location, ensuring proper fiscal accountability.
This approach allows the government to accurately track and verify distinct operational facilities, even when they belong to the same parent organization.
How Do International Entities Obtain a UEI Without an EIN?
International entities can obtain a UEI without an EIN through the SAM.gov registration process. They must first create a Login.gov account, then complete the international registration process with valid identification documents and business registration papers.
During the UEI application, these entities must provide proof of legal existence, physical address, and appropriate contact information.
Unlike domestic entities, international organizations can bypass the EIN requirement while still validating their entity information through SAM.gov.
What Happens to My UEI if My Business Is Acquired?
During a business acquisition, UEI transfer depends on the structure of the transaction.
If the acquired company maintains its legal entity status, it typically retains its existing UEI, requiring only updates to ownership information in SAM.gov.
However, if the acquisition creates a new legal entity or changes the physical address, a new UEI may be necessary.
Organizations should notify SAM.gov about the acquisition and update their registration details to maintain compliance with federal contracting requirements.
Are UEIS Searchable by Competitors or the General Public?
UEIs have limited public visibility, with basic identifier information being publicly available.
However, detailed business data in SAM registrations is protected from general browsing. Competitor access to thorough company information is restricted, requiring authorized permissions to view sensitive details.
While the UEI itself may appear in public contract awards or databases, the associated financial information and specific business practices remain confidential.
Third-party services may aggregate some publicly available data, but sensitive competitive information stays protected.
Can Non-Federal Contractors Still Request a DUNS Number for Other Purposes?
Yes, non-federal contractors can still request a DUNS number for purposes outside government contracting.
While DUNS applications are no longer required for federal contractor requirements, Dun & Bradstreet continues to issue these nine-digit identifiers.
Organizations may need DUNS numbers for state/local government contracts, international business activities, commercial credit reporting, or supply chain management.
Some non-federal entities and private-sector partners still require DUNS numbers for business relationship verification and risk assessment processes.