UEI (Unique Entity ID) serves as the primary identifier across federal systems since April 2022, replacing DUNS numbers. Organizations must maintain active SAM.gov registrations with valid UEIs to access Grants.gov, acquisition systems (FPDS, eSRS, CPARS), and other federal portals. The 12-character identifier enables consistent validation across platforms, with systems verifying matching legal names and UEIs during submissions. Proper UEI management prevents application errors and funding disruptions through integrated compliance checks.
Understanding UEI Implementation Across Federal Funding Portals
The complete shift from DUNS to the Unique Entity Identifier (UEI) system marks a significant change in federal award management practices. Since April 2022, the UEI has replaced DUNS numbers across all federal award systems, creating a streamlined identification process managed directly through SAM.gov.
The UEI impact extends beyond simple identifier replacement, fundamentally changing the registration process for organizations seeking federal funding. The 12-character format eliminates third-party reliance on Dun & Bradstreet, as UEIs are now automatically assigned during SAM.gov registration.
This integration guarantees consistent entity validation across platforms like Grants.gov, FPDS, and USAspending.gov.
All federal funding applicants must maintain active SAM registrations with valid UEIs throughout the application process. Systems now verify that legal names and UEIs match across submissions, preventing errors that previously occurred with DUNS-based validation.
For those encountering difficulties during the transition, troubleshooting tips are available to help address common issues and ensure compliance with the new UEI requirements.
How Different Government Systems Utilize Your UEI
Steering through federal systems becomes streamlined when understanding how government platforms utilize the Unique Entity Identifier (UEI) across different agencies and portals. The UEI benefits organizations by creating a centralized validation process that eliminates the need for third-party involvement previously required with DUNS numbers.
FEMA disaster assistance programs require UEI verification during registration, with annual activation checks maintaining portal access. Meanwhile, acquisition systems like FPDS, eSRS, and CPARS have fully integrated UEI compliance requirements, creating government-wide data consistency. This standardization helps reduce UEI challenges organizations might face when maneuvering through multiple federal systems.
Grants.gov has replaced DUNS with UEI as the primary identifier for grant applications, requiring active SAM registration before submission. Organizations should monitor UEI updates regularly, as cross-agency reciprocity depends on maintaining current information in SAM.gov, which serves as the single source of truth for entity validation. The transition to UEI was specifically designed to enhance security and improve data management across all federal contracting processes.
Best Practices for Managing UEI in Multiple Federal Platforms
Numerous organizations struggle to maintain consistent UEI information across federal platforms, resulting in application delays, funding disruptions, and compliance issues.
Effective data stewardship requires designating dedicated personnel responsible for monitoring SAM.gov registration status and implementing automated sync checks between internal systems and authoritative federal databases.
Organizations should establish a single authoritative profile in SAM.gov that serves as the source of truth for all federal systems.
Implementing quarterly compliance audits comparing UEI-associated data across Grants.gov, SAM.gov, and agency portals can identify discrepancies before they affect funding eligibility.
Technical best practices include utilizing government APIs for real-time UEI validation and building crosswalk databases that match UEIs to legacy identifiers.
Risk mitigation strategies should incorporate email alerts for approaching registration expirations and offline backups of SAM.gov records.
Establishing a 48-hour update rule guarantees changes propagate through federal systems before critical submission deadlines.
Modern grant management software with built-in compliance features can significantly enhance UEI tracking and validation processes across multiple federal systems.
Prior to beginning the UEI implementation process, organizations should ensure they have obtained a DUNS number as it remains a prerequisite for complete SAM registration.
Frequently Asked Questions
Can a Single Organization Have Multiple UEIS?
Yes, a single organization can have multiple Unique Entity identifiers (UEIs). This typically occurs when an organization operates across different physical locations or has distinct divisions requiring separate registrations.
Each UEI corresponds to a specific location or organizational component that engages in federal transactions. Organizations with complex business structures often maintain Multiple Registrations in SAM.gov, with each registration requiring its own UEI.
Each identifier must be managed separately and renewed annually to maintain active status.
What Happens if My SAM.Gov Account Email Becomes Inaccessible?
When a SAM.gov account email becomes inaccessible, users have several account recovery pathways.
They can use the “Forgot password” option on the login page or contact the Federal Service Desk at 866-606-8220 for direct assistance.
Email alternatives include adding a new email address through Login.gov settings while maintaining the old one until verification completes.
Users should verify their SAM.gov email matches their Login.gov credentials to preserve existing records and profile access.
How Do I Transfer UEI Ownership During Organizational Mergers?
During organizational mergers, there is no separate UEI transfer process. Instead, the acquiring organization should update the entity registration in SAM.gov to reflect new ownership details.
This involves revising the registration information, including company details and points of contact.
Organizational merger challenges often include maintaining accurate documentation throughout the changeover. The UEI remains associated with the entity, while the registration information changes to reflect the new organizational structure.
This approach guarantees continuity in federal contracting relationships.
Are UEIS Required for International Organizations Receiving Federal Funding?
Yes, international organizations receiving federal funding must obtain a Unique Entity Identifier (UEI) for federal compliance purposes.
While foreign entities may qualify for exemptions from full SAM.gov registration (particularly for awards under $500,000), the UEI itself remains mandatory.
International funding recipients must validate their legal name and address through the UEI issuance process.
First-tier subrecipients are also required to obtain UEIs, though second-tier subrecipients are generally exempt from this requirement.
Can Expired SAM Registrations Affect Existing Multi-Year Grant Payments?
Yes, expired SAM registrations immediately affect existing multi-year grant payments.
When registration lapses, federal payment systems automatically reject invoices and suspend disbursements until reactivation.
Grant payment implications include:
- Immediate payment holds
- Reimbursement delays for already-incurred costs
- Potential retroactive ineligibility affecting previous payments
- Compliance violations that may trigger grant agreement clawbacks
Organizations should implement 60-day advance renewal tracking to prevent disruption.