The federal government shifted from DUNS to UEI (Unique Entity Identifier) for tracking grant recipients in April 2022. Organizations must now register for a UEI through SAM.gov instead of obtaining a DUNS number from Dun & Bradstreet. This 12-character alphanumeric identifier streamlines the application process, reduces administrative burdens, and improves security. Registration typically takes 7-10 business days and must be renewed annually to maintain funding eligibility. The following sections explain critical compliance requirements for successful navigation of this system.
The Strategic Shift: Why Federal Funding Now Requires UEI Instead of DUNS
A significant transformation has occurred in how organizations identify themselves when seeking federal funding. The federal government has shifted from the third-party DUNS (Data Universal Numbering System) to the government-issued UEI (Unique Entity Identifier) system, mandated by 2 CFR Part 25.
A benefits comparison reveals substantial improvements in the new approach. The UEI system eliminates third-party dependency on Dun & Bradstreet, reducing costs and administrative burdens for applicants. This change directly enhances funding efficiency by streamlining the application process through SAM.gov.
The UEI system also addresses previous limitations in tracking federal funds. With government control over the identification process, organizations experience improved security and simplified compliance requirements. The new 12-character, alphanumeric identifier provides a standardized format that ensures consistency across all federal systems.
For existing DUNS users, the shift included automatic UEI assignment, minimizing disruption while maximizing the advantages of this strategic government-wide change. Previously, organizations needed to request DUNS numbers directly from Dun & Bradstreet rather than having them automatically assigned. The transition has created a more unified system for entities seeking federal funding across Grants.gov and other related portals.
Navigating the UEI Registration Process for Grant Seekers
Every organization seeking federal grant funding must now complete the UEI registration process through SAM.gov, replacing the previous DUNS number requirement. This change presents several registration challenges that require careful planning and attention to detail.
The UEI system on SAM.gov replaces DUNS for federal grants, adding new hurdles that demand meticulous preparation.
The registration process typically takes 7-10 business days but can extend to a month if data inconsistencies arise. Common compliance requirements include providing legal business verification documents, financial information, and entity ownership details. The transition to UEI represents a significant system change designed to streamline the federal award process.
Organizations must also designate an EBiz POC during registration. Registration in SAM.gov is completely free and should never require payment to any third-party service. The UEI is a 12-digit number that is assigned exclusively through the official SAM.gov website.
To avoid delays, entities should:
- Confirm name consistency with IRS records
- Verify EIN accuracy before submission
- Be wary of third-party registration scams that charge fees
After obtaining a UEI, grant seekers must complete NSF Research.gov registration and link their UEI to Grants.gov accounts.
Remember that SAM.gov registration requires annual renewal to maintain federal funding eligibility.
Key Implications of the UEI Transition for Organizations Seeking Federal Funding
While the shift from DUNS to UEI represents a significant administrative change, organizations seeking federal funding must understand several key implications of this changeover. The alteration affects operational processes and compliance requirements for all entities engaging with federal award systems.
- Funding eligibility now depends entirely on valid UEI registration in SAM.gov, as applications using DUNS numbers are no longer accepted after April 4, 2022.
- Registration updates must be completed annually in SAM.gov to maintain active status, though existing registrants were automatically assigned UEIs without reapplication.
- Administrative efficiency increases through streamlined validation processes, eliminating third-party fees and reducing processing delays previously experienced with DUNS. The transition to UEI offers a more direct process since identifier acquisition now occurs entirely within SAM.gov interface rather than requiring external websites. Subcontractors and subrecipients needed to obtain their Unique Entity ID by April 3, 2022, to ensure continuity in federal award processing. This transition also benefits businesses by providing enhanced troubleshooting options for common challenges encountered during the registration process.
- Compliance requirements remain unchanged regarding annual renewals, but organizations must verify entity hierarchies and affiliations in the new system to guarantee proper reporting.
Frequently Asked Questions
Does the UEI Affect Existing Grants Awarded Before April 2022?
Existing grants awarded before April 2022 do not require immediate action regarding UEI implementation.
These grants maintain their funding implications and operational status without disruption.
Entities with active DUNS numbers were automatically assigned UEIs during the changeover period, requiring no effort from grantees.
The UEI changeover primarily affects new registrations and grants awarded after April 4, 2022, while existing grant expiration dates and renewal cycles remain unchanged.
Can Organizations Have Multiple UEIS for Different Departments?
Organizations typically cannot have multiple UEIs for internal departments within the same legal entity.
Multiple identifiers are only appropriate for legally separate subsidiaries or physically distinct locations requiring independent federal funding access.
Departmental registrations should use the organization’s primary UEI unless they operate as legally distinct entities with their own tax identification numbers.
This maintains proper entity hierarchy and compliance with federal award requirements under the UEI system.
How Long Does UEI Validation Typically Take After Registration?
The UEI validation timeline typically aligns with the overall SAM registration process, which generally takes up to 10 business days for standard applications.
During this registration process, the system performs verification checks, including TIN validation against IRS databases.
More complex registrations may require additional time, particularly if documentation is needed to resolve discrepancies.
Applicants can monitor their validation status through the SAM Status Tracker throughout this period.
Are Tribal Entities Subject to Different UEI Requirements?
Tribal entities are not exempt from UEI requirements for federal funding eligibility.
They must follow the same UEI and SAM.gov registration processes as other organizations to receive federal grants.
Despite the federal government’s recognition of tribal sovereignty, no special exceptions exist for tribal compliance with these identification standards.
All tribal recipients, including consortiums, must obtain and maintain valid UEIs to qualify for grants from Treasury, FEMA, DOI, and other federal agencies.
Will International Organizations Face Additional Hurdles Obtaining UEIS?
International organizations face significant additional hurdles obtaining UEIs compared to domestic entities.
These challenges include document translation requirements, complex TIN equivalency verification, and limited multilingual support. The registration process requires foreign entities to provide notarized documentation proving legal existence.
Funding accessibility is further complicated by time zone differences limiting real-time support, geopolitical restrictions for certain countries, and banking information that must meet SWIFT/BIC compliance standards for payment processing.