To update UEI and CAGE information in SAM.gov, users must first log in with Entity Registration Administrator credentials. Proceed to “Entity Registrations” on the My SAM page, select the entity requiring updates, and choose “Update Entity” from the Registration Details panel. Confirm all information matches IRS records and other federal systems to prevent validation errors. Changes require validation through IRS and CAGE processes, which may take up to 10 business days for completion. The following instructions provide detailed guidance for traversing this critical compliance process.
Understanding UEI and CAGE Code Requirements
Both the Unique Entity ID (UEI) and Commercial and Government Entity (CAGE) code serve as critical identifiers for organizations seeking to do business with the federal government.
The UEI importance cannot be overstated, as this 12-character alphanumeric code replaced DUNS numbers in April 2022 and is now mandatory for all federal financial assistance.
The CAGE differences are significant—while UEIs are issued by SAM.gov specifically for entity identification, CAGE codes are 5-character codes issued by the Defense Logistics Agency for supply chain categorization.
The registration process assigns UEIs automatically during SAM.gov registration, but CAGE codes require additional validation of physical address, legal name, and TIN.
Organizations often face compliance challenges when addresses or legal names don’t match across systems.
To avoid delays, entities should ascertain consistent information between SAM.gov registration and IRS records before beginning the application process. Note that residential addresses are acceptable for SAM registration if they serve as the primary business location. The annual renewal of your SAM registration is required to maintain active status for government contracting opportunities. Maintaining accurate documentation throughout the registration process is essential for successfully navigating the SAM system and securing federal procurement opportunities.
Preparing Your Information for SAM.gov Updates
Preparing for SAM.gov updates requires methodical information gathering before logging into the system.
Entity administrators should verify all documentation reflects current legal names and addresses, ensuring document verification processes run smoothly. Financial documentation must be current, with banking information cross-checked to confirm valid routing and account numbers. Having a D-U-N-S Number ready is essential for completing the registration process successfully, as highlighted in comprehensive SAM registration guidelines.
Before initiating updates, complete these essential preparatory steps:
- Gather identity verification documents including IRS EIN confirmation letters and recent utility bills showing the exact registered entity name and physical address.
- Prepare financial documentation such as recent bank statements and proof of electronic funds transfer capabilities.
- Perform compliance checks by validating NAICS codes against current opportunities and confirming entity ownership percentages match tax filings.
- Address technical requirements by obtaining administrator-level credentials for SAM.gov and ensuring your device meets security compliance standards.
Step-by-Step Process for Updating Entity Information
Updating entity information in SAM.gov requires careful navigation through a structured process designed to maintain accurate federal records. Users must first log in with an Entity Registration Administrator account and navigate to “Entity Registrations” under the My SAM page.
Precise navigation and administrator credentials are essential when updating SAM.gov entity information to ensure federal compliance.
To begin updates, users should:
- Select the entity from their list or search by legal business name
- Review the Entity Workspace for current information
- Choose “Update Entity” from the Registration Details panel
- Select specific sections requiring changes, such as core data or points of contact
When updating contacts, selecting “I would like to update my Points of Contact” allows for minor changes without initiating a full renewal. Remember that no cost is associated with updating your registration information in SAM.gov.
Annual renewal is necessary as entity registrations expire after one year if not updated.
Throughout this process, monitoring status is essential, as updates in “Submitted” status cannot be altered. The system requires validation through IRS and CAGE processes, which may take up to 10 business days to complete. Maintaining accurate information in your SAM profile is crucial for continued eligibility in government contracting and grant opportunities.
Frequently Asked Questions
How Long Does SAM.Gov Verification Take After Submitting UEI Updates?
The SAM.gov verification process for UEI updates typically takes 10 business days to become active after submission.
Foreign organizations may experience longer processing times, up to 45 business days, with a current average of 14 business days.
The update timeline can be extended if external reviews are required or if there are delays in responding to information requests.
Entities can check their status through the SAM.gov website or email notifications.
Can I Update CAGE Code Without an Active SAM Registration?
U.S. entities cannot update a CAGE code without an active SAM registration.
For domestic organizations, CAGE code updates must be processed through SAM.gov when the registration is active. Entities without an active SAM registration must contact the Defense Logistics Agency (DLA) CAGE Branch directly for any changes.
International entities with NCAGE codes follow a different process, using the NATO Codification System rather than SAM for updates and maintenance.
What Happens if My Physical Address Validation Fails?
When physical address validation fails in SAM, entities face several consequences.
Address verification issues typically delay registration processing and may affect eligibility for federal contracts. The system sends email notifications with instructions for correction.
Validation issues often stem from formatting errors, mismatches with IRS records, or using P.O. boxes instead of street addresses.
To resolve these problems, entities should verify IRS records, use standardized address formats, and contact the Federal Service Desk if needed.
Are There Fees Associated With UEI or CAGE Code Updates?
There are no fees associated with UEI or CAGE code updates.
The registration costs overview confirms that both initial registration and all subsequent updates in SAM.gov are completely free of charge.
Entities can modify their information, renew registrations, and maintain compliance without incurring any expenses.
The U.S. government does not charge for these identifier services, and companies should be wary of third parties that request payment for these free services.
How Do International Entities Handle Address Format Discrepancies?
International entities must address format discrepancies by following country-specific postal standards while maintaining consistency between NCAGE and SAM.gov systems.
When conflicts arise, entities should:
- Update NCAGE records first via the NSPA portal
- Wait 3 business days for synchronization
- Submit English translations alongside local language characters
- Maintain identical formatting between systems
- Consult US embassy resources for international standards compliance
Address validation often requires notarized documentation confirming the legitimacy of physical locations across registration systems.