Federal contractors, grant recipients, organizations seeking federal funding, and entities conducting business with government agencies must obtain a UEI through SAM.gov registration. This identifier replaced the DUNS number system in 2022 and serves as the primary method for tracking federal awards and transactions. Exemptions exist for individual persons, certain foreign cooperators receiving subawards under $25,000, and entities with non-financial federal interactions. The following sections outline specific requirements and documentation needed for successful registration.
Organizations That Must Obtain a UEI Number
Federal regulations require several types of organizations to obtain a Unique Entity Identifier (UEI) through SAM registration. Business entities pursuing federal contracts must register with SAM and secure a UEI before submitting bids or proposals.
Government contractors cannot participate in federal procurement opportunities without this essential identifier.
Grant applicants seeking federal funding through Grants.gov must also obtain a UEI as part of their mandatory SAM registration process. This requirement applies to nonprofits, educational institutions, and other organizations pursuing government grants.
Additionally, any entity conducting transactions with EXIM Bank needs a UEI, which requires maintaining an active registration. The identifier serves as the primary means for government systems to recognize and validate organizations. Obtaining a UEI involves creating an account on Login.gov first before proceeding with SAM.gov registration. Small businesses should ensure their size standards compliance is documented accurately during registration to qualify for specialized contracting opportunities.
The UEI has replaced the DUNS number system, creating a more streamlined identification process that enhances compliance with federal contracting and grant requirements. An active SAM registration provides organizations with increased transparency and credibility when seeking federal funding opportunities.
Entities Exempt From UEI Requirements
Exceptions to the UEI requirement provide relief for select entities dealing with federal systems and funding. Individual exemptions apply primarily to natural persons receiving federal grants, provided they do not operate as businesses or sole proprietors.
The UEI requirement offers exceptions for specific entities, with natural persons among those qualifying when not operating commercially.
These individuals can apply for federal funding without obtaining a UEI, simplifying their application process.
Foreign cooperators receiving subawards under $25,000 may request exemptions through the USDA ARS by contacting the Authorized Departmental Officer with proper documentation of award purpose and funding level.
However, these waivers remain relatively rare.
Other exemptions include:
- Education Department subrecipients (exempt from SAM.gov registration but still need a UEI)
- Entities with non-financial federal interactions
- Organizations using public government data without receiving funds
All exemptions have specific conditions that must be verified before proceeding without a UEI, as improper claims of exemption status may delay funding or disqualify applications.
Nonprofit organizations must remain vigilant about SAM compliance to ensure they can effectively secure federal funding and continue their mission-driven work without administrative setbacks.
Key Documentation for Successful UEI Registration
Successful UEI registration requires extensive preparation and proper documentation to avoid delays in the application process. Organizations should prepare a detailed documentation checklist before beginning their SAM.gov registration to guarantee a smooth experience.
Essential documents include tax identification materials, such as an EIN confirmation from the IRS, and articles of incorporation or business formation papers that verify the entity’s legal status. Business licenses and permits relevant to the entity’s operations must also be readily available.
Entities must provide proof of physical address through utility bills or lease agreements, along with signature authority documentation that confirms who can legally act on behalf of the organization.
For international registrants, NCAGE codes are required before proceeding.
Following these registration tips will streamline the validation process: confirm all documents are current, information matches across all paperwork, and create a Login.gov account before starting the registration. Entities must obtain a D-U-N-S Number and have their Taxpayer Identification Number (TIN) readily available to complete the SAM registration successfully.
Frequently Asked Questions
How Long Does the UEI Registration Process Typically Take?
The UEI registration timeline typically spans 7-10 business days for standard applications, though uncomplicated cases might resolve within a few weeks.
Processing delays often occur during TIN validation with the IRS or CAGE code assignment through the DoD. Entities experiencing extended waiting periods beyond two weeks should contact the Federal Service Desk at 866-606-8220.
The process begins with immediate submission confirmation but concludes only after all external validations are successfully completed.
Can I Transfer My UEI to Another Business Entity?
No, transferring ownership of a UEI to another business entity is not possible.
UEIs are permanently assigned to specific entities based on their legal business name, address, and tax ID.
When business structures change through mergers or acquisitions, the resulting entity must register for a new UEI in SAM.gov rather than transferring the existing one.
This guarantees data continuity and proper tracking of federal awards.
Entities must create a new SAM.gov account to obtain their own unique identifier.
What Happens if My UEI Registration Expires?
When a UEI registration expires, organizations face several immediate impacts. Companies lose eligibility to bid on federal contracts, experience payment interruptions for existing contracts, and cannot apply for grants.
Renewal Process Steps
To renew, entities must:
- Log into SAM.gov before the expiration date
- Update entity information
- Obtain notarized letters if registration has already expired
- Complete validation process
Early renewal, at least 30 days before expiration, prevents operational disruptions.
Is a UEI Required for Each Business Location?
A UEI is not required for each business location.
Multiple locations operating under the same legal entity and tax identification number share a single UEI, as the identifier represents the legal business entity rather than physical addresses.
For business compliance purposes, only legally separate entities with distinct tax IDs require separate UEIs.
Branch locations typically use the parent organization’s UEI unless they are established as separate legal entities with their own tax identifications.
How Do I Update My Entity Information After Registration?
To update entity information after registration, users must log into SAM.gov with their credentials and navigate to “Entity Registrations” then “Existing Entity Registrations.”
After locating their entity, they should select “Update Entity” from the Registration Details panel.
The registration process allows modifications to Core Data, business types, points of contact, and financial information.
After making necessary changes, users must submit the entire registration and wait 3-5 business days for approval of entity updates.