To deactivate a UEI number in SAM.gov, users must log into their account, navigate to the entity workspace, and select “Manage Entity.” From there, choose “Deactivate Entity,” confirm the UEI number, provide a reason for deactivation, and submit the request. Deactivation temporarily suspends registration while preserving historical records, unlike deletion which permanently removes all data. Organizations should carefully consider timing, as deactivation immediately affects contract eligibility and payment processing. The following steps provide thorough guidance for proper UEI management.
Understanding UEI Deactivation vs. Deletion in SAM.gov
When managing a Unique Entity ID (UEI) in the System for Award Management (SAM.gov), entities must clearly understand the distinction between deactivation and deletion, as these actions have markedly different consequences.
Deactivation temporarily suspends an entity’s registration while preserving its UEI and historical records. The registration remains searchable but appears as inactive. This approach, among effective UEI management strategies, allows for future reactivation when needed. UEIs serve as alphanumeric identifiers that replaced the DUNS number system to streamline government transactions.
In contrast, deletion permanently removes all entity data, including the UEI itself. Once deleted, the entity must obtain a new UEI and restart the entire registration process. Many contractors face significant delays with validation when attempting to register again after deletion, similar to the challenges observed since the April 2022 transition from DUNS. Entity Administrators can view their current status in the Workspace menu on SAM.gov to determine if their registration is active, inactive, or pending before making deactivation decisions.
The deactivation consequences are less severe, as financial data and CAGE information remain intact, whereas deletion erases the entity’s entire federal contracting history and invalidates the UEI for all prior awards.
Step-by-Step Process to Inactivate Your Entity Registration
The process of deactivating a UEI registration in SAM.gov requires careful attention to specific steps and proper authorization.
Entity administrators must first log in to their SAM.gov account and navigate to the entity workspace to locate the registration requiring deactivation.
Before proceeding, users should complete a thorough deactivation checklist, verifying no active contracts exist and all financial obligations are satisfied. This preparatory step guarantees smooth entity management throughout the process. It’s important to note that a UEI cannot be deleted if it is assigned to units.
As part of the UEI transition from DUNS numbers, understanding proper deactivation procedures has become increasingly important for all SAM users.
Once prepared, administrators should:
- Select “Manage Entity” from the workspace
- Choose the “Deactivate Entity” option
- Confirm the UEI associated with the registration
- Provide required information about the deactivation reason
- Review all details for accuracy
- Submit the request
- Save confirmation documentation for records
Post-Deactivation Implications for Federal Contracting
Significant consequences await entities that deactivate their UEI numbers while still engaging in federal contract activities.
When a UEI becomes inactive, contract eligibility is immediately compromised, preventing participation in new bidding opportunities with federal agencies.
Existing contracts face substantial challenges as well. Payment processing typically stalls when a UEI is deactivated, leading to delayed reimbursements and potential cash flow problems.
Federal systems cannot validate payment requests without an active UEI registration in SAM.
Entities must carefully consider timing before deactivating, especially if any contractual obligations remain.
The financial implications extend beyond missed opportunities to include possible contract termination if compliance cannot be restored quickly.
This transition from DUNS to UEI has been implemented to enhance transparency and reduce administrative burden for grant applicants and federal contractors alike.
Deactivating a UEI could result in debarment or suspension from future federal funding opportunities if an entity fails to properly complete its existing contractual obligations.
SAM registration renewal should be prioritized annually to maintain seamless operations and avoid these disruptive consequences.
Frequently Asked Questions
Can a Third-Party Agent Deactivate My UEI on My Behalf?
No, third-party agents cannot deactivate a UEI without proper authorization.
Agent responsibilities in SAM.gov are limited to assisting with updates and data entry. Only entity administrators have the authority to deactivate registrations.
Third-party agents require explicit administrative privileges granted by the entity to perform critical actions. For deactivation to occur, the entity must either perform the action themselves or formally delegate administrative access to their agent through the SAM.gov portal.
How Long Does the UEI Deactivation Process Typically Take?
The UEI deactivation timeline varies based on system workload and administrative processing.
While SAM.gov doesn’t specify an exact processing duration, deactivation typically completes within 1-2 business weeks.
Factors affecting completion time include system maintenance schedules, verification requirements, and current administrative backlogs.
Entity administrators should monitor their SAM.gov account for confirmation notifications and plan accordingly when timing is critical for contractual or compliance purposes.
Will Deactivation Affect My Existing Contracts or Payments?
UEI deactivation doesn’t automatically terminate existing federal contracts or halt payments.
Contract implications remain minimal as agreements stay legally binding under original terms. However, if modifications are needed, an inactive registration could create obstacles.
Payment delays may occur during administrative verification processes, though Treasury systems typically validate banking details independently of SAM status.
For continued smooth operations, entities should maintain active registration, especially when contract modifications or new opportunities are anticipated.
Can I Reuse a Deactivated UEI for a New Business Entity?
No, a UEI cannot be reused for a new business entity.
UEIs are permanent, non-transferable identifiers that remain specifically tied to the original entity that received them.
Each new business must obtain its own unique UEI through SAM.gov registration.
Even if an entity’s registration expires, the UEI remains in federal systems and cannot be reassigned to different organizations, regardless of ownership changes or business similarities.
Are There Any Fees Associated With UEI Deactivation?
There are no fees associated with UEI deactivation in the SAM registration system.
The deactivation process, which typically involves updating an entity’s SAM registration status rather than a separate action, is completely free of charge.
Both obtaining and maintaining a UEI through SAM.gov remains cost-free for all entities.
This aligns with the government’s policy that essential registration services for federal contracting and grant applications should be accessible without financial barriers.