The Unique Entity ID (UEI) system replaced DUNS numbers in SAM.gov on April 4, 2022, streamlining federal grant processes. Organizations must now obtain their 12-character alphanumeric UEI directly through SAM.gov rather than through Dun & Bradstreet. This shift requires updates to internal systems, annual renewals, and prompt maintenance of organizational information. The government-managed UEI system reduces third-party dependencies, simplifies compliance, and improves integration with Grants.gov. Further exploration reveals practical implementation steps for organizations.

The Key Differences Between UEI and DUNS Numbers

While both serve as identification systems for organizations receiving federal funds, UEI and DUNS numbers differ markedly in their fundamental structure and administration.

The UEI consists of a 12-character alphanumeric code issued directly by SAM.gov, eliminating the previous DUNS limitations related to third-party dependency. This shift addresses concerns about vendor lock-in that existed under the Dun & Bradstreet system.

The UEI advantages include greater identification efficiency through government oversight rather than commercial control. The new system reduces administrative barriers by removing the requirement for external account creation. Organizations with existing DUNS numbers will automatically receive UEI during the transition period that began in April 2022.

Federal compliance is streamlined as entities no longer navigate between multiple systems for validation. This integration works in conjunction with Grants.gov platform to enhance the application process for federal funding opportunities. Additionally, the UEI system aligns with broader federal initiatives to simplify the grant application process and improve accessibility for all entities seeking government funding. The transition has centralized customer support at a single helpdesk for all UEI-related issues, further enhancing the user experience.

How to Obtain and Maintain Your UEI in SAM.gov

Maneuvering the UEI registration process requires careful attention to documentation and system requirements. Organizations must first create a Login.gov account to access SAM.gov, then select “Register New Entity” to initiate their UEI application. The system requires validation of business information including legal name, address, and tax ID number against IRS records.

Successfully navigating UEI registration demands meticulous preparation and accurate documentation to validate your organization’s legal information.

After obtaining a UEI, entities must focus on maintenance tips to guarantee continued compliance. Annual renewal is mandatory, with updates required within 30 days of organizational changes like mergers or acquisitions. The 12-digit UEI has completely replaced the previous 9-digit DUNS number for all federal financial assistance purposes. The registration process typically takes 7-10 business days for completion before applying for most funding opportunities.

The designated EBiz POC plays an essential role in maintaining profile accuracy and managing grants.gov access. Banking information should be regularly reconciled to prevent payment issues.

Though third-party assistance is available, the free self-service registration process remains the recommended approach for most organizations. Nonprofit organizations should understand that active SAM registration is critical for maintaining eligibility for federal grant opportunities.

Impact on Organizations Transitioning From DUNS to UEI

The shift from DUNS to UEI represents a significant change for organizations receiving federal funding. This alteration brings both streamlined processes and temporary adjustment challenges as entities adapt their systems and procedures to accommodate the new identifier.

Organizations must update their internal databases, grant management systems, and documentation to reflect UEI information rather than DUNS numbers.

Starting April 4, 2022, all entities will be required to use the new UEI system for federal funding processes.

Many entities face training requirements for staff who manage federal awards, ensuring they understand how to obtain, maintain, and properly use UEIs in applications and reporting.

While the adjustment requires initial adaptation, the long-term benefits include reduced costs, increased efficiency, and direct management through SAM.gov rather than third-party providers.

Organizations that proactively plan for these changes minimize disruption to their federal funding activities.

Maintaining an active SAM status is crucial during this transition to ensure uninterrupted access to grants and contracts.

Frequently Asked Questions

Can I Use Both UEI and DUNS During the Transition Period?

No dual registration flexibility existed during the UEI shift.

After April 4, 2022, federal systems stopped accepting DUNS entirely, requiring UEI exclusively for all registrations, renewals, and reporting.

The shift had a hard cutoff date rather than an overlapping period.

While historical awards maintained DUNS in archived records, any active management required UEI.

Entities previously registered in SAM.gov automatically received UEI assignments, eliminating the need for maintaining both identifiers simultaneously.

How Does UEI Affect International Organizations Applying for Grants?

International organizations must obtain a UEI for grant eligibility, replacing the former DUNS number requirement.

These entities face unique UEI compliance challenges, including obtaining NCAGE codes before SAM registration. The process may take six weeks or longer for foreign applicants.

While exemptions exist for awards under $500,000, most international organizations still need a UEI.

Despite eligibility for many NIH grants, restrictions apply to training and small business opportunities for international organizations.

Will UEI Affect My Current Grant Payments or Reporting Requirements?

UEI status directly affects current grant impacts and payment processing. Inactive SAM registrations will pause ED payments until compliance is verified.

For existing grants, payment vouchers remain accessible only with active SAM status. Banking information updates must go to Treasury, not ED Impact Aid.

Additionally, reporting requirements now mandate UEI for subawards exceeding $30,000 under FFATA, which must be reported via FSRS.gov.

Annual SAM renewals are critical to prevent payment interruptions.

Are Subrecipients Required to Obtain a UEI?

Yes, subrecipients are required to obtain a UEI (Unique Entity ID).

This compliance requirement became mandatory after April 4, 2022, for all entities receiving federal funds, including subrecipients.

Subrecipient responsibilities include acquiring a UEI through SAM.gov, though full SAM registration is only required for direct federal fund recipients.

Without a UEI, subrecipients cannot be properly reported in federal systems, which prevents prime contractors from fulfilling their reporting obligations for federally funded projects.

What Happens if SAM.Gov Experiences Technical Issues With UEI Validation?

When SAM.gov experiences technical issues with UEI validation, several consequences can occur. Entities may face significant delays in obtaining their UEI, which can disrupt procurement processes and funding opportunities.

The validation process may require manual review, extending wait times up to a month. In response, GSA typically implements surge support for affected entities and may prioritize critical cases.

Organizations should document all correspondence with SAM.gov support and maintain accurate registration information to minimize validation complications.