Incorrect UEI or CAGE information in SAM registration can severely impact federal contract eligibility. Common errors include format confusion between UEI and obsolete DUNS numbers, mismatched business names, and data inconsistencies with legal documents. Contractors should promptly access their SAM.gov account via Login.gov credentials, navigate to Core Data Registration, verify information against IRS records, and monitor the Entity Status Tracker after submission. Timely corrections prevent disqualification and payment processing issues that jeopardize business opportunities.
Common Causes of UEI and CAGE Errors in Federal Registration
When registering in the System for Award Management (SAM), organizations frequently encounter validation issues with their Unique Entity Identifier (UEI) and Commercial and Government Entity (CAGE) information.
Common errors include confusing the 12-digit UEI format with the obsolete 9-digit DUNS system and attempting to use expired CAGE codes with new entities. Business structure classification is another critical factor that can significantly impact registration success and contract eligibility.
Data inconsistencies represent another significant problem area. Organizations often submit information that doesn’t match their legal documents, such as inconsistent entity names, incorrect addresses, or mismatched incorporation details. The recent updates requiring organizations to provide valid utility bills for physical address verification have further complicated the registration process. It’s essential to maintain current POC information to avoid missing critical communications about UEI or CAGE validation issues.
Technical issues further complicate registration, with system updates causing widespread confusion and format incompatibilities disrupting submissions.
These problems are compounded when businesses fail to synchronize changes across multiple government databases or submit duplicate applications, creating validation conflicts that delay registration approval.
Impact of Identifier Mistakes on Government Contract Eligibility
Errors in UEI and CAGE information extend far beyond administrative inconveniences, directly threatening a contractor’s ability to compete for and receive federal awards.
Recent case law, including the Maxim Healthcare Staffing Services decision, demonstrates that lapsed SAM registrations can disqualify otherwise eligible contractors.
Legal precedents show inconsistent enforcement, with Judge Horn ruling that lapses between initial and revised proposals may be forgiven in some cases.
However, inaccurate CAGE codes make electronic processing of payments impossible and can result in misdirected funds.
To mitigate these risks, contractors must maintain vigilant oversight of their SAM registration status.
The consequences are severe: disqualification from contract awards, missed opportunities, and inability to receive payments—all potential outcomes from what might seem like minor administrative errors.
First-time government contractors should begin the registration process early since obtaining a UEI typically takes at least 48 hours when documentation matches exactly.
Contractors should consider that SAM registration requires Core Data completion and government validation before becoming active in the system.
Federal regulations compliance requires thorough review of registration instructions to prevent submission of incomplete or outdated information.
Step-by-Step Solutions for Correcting Registration Data
Steering the correction process for UEI and CAGE information requires a methodical approach to ascertain compliance with federal registration requirements.
When errors are detected, entity administrators must first access their SAM.gov account through Login.gov credentials.
To implement corrections:
- Navigate to the Core Data Registration pages after logging in
- Verify the Taxpayer Name matches exactly with IRS records from the most recent tax return
- Review and update entity details, paying particular attention to identification numbers
- For foreign entities, confirm NCAGE code accuracy in module 2.1
- Submit corrected information and monitor the Entity Status Tracker regularly
Starting these corrections early prevents registration lapses that could jeopardize federal contract eligibility.
The CAGE validation process may take up to 10 business days to complete when external reviews are necessary.
Since April 2022, the UEI system has replaced DUNS numbers as the primary identifier for all federal registrations.
Regular status checks ascertain all information remains current with federal requirements.
Frequently Asked Questions
Can Multiple Entities Share the Same CAGE Code?
Multiple entities cannot share the same CAGE code. CAGE codes are assigned to individual legal entities at specific physical addresses, ensuring unique identification for federal contracting purposes.
Separate legal entities, even at identical addresses, must obtain distinct CAGE codes by providing specific address details like suite numbers or floor designations. This requirement maintains procurement integrity and clearly defines responsibilities for each entity.
Companies with multiple divisions may have multiple CAGE codes for different business units or locations.
How Long Does UEI or CAGE Correction Typically Take?
UEI or CAGE code corrections typically take 2-4 weeks to process.
Simple corrections may complete in a few business days, while complex cases can extend to 45 business days.
Factors affecting processing time include:
- Documentation accuracy and completeness
- Current agency workload and request volume
- Technical issues with systems
- Coordination between multiple agencies (DLA for CAGE, GSA for UEI)
Entities should initiate corrections 60-90 days before critical deadlines to prevent interruptions.
Are Temporary Exemptions Available During UEI Validation Issues?
No formal temporary exemptions exist for UEI validation issues in SAM registration.
Federal agencies may occasionally make case-by-case accommodations for urgent situations, but these are not standardized or guaranteed.
Entities experiencing validation delays should work directly with SAM’s Federal Service Desk to resolve discrepancies.
Some agencies might accept evidence of a pending registration for time-sensitive submissions, but full validation remains required before award finalization or payment processing.
Can I Bid on Contracts While Fixing Registration Errors?
Contractors cannot bid on federal contracts while fixing SAM registration errors involving UEI or CAGE information.
Federal Acquisition Regulation requires complete, accurate registration at the time of bid submission.
Registration errors must be resolved before proposal submission, as contracting officers verify SAM status during the review process.
The correction process must be completed and validated in the system before a contractor becomes eligible to submit bids for federal opportunities.
What Happens if My CAGE Code Expires Mid-Contract?
When a CAGE code expires during an active contract, the contractor faces several serious consequences:
- Potential contract termination or penalties
- Delayed or suspended payments for completed work
- Inability to receive contract modifications or extensions
- Compliance issues with federal procurement regulations
- Damaged reputation with government agencies
The contractor should immediately begin the renewal process through SAM.gov to minimize disruption to ongoing contract performance and maintain eligibility for payments.