Maintaining current UEI and CAGE information in SAM.gov is essential for federal contractors. Businesses must update their profiles within three days of any change to legal name, address, or ownership structure. Failure to keep information current or complete annual renewals results in inactive status, preventing contract eligibility and payment receipt. Updates require logging into SAM.gov, selecting the entity registration, and completing either a quick POC update or full renewal. The following steps outline exactly how to maintain compliance without interruptions.
Why Maintaining Current UEI and CAGE Information Matters
Maintaining accurate Unique Entity Identifier (UEI) and Commercial and Government Entity (CAGE) code information serves as the foundation for successful government contracting relationships. These identifiers function as digital fingerprints for businesses within federal systems, guaranteeing proper recognition throughout the procurement process.
The UEI importance cannot be overstated, as it replaced the DUNS Number and now stands as the sole identifier used across federal government systems. Similarly, CAGE significance extends to entity verification, data integration, and contractor legitimacy validation. Both identifiers are required for registration on the Federal System for Award Management (SAM). When this information remains current, businesses maintain eligibility for federal contracts and grants without interruption.
Accurate identifiers also guarantee compliance with government regulations, prevent potential penalties, and facilitate seamless data flow between different agency systems. An inactive SAM status can prevent businesses from submitting bids or receiving payments for existing contracts. The registration process must include physical address validation with documentation that confirms your actual business location. Regular verification through the Entity Validation Service further assures data integrity.
For contractors, maintaining precise UEI and CAGE information directly correlates with continued access to government funding opportunities.
Key Triggers That Require Immediate SAM.gov Updates
Several specific circumstances necessitate prompt updates to SAM.gov records to guarantee continued eligibility for government contracts.
When entity changes occur, such as modifications to a company’s name, address, or ownership structure following mergers or acquisitions, immediate SAM adjustments prevent award discrepancies and suspension risks. Accurate information in SAM is essential for maintaining compliance with government regulations and avoiding potential legal consequences.
Financial modifications, particularly to banking details, require prompt updates to avoid payment issues and failed transactions. Businesses should begin the renewal process 60-90 days before expiration to ensure continuous registration without disruptions.
Registration lapses present significant compliance risks, as missed annual renewal deadlines shift status from active to inactive, eliminating contract eligibility.
Changes to points of contact must be recorded to maintain communication integrity.
FAR compliance demands SAM exclusion updates within three days of debarment or suspension under FAR 9.4(c)(3).
Similarly, subcontractor CAGE updates in prime contractor profiles are essential to avoid penalties.
System-driven errors, including API glitches and manual entry mistakes, can corrupt UEI/CAGE mappings and trigger lengthy GSAR reviews.
Step-by-Step Guide to Updating Your Entity Information
When changes occur within an organization, updating entity information in SAM.gov requires following a structured process to maintain compliance and contract eligibility.
Entity Administrators must first log into SAM.gov and navigate to “Entity Registrations > Existing Entity Registrations” to locate their record.
To begin the Update Process, administrators should:
- Select the ellipsis (⋮) icon near the expiration date
- Choose “Update” from the dropdown menu
- Decide between a quick Points of Contact update or full registration renewal
- Review and update Core Data, including legal business name and addresses
- Verify Assertions and Representations & Certifications sections
- Confirm CAGE Code information aligns with current DLA records
After submission, allow up to 10 business days for validation. During this period, no further edits can be made.
Organizations should verify “Active” status before bidding on opportunities and set a reminder for the next annual renewal.
Maintaining a current SAM profile is essential for federal contract eligibility and preventing potential disruptions in service.
Frequently Asked Questions
How Do UEI and CAGE Requirements Differ for Foreign-Based Companies?
Foreign entity requirements include obtaining an NCAGE code through NATO before SAM registration, unlike US companies that receive CAGE codes automatically.
International compliance challenges emerge from the need to maintain consistent legal addresses between NCAGE and SAM records.
Foreign entities must renew NCAGE codes every five years, whereas US-based CAGE codes don’t require separate renewal.
Additionally, foreign companies face stricter documentation verification to meet US government contractor standards.
Can Multiple CAGE Codes Be Assigned to a Single UEI?
Yes, multiple CAGE codes can be assigned to a single UEI.
In CAGE code allocation, companies with different physical locations or business units may require separate CAGE codes for each facility, while maintaining one UEI for the overall entity.
This approach streamlines UEI management while allowing for location-specific identification. Organizations can manage these multiple CAGE codes through their SAM.gov registration, keeping all locations under their unified entity identifier.
What Happens if an Entity Administrator Leaves During Renewal Periods?
When an entity administrator leaves during renewal periods, the organization faces critical entity shift challenges.
The renewal deadlines remain fixed regardless of personnel changes, risking registration inactivation and loss of federal contract eligibility if missed.
Administrator responsibilities must be formally transferred through either a notarized authorization letter or parent entity validation.
Organizations should mitigate these risks by designating backup administrators, maintaining updated authorization documentation, and conducting regular role audits in both SAM.gov and JustGrants systems.
Are Tribal Entities Subject to Different UEI Validation Procedures?
Tribal entities follow the same UEI validation procedures as all other organizations registering in SAM.gov.
The tribal validation process requires identical entity requirements, including submission of documentation that proves the organization’s uniqueness and legal status.
While tribal governments have unique sovereign status, this does not exempt them from standard SAM.gov validation protocols.
All entities must provide accurate information about their legal business name, physical address, and organizational structure to successfully complete the registration process.
How Do Security Clearances Affect CAGE Code Maintenance Requirements?
Security clearances greatly affect CAGE code maintenance requirements.
Facilities with clearances face stricter oversight, as clearance impact includes mandatory disclosure requirements for subcontractors handling classified information.
Maintenance procedures include continuous monitoring through CAGE-linked security databases and immediate updating when physical locations change.
Security clearance upgrades often trigger facility reassessments, and CAGE records must align with facility clearance documentation to prevent compliance issues during DCAA/DCMA audits.