A Unique Entity ID (UEI) is now required for all federal contracting through SAM.gov, replacing the DUNS number system. To obtain a UEI, organizations must create a Login.gov account, navigate to SAM.gov, and submit their legal business name and physical address for validation. Common challenges include data mismatches and technical errors during registration. Proper documentation preparation and ensuring data consistency across business platforms notably reduces delays. The following steps outline the complete process for successful registration.
What Is a UEI and Why It Replaced DUNS Numbers
Evolution in federal identification systems led to a significant change for government contractors in 2022. The Unique Entity Identifier (UEI), a nine-digit code generated directly through SAM.gov, replaced the long-standing DUNS number system previously administered by Dun & Bradstreet.
The UEI significance stems from eliminating third-party dependencies that characterized the DUNS limitations. Unlike DUNS numbers, which required businesses to register through an external vendor before accessing federal opportunities, UEIs are issued directly by the government.
This shift streamlined the registration process, reduced costs for contractors, and enhanced efficiency in federal award management. The General Services Administration implemented the new system to provide enhanced security features while simplifying entity identification. The implementation of UEI aims to enhance data accuracy across various federal agencies. Existing DUNS number holders automatically received a UEI during the April 2022 transition.
Step-By-Step Guide to Obtaining Your UEI Through SAM.Gov
Maneuvering the process of obtaining a Unique Entity Identifier (UEI) through SAM.gov requires careful attention to detail and adherence to specific procedures.
Users must first create a Login.gov account with email verification and two-factor authentication to access the SAM.gov platform.
From the SAM.gov homepage, select “Get Started” or navigate through the Workspace section to choose “Get Unique Entity ID” option.
The entity validation process requires entering an exact legal business name and physical address that will be verified in the system database.
For UEI-only requests, users don’t need to complete the full registration process.
Simply provide the required entity information, confirm validation details, and wait for approval.
Once validated, the system will generate a UEI, which is essential for federal funding eligibility.
The Unique Entity ID is a 12-character alphanumeric value that is assigned, managed, and owned by the federal government.
It’s important to gather all essential information about your entity before beginning the registration process to avoid delays in obtaining your UEI.
Common Challenges and Solutions in the UEI Registration Process
While obtaining a UEI through SAM.gov follows a structured process, many applicants encounter significant obstacles during registration.
Common registration pitfalls include data mismatches between SAM.gov and external databases, entity name discrepancies, and technical errors that impede access to the system. Encountering a 404 error during registration often indicates navigation issues within the SAM.gov website that require immediate troubleshooting. This transition from DUNS numbers to UEI was implemented to streamline the federal award process and improve system efficiency.
Data mismatches and technical glitches frequently derail SAM.gov registration, creating frustrating roadblocks for applicants.
Organizations frequently face delays due to incomplete documentation essentials, such as missing ownership information or financial details. Registration in SAM.gov is absolutely necessary as it is the only official system where entities can obtain and maintain their UEI for federal funding eligibility.
When business information doesn’t align across platforms, validation issues inevitably follow.
To overcome these challenges, entities should:
- Guarantee data consistency across all business platforms
- Prepare thorough documentation before submission
- Utilize checklists to verify accuracy and completeness
- Consider expert guidance for traversing complex requirements
- Address registration issues promptly to prevent extended delays
Frequently Asked Questions
How Long Does SAM.Gov Take to Assign a UEI After Submission?
The SAM.gov UEI assignment typically occurs during the overall registration process, which takes up to 10 business days to become active.
Processing times depend on the accuracy and completeness of submitted information. Registration updates are reviewed through multiple validation steps, including IRS verification.
When registration information requires additional review or contains discrepancies, processing may extend beyond the standard timeframe.
Entities can check their status through the SAM.gov tracker and should contact the Federal Service Desk if delays exceed 10 business days.
Can International Organizations Obtain a UEI for U.S. Federal Grants?
Yes, international organizations can obtain a UEI for U.S. federal grants.
International eligibility extends to all foreign entities, which must register through SAM.gov to receive federal funding. The process is free of charge, regardless of the organization’s location.
While full SAM.gov registration is generally required, foreign entities receiving awards under $500,000 may qualify for exemptions on a case-by-case basis.
However, a UEI remains mandatory for all grant application processes, even with exemptions.
What Happens if My Organization’s Information Changes After Registration?
Organizations must update their information through the Entity Workspace in SAM.gov whenever changes occur.
All modifications to headquarters address, UEI, or other details require immediate attention to maintain registration accuracy.
Organizations should:
- Log into SAM.gov
- Navigate to “Complete Registrations” under “Manage Entity”
- Submit necessary information updates
Failure to keep information current may result in funding holds, application rejections, and processing delays for federal grants and payments.
Is Expedited UEI Processing Available for Urgent Grant Deadlines?
No standard expedited UEI processing exists for urgent grant deadlines.
The SAM registration process, including UEI assignment, follows a standard timeline that can take up to a month for activation.
Organizations facing grant deadlines should initiate registration well in advance, as complex registrations or errors may extend processing times considerably.
While there’s no fast-track option, ensuring accurate information submission and regularly monitoring status can help minimize potential delays in the standard processing sequence.
How Do I Recover a Forgotten UEI for an Existing Registration?
To recover a forgotten UEI for an existing registration, users can log into SAM.gov and utilize the search records function.
By selecting “Advanced Search–Entity” and marking the “Inactive” checkbox if applicable, the UEI will appear in registration details.
Alternative forgotten UEI solutions include checking confirmation emails from SAM.gov, reviewing financial records, or contacting the SAM.gov help desk for assistance if the record isn’t publicly searchable.