The Unique Entity ID (UEI) has replaced DUNS numbers for all federal systems including Grants.gov and SAM.gov. Organizations must obtain a UEI through SAM.gov registration at least 30 days before grant deadlines, allowing for the typical 7-10 business day processing period plus a 48-hour synchronization with other portals. This identifier streamlines federal interactions, enhances security with two-factor authentication, and requires quarterly verification to maintain compliance. Proper UEI management guarantees uninterrupted access to federal funding opportunities.
How UEI Integration Streamlines Federal Portal Access
Since the implementation of the Unique Entity Identifier (UEI) system, federal contractors and grant applicants have experienced significant improvements in traversing government portals.
The UEI benefits include simplified entity validation and streamlined data collection, replacing the previously required DUNS number with a directly SAM.gov-generated identifier.
The UEI system simplifies validation processes by replacing DUNS with a directly generated SAM.gov identifier.
This integration enhances Federal efficiency by creating a unified access experience through Login.gov, allowing users to access multiple government platforms with a single secure account.
The streamlined process eliminates the need for external validation services and reduces administrative burden.
Users can now navigate seamlessly between SAM.gov and Grants.gov, with improved search functionality that enables filtering by specific categories like Opportunity Zone Benefits.
Release 18.1 has updated the system interface by changing DUNS field labels to UEI field labels throughout Grants.gov in preparation for the full transition.
The centralized database management of federal awards ensures proper tracking and transparency for all government transactions through the UEI system.
Organizations must update their entity information in SAM.gov to remain fully compliant with the new federal registration requirements.
The incorporation of two-factor authentication further strengthens security while maintaining accessibility across federal systems.
Critical Timeline Considerations for UEI Registration
Preparation represents the cornerstone of successful UEI registration, requiring organizations to allocate sufficient lead time before approaching grant deadlines. The registration timeline typically spans 7-10 business days, but organizations should initiate the process at least 30 days before grant deadlines to accommodate potential delays.
Documentation requirements include tax identification numbers, banking information, and designation of an EBiz Point of Contact. After submission, entities should account for a 48-hour system synchronization period before Grants.gov access becomes available. Organizations should note that no registration fee is required for either SAM.gov or Grants.gov during the UEI registration process.
First-time applicants need an additional five-day buffer for portal familiarization. Organizations must also maintain SAM.gov registration with annual renewals. Remember that as of April 2022, the UEI number is automatically assigned during SAM registration and has replaced the previously used DUNS number.
Establishing contingency plans—such as designated backup contacts and quarterly UEI verification—helps prevent disruptions during critical funding cycles, especially during government shutdowns or system maintenance periods. The transition to UEI has enhanced security features while eliminating the need for third-party involvement that was previously required with the DUNS Number system.
Best Practices for Maintaining UEI Compliance Across Systems
Maintaining UEI compliance across federal systems requires organizations to implement systematic practices that assure data consistency and regulatory adherence.
Organizations should conduct regular compliance audits to confirm their UEI information remains current in SAM.gov and is accurately reflected in all connected systems, including Grants.gov and FPDS.
Regular audits ensure your UEI information remains synchronized across SAM.gov, Grants.gov, and FPDS systems.
Data verification should occur at least quarterly, with special attention to banking information used for Electronic Funds Transfer. Entities pursuing federal contracts should ensure all documentation is prepared before beginning the SAM.gov registration process to avoid delays.
Organizations benefit from centralizing UEI management responsibilities to a dedicated team that monitors registration status and upcoming renewal deadlines. This team should document all changes to entity information and maintain an audit trail of updates.
Implementing risk-based due diligence protocols helps identify potential compliance issues before they impact grant applications or contract awards across integrated award environment systems.
Since the UEI replaced the DUNS number in April 2022, organizations must ensure all legacy references are updated in their internal systems and documentation.
Frequently Asked Questions
Can Foreign Entities Obtain a UEI for US Federal Grant Applications?
Foreign entities are fully eligible to obtain a Unique Entity Identifier (UEI) for US federal grant applications.
The grant application process allows international organizations to acquire a UEI through the “Get a Unique Entity ID” process on SAM.gov without completing full registration.
While foreign public entities receiving awards under $500,000 are exempt from complete SAM.gov registration, obtaining a UEI remains mandatory for all foreign entities engaged with federal funding opportunities.
How Do I Transfer My UEI When My Organization Merges?
When an organization merges, UEI transfer procedures vary based on the merger structure. If the legal entity remains intact, the existing UEI typically stays active.
However, if the merger creates a new legal entity, an update to the SAM.gov registration is required.
Organizations should:
- Update SAM registration details
- Document the merger with appropriate authorities
- Notify federal awarding agencies of the organizational change
Most merger procedures only require updating entity information rather than obtaining a new UEI.
What Happens if My SAM.Gov Username or Password Is Lost?
If a user loses their SAM.gov username or password, they must follow specific recovery procedures.
For username recovery, they should visit the SAM.gov homepage for guidance on retrieving Login.gov credentials.
For password reset, users need to select “Forgot your password?” on the sign-in page and follow the verification steps.
Both processes may require authentication through previously established security methods.
Users should act promptly to prevent unauthorized access to their accounts.
Can Multiple UEIS Be Assigned to One Organization?
No, multiple UEIs cannot be assigned to a single organization under the same registration. Each SAM.gov registration receives only one Unique Entity ID (UEI) as part of the organization identifiers system.
However, if an organization has legally separate divisions or locations operating independently, each may qualify for its own registration and UEI assignment. This approach guarantees clear identification of entities in federal systems and maintains integrity in government contracting relationships.
How Do Subrecipients Without Direct Funding Obtain UEIS?
Subrecipients without direct funding can obtain UEIs through SAM.gov‘s simplified process.
They should use the “Get a Unique Entity ID” option rather than completing full SAM registration. This abbreviated UEI application process validates the organization’s legal business name and address without requiring the thorough registration needed for direct recipients.
Subrecipient funding eligibility still requires a UEI, but the streamlined process saves time while ensuring compliance with federal identification requirements.