Federal contractors must now use Unique Entity Identifiers (UEI) instead of DUNS numbers for all government business. Since April 2022, the UEI system has completely replaced DUNS for SAM.gov registration, federal contracts, and grant applications. The UEI is free, instant, and issued directly by the government through SAM.gov, making it faster and more accessible than the old DUNS system. Bottom line: if you’re doing business with the federal government, your DUNS number is worthless and you need a UEI immediately.
If you want to learn more about this process, visit: https://federalprocessingregistry.us/sam-gov-entity-validation-the-complete-guide-to-uei-numbers-cage-codes-and-federal-registration-success/
Why Did the Government Replace DUNS With UEI?
The federal government’s decision to abandon the DUNS system wasn’t made lightly. After decades of relying on Dun & Bradstreet’s private numbering system, agencies recognized fundamental flaws that hindered efficient procurement and created unnecessary barriers for businesses.
The Shift to Simplify and Centralize Entity Verification
Government efficiency experts identified the DUNS dependency as a significant bottleneck in federal procurement. By maintaining entity identification in-house, agencies could ensure faster processing, better data quality, and eliminate external dependencies that sometimes conflicted with government transparency goals.
The centralization effort also addressed security concerns. Having entity data controlled by a private corporation created potential vulnerabilities and limited the government’s ability to quickly verify or update business information during critical procurement cycles.
Key Reasons for the Transition from DUNS to UEI
Cost elimination was a primary motivator—many businesses paid fees to expedite DUNS processing, creating an unfair advantage for larger companies. The UEI system levels the playing field by providing instant, free identification to all entities regardless of size or resources.
Data accuracy improvements were equally important. The government found that DUNS data often contained inconsistencies or delays that complicated contract awards and compliance monitoring. Direct government control ensures information remains current and accurate.
Timeline of the Change (April 2022 Federal Mandate)
The transition timeline was carefully orchestrated to minimize disruption. Phase one began in July 2021 with system development and testing. Phase two introduced parallel processing, where both systems were accepted. The final phase on April 4, 2022, marked the complete cutoff—no new DUNS numbers would be accepted for federal business.
This hard deadline was necessary to prevent confusion and ensure all stakeholders understood the requirement. Government agencies had prepared extensively, updating their systems and training personnel to support the new identification method.
What Is a UEI? How It Works Today
The Unique Entity Identifier represents a fundamental reimagining of how the federal government tracks and verifies business entities. This system prioritizes speed, accuracy, and accessibility over the complex commercial considerations that characterized the DUNS era.
Unique Entity Identifier Explained in Simple Terms
Think of a UEI as your business’s federal passport—a unique 12-character code that opens doors to government opportunities. Unlike the predictable nine-digit DUNS format, UEIs use a sophisticated alphanumeric combination that prevents duplication and enhances security.
The identifier follows your business throughout its federal journey, linking contracts, grants, compliance records, and performance history. This persistent identification ensures government agencies can quickly access your complete federal business profile.
Where You Get It: SAM.gov as the Official Issuer
SAM.gov serves as the single authoritative source for UEI generation and management. This consolidation eliminates the confusion that existed under the DUNS system, where businesses sometimes dealt with multiple representatives or conflicting information sources.
The platform integration means your UEI automatically connects with other federal systems, including FPDS (Federal Procurement Data System), Grants.gov, and agency-specific databases. This seamless connectivity reduces administrative burden and improves data consistency across the government.
Is the UEI Free? What You Need to Apply
Absolutely free—this was a deliberate policy decision to remove financial barriers that prevented smaller businesses from competing for federal opportunities. The application requires only essential business information: legal name, primary address, and tax identification number.
Most applications process instantly, though complex business structures or entities with previous federal issues may require additional verification. The system prioritizes accuracy over speed, ensuring each UEI correctly represents the applying entity.
What Was the DUNS Number — And Why It’s Now Obsolete
Understanding the DUNS system’s limitations helps explain why the UEI transition was both necessary and beneficial for the federal procurement ecosystem.
DUNS Overview: Issued by Dun & Bradstreet
The Data Universal Numbering System operated as a commercial enterprise focused on credit reporting and business intelligence. While effective for private sector applications, this commercial focus sometimes conflicted with government transparency and efficiency requirements.
DUNS numbers have served federal procurement for over 30 years, establishing themselves as the default business identifier. However, this longevity also created systemic dependencies that hindered modernization efforts and limited the government’s ability to optimize procurement processes.
Limitations of DUNS in Federal Procurement
Processing delays plagued the DUNS system, particularly for newer businesses without established commercial credit histories. These delays could prevent businesses from responding to time-sensitive procurement opportunities, effectively excluding them from competition.
The private ownership model also created information access limitations. Government agencies couldn’t directly modify or verify DUNS data, requiring coordination with Dun & Bradstreet representatives who operated under different priorities and timelines than federal procurement schedules.
Can You Still Use a DUNS Number for Anything?
DUNS numbers retain value for commercial credit reporting, banking relationships, and private sector business development. Many companies maintain their DUNS for these purposes while using UEI exclusively for federal business.
However, attempting to use DUNS for any federal application will result in immediate rejection. Government systems have been updated to recognize only the UEI format, and there’s no backward compatibility with the old numbering system.
UEI vs DUNS: Side-by-Side Comparison Table
Understanding the practical differences between these systems helps businesses navigate the transition and optimize their federal contracting approach.
| Feature | UEI System | DUNS System |
|---|---|---|
| Issuing Authority | U.S. Government (SAM.gov) | Dun & Bradstreet (Private) |
| Application Cost | Always Free | Variable (often charged fees) |
| Processing Speed | Instant (99% of cases) | 1-30 business days typical |
| Number Format | 12-character alphanumeric | 9-digit numeric only |
| Federal Status | Required since April 2022 | Obsolete since April 2022 |
| Data Control | Direct government management | Third-party commercial control |
| System Integration | Native federal platform sync | External database queries |
| Renewal Requirements | Tied to annual SAM renewal | Independent maintenance |
Quick-Reference Chart for Vendors, Nonprofits, and Consultants
This comparison demonstrates why the UEI system provides superior functionality for federal business. The immediate processing, zero cost, and integrated government control create significant advantages over the previous commercial model.
Why UEI is the New Standard Across All Federal Platforms
Government-wide adoption ensures consistent entity identification across all procurement touchpoints. Whether you’re applying for contracts through GSA Schedules, responding to agency solicitations, or seeking grant funding, your UEI serves as the universal identifier that connects all these activities.
Key Differences That Affect Federal Contractors
The transition from DUNS to UEI creates both opportunities and requirements that directly impact your federal business development strategy.
Which ID is Accepted by SAM.gov and Grants.gov in 2025?
Only UEI—this is non-negotiable. Federal systems have been hardcoded to reject DUNS format entries, and there are no exceptions or workarounds. Any proposal, application, or registration attempt using DUNS will fail immediately.
Grant applications face the same requirement. Grants.gov integration with the UEI system ensures consistent entity verification across both contract and grant funding streams.
Which Number Links to Your CAGE Code or Federal Awards?
Your UEI now serves as the primary key connecting all federal business data. This includes your CAGE (Commercial and Government Entity) Code, past performance records, compliance history, and active contract portfolio.
This integration means contracting officers can instantly access your complete federal business profile using only your UEI. Maintaining accurate UEI registration becomes critical for preserving your federal business reputation and eligibility.
How Switching to UEI Impacts Past and Current Contracts
Existing contracts referencing DUNS numbers remain legally valid and don’t require modification. However, any contract actions—modifications, options, renewals—will reference your UEI in government systems.
Proactive communication with existing clients about your UEI helps prevent administrative delays during contract actions. Include your UEI in email signatures, proposals, and business correspondence to ensure smooth transitions.
What If You Still Have a DUNS? Does It Matter?
Many established federal contractors wonder about their existing DUNS investment and whether it retains any value in the current environment.
Can You Still Look Up Your DUNS?
Yes, Dun & Bradstreet maintains their database independently of federal requirements. Your DUNS remains searchable and may still provide value for commercial credit decisions, banking relationships, and private sector business development.
Some international business relationships also continue recognizing DUNS numbers, particularly in countries where Dun & Bradstreet maintains a strong commercial presence.
What to Do If Past Documents Reference DUNS
Maintain records linking your DUNS to your new UEI for reference purposes. This documentation helps government personnel and teaming partners understand the connection between your historical and current identifiers.
Update all active business development materials, capability statements, and marketing collateral to prominently feature your UEI while noting your DUNS for historical reference if relevant.
Transitioning Smoothly to UEI-Based Systems
The most effective transition strategy involves immediate UEI acquisition followed by systematic updates to all federal-facing documentation. Notify key government contacts, update teaming agreements, and revise standard operating procedures to incorporate UEI requirements.
Training your business development and contracts staff on UEI usage prevents costly mistakes during proposal preparation and submission processes.
How to Get a UEI Today (Step-by-Step Walkthrough)
Obtaining your UEI requires careful attention to detail, but the process is designed for efficiency and user-friendliness.
Start at Login.gov
Login.gov serves as the secure gateway to federal systems, including SAM.gov. If you’re new to federal contracting, you’ll need to create this account first using multi-factor authentication for enhanced security.
Existing federal contractors may already have Login.gov credentials from previous SAM.gov interactions. Use these same credentials rather than creating duplicate accounts, which can cause system conflicts.
Navigate SAM.gov → “Get Unique Entity ID”
The SAM.gov homepage prominently features UEI request functionality. This direct access means you can obtain a UEI without completing full SAM registration, though most federal contractors will eventually need to complete SAM profiles.
The system clearly separates UEI requests from full SAM registration to prevent confusion and streamline the process for entities that only need the identifier initially.
Submit Your Business Info (Legal Name, EIN, Address)
Accuracy is critical—use exactly the same legal name that appears on your IRS documentation and state business registration. Address information should match your primary business location rather than mailing addresses or virtual offices.
EIN entry requires careful verification since corrections after UEI generation can be complex. Sole proprietors without EINs can use Social Security Numbers, but EIN acquisition is recommended for professional credibility.
Receive UEI Instantly in Most Cases
The majority of applications generate UEIs immediately upon submission. Delays typically occur only when submitted information conflicts with existing federal records or requires additional verification due to complex business structures.
If verification is required, you’ll receive an email notification with specific steps to complete the process. Response to verification requests should be prompt to avoid delays in federal business activities.
Common Questions About UEI vs DUNS
These questions reflect the most frequent concerns and misconceptions encountered during the transition period.
Do I Need to Keep My DUNS for Anything?
Federal business requires only UEI, but DUNS may retain value for commercial credit reporting, banking relationships, and private sector opportunities. Maintaining both provides maximum flexibility for diverse business activities.
The cost-benefit analysis depends on your business model. Companies focused exclusively on federal work may find little value in maintaining DUNS, while those with significant commercial operations may benefit from keeping both systems active.
Can I Reuse the DUNS to Get My UEI?
No connection exists between these systems. Your UEI generation is completely independent of any previous DUNS number, and there’s no data transfer or conversion process available.
This independence was intentional—the government wanted a clean break from the commercial system to ensure complete control over the new identification methodology.
What If My Business Has Multiple DUNS Numbers?
Complex business structures with multiple DUNS numbers require careful analysis to determine an appropriate UEI strategy. Each legal entity typically needs its own UEI, but subsidiaries and divisions may operate under parent company identifiers depending on their legal status.
Consult with legal and accounting advisors to ensure your UEI structure aligns with your business organization and federal contracting strategy. Incorrect entity representation can complicate contract awards and compliance requirements.
Final Verdict: UEI Is Now the Only Number That Matters
The federal procurement landscape has permanently shifted to UEI-based identification. Understanding and embracing this change is essential for continued success in government markets.
Stop Using Your DUNS — It’s No Longer Accepted for SAM.gov
Mental adjustment is often harder than technical compliance. Train your staff to think “UEI first” for all federal activities and eliminate DUNS references from federal business processes.
This mindset shift prevents costly mistakes during critical procurement activities and demonstrates your organization’s adaptability to government requirements.
Keep Your UEI Active with Annual SAM Renewal
UEI validity depends on maintaining active SAM.gov registration, which requires annual renewal with updated business information. Calendar reminders and systematic renewal processes prevent lapses that could disrupt federal business opportunities.
Consider assigning specific personnel responsibility for SAM maintenance to ensure continuity regardless of staff changes or business priorities.
Avoid Federal Rejections by Using the Correct ID
Proposal and application rejections due to incorrect identifiers are entirely preventable through proper UEI usage. Quality control processes should verify UEI inclusion and accuracy before submission of any federal documentation.
This attention to detail demonstrates professionalism and reduces administrative burden on government evaluators, potentially providing competitive advantages during source selection processes.
Key Takeaways
- UEI completely replaced DUNS for all federal business activities as of April 2022—no exceptions exist
- Free and instant processing through SAM.gov eliminates the cost and delay barriers that characterized the DUNS system
- Universal federal acceptance means your UEI works across all government platforms and agencies without compatibility issues
- DUNS numbers are obsolete for federal purposes but may retain commercial value for credit reporting and private sector activities
- A simple acquisition process requires only basic business information and typically provides immediate results
- Systematic updates are required across all federal-facing documentation, marketing materials, and business processes
- Annual SAM renewal is necessary to maintain UEI validity and federal contracting eligibility
- Staff training is essential to prevent costly mistakes during the proposal preparation and submission processes
Frequently Asked Questions (FAQ)
Q: What exactly is the difference between UEI and DUNS numbers? A: UEI is the current federal identifier system managed directly by the government through SAM.gov, while DUNS was the previous system managed by Dun & Bradstreet. UEI replaced DUNS completely in April 2022 for all federal contracting, grants, and registration activities.
Q: Can I still use my DUNS number for federal contracts in 2025? A: Absolutely not. DUNS numbers have been completely obsolete for federal purposes since April 2022. Any attempt to use a DUNS number will result in immediate rejection by federal systems.
Q: How quickly can I get a UEI number? A: Most UEI applications are processed instantly upon submission. In rare cases requiring additional verification, the process may take up to 24 hours. This is significantly faster than DUNS processing, which often took weeks.
Q: Does it cost money to get a UEI? A: No, UEIs are completely free through SAM.gov. Beware of third-party services charging fees for UEI assistance—you can obtain your UEI directly from the government at no cost.
Q: What information do I need to apply for a UEI? A: You need your exact legal business name (as it appears on IRS documents), primary business address, and either an EIN or SSN for sole proprietors. Ensure all information matches your official business records exactly.
Q: What happens to my existing DUNS number? A: Your DUNS number remains in Dun & Bradstreet’s system and may still be useful for commercial credit reporting or private sector business. However, it has no value for federal contracting or SAM.gov registration.
Q: Can I look up other companies’ UEI numbers? A: Yes, UEI lookup is available through SAM.gov’s public search function. This tool allows you to verify entity information and UEI numbers for potential teaming partners or competitors.
Q: Do I need both a UEI and a DUNS number? A: For federal contracting, you only need a UEI. DUNS may still be valuable for commercial credit purposes, but it’s not required or accepted for government business.
Q: How do I update my UEI information? A: UEI information updates are handled through your SAM.gov profile. Log in using your Login.gov credentials and update your entity registration with any changes to business name, address, or other key information.
Q: What if my UEI application is rejected or delayed? A: Contact the Federal Service Desk through SAM.gov for assistance. Common issues include information mismatches with existing federal records or incomplete business documentation. The support team can guide you through the resolution steps.
Q: Can one business have multiple UEI numbers? A: Generally, each legal entity should have only one UEI. However, complex business structures with multiple legal entities may require separate UEIs for each entity. Consult with legal advisors to determine the appropriate structure for your organization.
Q: How does UEI connect to my CAGE code? A: Your UEI serves as the primary identifier linking to your CAGE (Commercial and Government Entity) code and all other federal business data. This connection is maintained automatically through the SAM.gov system and doesn’t require separate action.
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