Skip to content Updating entity information linked to a UEI in SAM.gov requires accessing the system with valid credentials, locating your entity record, and reviewing the core data section. Changes must undergo a validation process taking 10-12 business days, with checks against IRS and CAGE databases. Entity Administrators must be current employees or officers who manage the organization’s SAM.gov presence. Common challenges include name mismatches with IRS records and non-USPS compliant addresses. The following sections explain the complete process in detail.
Essential Steps for Updating Entity Information in SAM.gov
Maneuvering the SAM.gov portal requires careful preparation and attention to detail when updating entity information. Entities must first access SAM.gov with valid credentials and locate their record using the entity name or identifier. The system only permits updates to registrations with Active, Expired, or Work in Progress status.
Before making changes, users should review the core data section containing fundamental business details like name and address. All points of contact must be verified for accuracy, and any administrative documentation, such as Entity Administrator appointment letters, should be prepared.
When finalizing updates, organizations must complete compliance checks to guarantee all information adheres to SAM.gov requirements.
After submission, entities should confirm that changes were successfully processed and verify that the updated information appears correctly in the system. Maintaining federal contracting eligibility depends on regularly reviewing and updating your entity’s information in the system.
Navigating the Validation Process for Entity Updates
When an organization submits updates to its SAM.gov registration, the system initiates a thorough validation process to verify the accuracy of the submitted information. This validation typically takes 10-12 business days and involves checks against IRS records and CAGE code databases. This process utilizes the Entity Validation Service to confirm the organization exists as a legitimate legal entity.
Organizations often face validation challenges when entity names don’t exactly match IRS records or addresses fail to comply with USPS standards. Documentation requirements include properly formatted business credentials that align precisely with government records. Starting March 3, 2023, only Entity Administrators who are employees, officers, or board members can complete the validation process.
Entity validation failures commonly stem from name mismatches with IRS records or non-USPS compliant addresses, requiring precise documentation alignment.
Common pitfalls include minor discrepancies like abbreviations (e.g., “Inc” versus “Incorporated”) or non-standardized addresses that trigger rejection. The transition from DUNS to UEI numbers has created additional verification requirements for entities updating their information.
For dispute resolution, organizations can request validation overrides through SAM.gov support when necessary. Pre-validation checks using FSD.gov guidance can help prevent delays during the annual renewal process or when updating critical entity information.
Entity Administrator Roles and Responsibilities
Entity Administrators play a central role in managing an organization’s presence on SAM.gov once the validation process concludes. This administrator role can only be granted by existing administrators, with new entity registrations being the exception where roles are automatically assigned.
Administrators are responsible for maintaining user access across various systems, including assigning application roles in JustGrants and modifying permissions in the Digital Identity & Access Management Directory. They must guarantee appropriate role delegation based on organizational hierarchy and verify user-role compatibility before assignment.
Additional responsibilities include handling annual SAM.gov registration renewals, confirming legal business information, uploading required documentation, and maintaining exclusion records.
Administrators must also monitor federal award-related roles and guarantee compliance with system requirements across multiple platforms.
One of the Entity Administrator’s key responsibilities is managing the Unique Entity Identifier which has replaced the DUNS number as the primary identifier for federal contracting and grants.
Frequently Asked Questions
Can I Transfer My UEI to Another Entity?
Transferring a UEI to another entity is not currently possible under federal guidelines. Each business must maintain its own unique identifier for entity registration purposes.
When ownership changes occur, the new entity typically needs to complete a new registration in SAM.gov to obtain its own UEI.
Organizations experiencing significant structural changes should contact the GSA directly for guidance on how to properly update their registration information while maintaining compliance with federal requirements.
What Happens to My UEI if My Business Is Acquired?
When a business is acquired, the UEI typically remains unchanged unless significant legal structure changes occur.
During business mergers, the UEI stays with the original entity if its legal foundation remains intact.
Entity ownership changes require updating SAM.gov registration information, but don’t automatically trigger a new UEI assignment.
However, if the acquisition results in a new TIN or fundamental legal reorganization, the business may need to obtain a new UEI through the SAM.gov registration process.
How Do I Update Banking Information for Federal Payments?
To update banking information for federal payments, an Entity Administrator must log into SAM.gov and navigate to the Workspace area.
From there, they should:
- Locate the “Entities” widget
- Select the specific entity record
- Navigate to the banking information section
- Input the new account and routing numbers
After completing banking updates, entities should notify their government customers about the changes and allow 1-2 months for updates to take effect in the system.
Can Non-Us Entities Register and Obtain a UEI?
Yes, non-US entities can register on SAM.gov and obtain a Unique Entity ID (UEI).
Foreign entity requirements differ slightly from US registrants:
- An NCAGE code is required instead of a CAGE code
- No US federal tax ID is needed
- Foreign Tax ID must be provided
- Legal business name and address must match NCAGE records
Registration is free of charge, and international registrants gain access to federal opportunities after completing the process.
How Do I Correct Errors in My Entity’s CAGE Code?
To resolve CAGE code errors during entity registration, organizations should:
- Review the rejection email from SAM.gov to identify specific issues.
- Contact the DLA CAGE office at 1-877-352-2255 for guidance.
- Update DUNS/UEI records to guarantee name and address accuracy.
- Verify TIN information matches IRS records exactly.
- Submit required documentation for address changes.
- Monitor SAM.gov status tracker after corrections are submitted.
