What Is a UEI Number and How Do You Get One?

A UEI number is a 12-character alphanumeric code the federal government assigns to every organization that does business with it, and you get one for free at SAM.gov by creating a Login.gov account and either requesting a Unique Entity ID or completing a full entity registration. The UEI replaced the old DUNS number on April 4, 2022, and it is now the single required identifier for federal contracts, grants, and cooperative agreements.¹ If your organization touches federal money in any way, you almost certainly need one.

What a UEI Is

The UEI is generated and managed entirely within SAM.gov, which is run by the U.S. General Services Administration. Before 2022, organizations had to visit Dun & Bradstreet to get a DUNS number. The switch brought the whole process in-house.¹

Each UEI is tied to a specific legal entity at a specific physical address. The code itself follows deliberate formatting rules: it never uses the letters “O” or “I” (to avoid confusion with zero and one), it never starts with zero, and the last character is a checksum that catches data-entry errors. It also avoids nine-digit sequences so it can never be mistaken for a DUNS number or a Taxpayer Identification Number.²

The UEI itself does not expire. Once assigned, it stays with your entity permanently. What can expire is the active SAM.gov registration status that lets you transact with the government.

Who Needs a UEI

Federal regulations require a UEI for virtually every organization that applies for or receives federal financial assistance, and for every entity bidding on federal contracts.³ That includes:

Businesses bidding on federal contracts or receiving federal payments for goods and services.
Nonprofits and universities applying for or receiving federal grants and cooperative agreements.
State, local, and tribal governments that receive federal funds and pass them through to sub-recipients.
Sub-recipients getting federal funds indirectly through a prime contractor or grantee. A prime recipient cannot make a sub-award to an entity that has not obtained a UEI.³

Individuals receiving federal financial assistance in their personal capacity, not through a business or nonprofit they own, are explicitly excluded from the UEI requirement. Federal employees are also excluded.³

Federal agencies can grant exemptions in limited situations, most commonly national security cases or matters involving the personal safety of an entity’s staff and participants. A foreign organization performing work outside the United States on an award under $25,000 may also be exempted on a case-by-case basis if the agency finds compliance impractical. When an exemption is granted for urgent reasons, the recipient typically has 30 days after the award date to complete registration.⁴

UEI-Only or Full SAM.gov Registration

You can get a UEI without completing a full SAM.gov registration, but the two paths give you very different capabilities. First-timers get tripped up here often.

UEI-only: You provide just your legal business name and physical address. You receive a UEI but cannot apply directly for federal awards. This option works for sub-recipients who only need an identifier to hand to a prime awardee.⁵
Full entity registration: You also provide your Taxpayer Identification Number or Employer Identification Number, banking details, and business classifications. Full registration is required to bid on federal contracts or apply for federal grants and other financial assistance as a prime awardee.⁵

If you are unsure, the safe choice is full registration whenever your organization will be the direct recipient of federal funds.

How to Get a UEI

Both the UEI and the full SAM.gov registration cost nothing.⁵ The process for a new entity works like this:

Create a Login.gov account. SAM.gov uses Login.gov for authentication. Go to SAM.gov, click “Sign In,” and you will be directed to Login.gov to create a username, password, and two-factor authentication method.⁶
Choose your path. After signing in, select either “Get a Unique Entity ID” or “Register Your Entity.”
Enter your entity information. For UEI-only, that is your legal business name and physical address. For full registration, add your TIN or EIN, banking information, and details about your entity’s structure and size.
Complete entity validation. SAM.gov will attempt to verify your legal name and address against government databases. If your information matches, you move forward. If not, you will need to submit documentation.

Organizations that had an active SAM.gov registration when the transition happened in April 2022 were automatically assigned a UEI. Those entities do not need to do anything to switch over.¹

Entity Validation and Documents

Validation is where most registrations stall. When SAM.gov cannot match your name and address automatically, you are asked to upload documents proving your entity’s identity. At least one document must show both your current legal business name and physical address together, and it must be no older than five years.

Acceptable documents include articles of incorporation, certificates of formation, operating agreements, IRS Employer Identification Number confirmation letters, and tax returns (redacted as needed). Every document must be in English or come with a certified translation, and each one must have been validated or stamped by an issuing authority. An application you submitted without proof of approval will not count. P.O. boxes are not accepted as a physical address.⁷

When documentation is required, GSA has reported an average review time of about 14 business days for cases where the submitted documents are acceptable and correct.⁸ Incomplete or incorrect documents take longer. Getting the paperwork right the first time matters more than anything else in this process.

How Long the Full Process Takes

For full entity registration, SAM.gov states that approval typically takes 7 to 10 business days, though it can run longer if there are errors or missing documentation. External reviews by agencies like the IRS or the Department of Defense (for CAGE code assignment) can add time on top of that.⁹ Registrations that hit validation snags can take several weeks. Do not wait until a proposal deadline to start.

Extra Step for International Entities

Non-U.S. organizations must obtain a NATO Commercial and Government Entity (NCAGE) code before starting their SAM.gov registration. The NCAGE code is requested through a separate online portal, not through SAM.gov.¹⁰ If a non-U.S. entity is owned or controlled by another entity located outside the United States, the parent company’s NCAGE code is also needed to complete the registration.

International entities face the same documentation requirements as domestic ones. Any documents not in English must be submitted alongside a certified English translation.⁷

Keeping Your Registration Active

A full SAM.gov registration expires 365 days after the date it was submitted for processing.⁹ You must renew it annually to keep it active.⁵

An expired registration means you cannot receive new federal contract awards, you cannot submit grant applications, and agencies may withhold payments on existing awards until you reactivate. Reactivation goes through the same validation process as a new registration, so a lapse right before a deadline can cost you the window. Set a calendar reminder at least 30 days before your registration anniversary and start the renewal early.

Avoid Paid Registration Services

Because the UEI and SAM.gov registration are both free, any website or service charging you a fee to obtain your UEI or register you in SAM is either selling you an unnecessary service or running a scam. GSA has repeatedly warned about third-party websites that mimic official government sites and charge hundreds of dollars for what you can do yourself at no cost.⁵ The only legitimate site for obtaining a UEI is SAM.gov. If you need help, the Federal Service Desk at FSD.gov provides free support.

1
U.S. General Services Administration. Unique Entity Identifier Update
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U.S. General Services Administration. UEI Technical Specifications and API Information
3
eCFR. 2 CFR Part 25 – Unique Entity Identifier and System for Award Management
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eCFR. 2 CFR 25.110 – Exceptions to This Part
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SAM.gov. Entity Registration
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EXIM Export-Import Bank of the United States. SAM.GOV and Unique Entity Identifier (UEI)
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U.S. General Services Administration. SAM.gov Entity Validation
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U.S. General Services Administration. SAM.gov Entity Validation Stakeholder Forum FAQs
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SAM.gov. Check Entity Status
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SAM.gov. Entity Registration Checklist