A Unique Entity Identifier, or UEI, is a free 12-character alphanumeric code that the federal government assigns to any organization it does business with. You get one through SAM.gov, and you need one before your organization can bid on federal contracts, apply for grants, or receive federal funds passed through another recipient.1SAM.gov. Entity Registration The UEI replaced the old DUNS number in April 2022, and unlike DUNS, it comes directly from the government at no cost.2U.S. General Services Administration. GSA Systems Switch to Unique Entity ID (SAM) on April 4, 2022
What the UEI Is
The UEI is managed, assigned, and owned by the federal government through SAM.gov, the System for Award Management.3U.S. General Services Administration. Unique Entity ID (SAM) Frequently Asked Questions Before the transition, the government relied on nine-digit DUNS numbers issued by Dun & Bradstreet, a private company. Now the 12-character UEI is the sole identifier used across SAM.gov and other GSA systems for entities in the federal award environment.
If your organization already had an active SAM.gov registration when the switch happened, a UEI was assigned to you automatically. No extra step was needed on your end.
Who Needs a UEI
Any entity that applies for or receives federal financial assistance, whether grants, cooperative agreements, or contracts, must have a UEI and include it in every application submitted to a federal agency.4eCFR. 2 CFR Part 25 – Unique Entity Identifier and System for Award Management That covers businesses, nonprofits, tribal organizations, state and local government agencies, and universities.
Sub-recipients need one too. If you receive federal funds passed through a prime recipient as a subcontractor or sub-grantee, the prime recipient cannot issue you a subaward until you’ve obtained a UEI and given it to them. Sub-recipients don’t need a full SAM.gov registration, but the identifier itself is required.
Sole Proprietors
Individuals receiving federal financial assistance in a purely personal capacity are exempt. But if you operate as a sole proprietor and pursue federal awards, you do need a UEI. Sole proprietors can register using a Social Security Number when they don’t have an Employer Identification Number, though an SSN used that way is not treated as privacy-protected data within SAM.gov.
Foreign Entities
Organizations based outside the United States must also obtain a UEI, with an extra step first: you need a NATO Commercial and Government Entity (NCAGE) code before starting your SAM.gov registration. NCAGE codes come from the NATO Support and Procurement Agency’s ePortal and typically take up to three business days. The legal business name and physical address on your NCAGE code must exactly match what you enter in SAM.gov.
Narrow Exemptions
Federal agencies can waive the UEI requirement in limited situations, mainly when disclosing an entity’s identity would compromise national security or endanger staff, or when a foreign entity is performing work outside the United States on an award under $25,000 where compliance would be impractical.5eCFR. 2 CFR 25.110 – Exceptions to This Part Agencies can also grant a temporary exemption for exigent circumstances, but the recipient must obtain a UEI and register within 30 days of the award date.
UEI Only or Full SAM Registration?
When you click “Get Started” on SAM.gov, you’re asked to pick one of two paths, and choosing the wrong one can delay your ability to compete for awards.
The UEI-only path gives you the 12-character identifier and nothing else. You cannot bid on government contracts or apply for federal assistance as a prime recipient. This path is designed for sub-recipients who only need an identifier to receive passed-through funds.
The full registration path also gives you a UEI, but it goes further and makes you eligible to bid on contracts and apply for grants and cooperative agreements as a prime awardee. Most organizations pursuing federal dollars actually need this one. If you only get a UEI and later decide to pursue a prime award, you’ll have to come back and complete the full registration.1SAM.gov. Entity Registration
How to Get a UEI
The whole process happens on SAM.gov and costs nothing.
- Create a Login.gov account. Go to SAM.gov, select “Sign In,” and you’ll be redirected to Login.gov to set up an account with a verified email and multi-factor authentication.
- Choose your path. Once logged in, select “Get Started” and pick either “Register Entity” for a full registration or “Get a Unique Entity ID” for the identifier alone.
- Enter your organization’s information. The system asks for your legal business name, physical address, and taxpayer identification number, and validates that information against government records.
- Complete validation. If SAM.gov can verify your entity automatically, you’ll receive your UEI quickly. If it can’t, you’ll be asked to upload supporting documents.
A full SAM.gov registration can take up to 10 business days to become active, and longer if there are errors or missing documents. Don’t wait until a grant deadline is a week away.
When Validation Fails
Entity validation is where many registrations stall.6SAM.gov. Entity Validation SAM.gov tries to match your entered information against existing government records automatically. When that match fails, because your legal name doesn’t precisely match IRS records, your address has changed, or your entity type creates a mismatch, the system opens a validation incident and asks for documentation.
You’ll need at least one document that shows your current legal business name and physical address together, dated within the last five years. Articles of incorporation, IRS EIN confirmation letters, redacted tax returns, operating agreements, and bank statements all qualify. Sole proprietors without incorporation documents can submit a filed Schedule C from the year they started doing business.
If your validation ticket is closed without resolution, try validating again in SAM.gov. If that still fails, open a new ticket through the Federal Service Desk at FSD.gov and reference your original ticket number.7U.S. General Services Administration. SAM.gov Entity Validation – FAQs Communicate through the ticket system rather than by phone or chat, and watch for messages from fsdsupport@gsa.gov.
Keeping Your Registration Active
The UEI itself doesn’t expire, but a full SAM.gov registration does. You must renew every 365 days to keep it active, and federal regulations require you to review and update your SAM.gov information at least annually so it stays current.4eCFR. 2 CFR Part 25 – Unique Entity Identifier and System for Award Management
Letting a registration lapse is one of the most costly mistakes organizations make on SAM.gov. When registration expires, your status flips from “Active” to “Inactive,” which can trigger immediate payment holds on existing contracts and grants because federal finance systems check SAM.gov status before releasing funds. You also disappear from contracting officers’ vendor searches and lose eligibility for new awards until you renew. Reactivation typically takes 5 to 15 business days, and small businesses can lose access to set-aside programs during the gap. Set a calendar reminder well before day 365.
How the UEI Is Used
Once assigned, the UEI is the thread that runs through every award-related interaction you have with the federal government. You’ll enter it on contract bids, grant applications on Grants.gov, and financial reports. Federal agencies cannot issue a new award, or amend an existing one to add funds, if your entity isn’t in compliance with UEI and SAM.gov requirements.
If you’re a prime recipient making subawards, the UEI also feeds into reporting under the Federal Funding Accountability and Transparency Act. Any subaward of $30,000 or more in federal funds must be reported, and the report requires the sub-recipient’s UEI.8US EPA. Federal Funding Accountability and Transparency Act (FFATA)
Avoiding Registration Scams
Because SAM.gov registration is free, any company or website asking you to pay for a UEI or for the registration itself is either charging for optional help or running a scam. Third-party services that assist with the paperwork exist and are legal, but they’re never required, and the government will never ask you to pay to register, update, or renew.
Watch for emails that look official but demand payment by gift card, cryptocurrency, or wire transfer, and for websites with names designed to mimic SAM.gov. The real site is sam.gov: no hyphens, no extra words, no “.com” version. If you receive a solicitation threatening legal action or demanding a fee, it isn’t from the government. When in doubt, go directly to sam.gov and sign in through Login.gov.