The UEI replacement of DUNS streamlines federal contractor identification through SAM.gov‘s integrated system. Businesses must create a Login.gov account, complete entity validation with accurate business information, and submit required documentation. The process assigns a unique 12-character identifier necessary for all federal transactions. Registration requires renewal every 365 days, with updates available anytime through the portal. The following guide outlines each critical step for successful registration and maintenance.
Why UEI Replaced DUNS Number for Federal Contracts
In April 2022, the federal government implemented a significant change in how it identifies businesses and organizations for contracting purposes, replacing the long-established Data Universal Numbering System (DUNS) with the Unique Entity Identifier (UEI).
This shift addressed several DUNS limitations, including reliance on a third-party vendor, Dun & Bradstreet, which created additional complexity and costs for contractors. The UEI benefits include streamlined registration directly through SAM.gov, eliminating the need for external services. Compliance requirements must be strictly followed to maintain an active registration status.
This government-controlled system enhances data security while providing a more efficient identification process. The transition affected over 300 million businesses globally that previously used DUNS numbers for identification.
The UEI serves as a business equivalent to a social security number, allowing the government to track federal fund allocation with greater precision. Businesses must request UEI numbers rather than receiving them automatically, which ensures more accurate business information in the federal database.
Think of UEI as your business’s SSN—the government’s tracking tool for precise federal fund management.
This change reflects a strategic move toward simplification and modernization of federal contracting processes.
Step-by-Step SAM.gov UEI Registration Walkthrough
Obtaining a Unique Entity Identifier (UEI) through SAM.gov involves several critical steps that contractors must complete before accessing federal contracting opportunities.
Once authenticated, users must initiate the entity validation process by providing precise business information. Registration requirements include entering the exact legal business name, physical address, and Taxpayer Identification Number (TIN).
SAM.gov then attempts to match this information with existing records before assigning a UEI.
After successful validation, the system automatically assigns the UEI, allowing users to proceed with the complete SAM registration.
Contractors should monitor their application status regularly and contact support if encountering issues with data matching or verification. The 12-digit number replaces the previously used 9-digit DUNS number and is required for all federal financial assistance.
The process begins with creating a Login.gov account, which requires email verification and two-factor authentication setup. This critical step ensures federal compliance standards are met throughout the registration process.
It is important to note that SAM.gov offers this registration process at no cost, so users should avoid any third-party websites that ask for payment to obtain a UEI.
Maintaining Your UEI and Managing Registration Updates
Once assigned, a Unique Entity Identifier (UEI) requires ongoing maintenance to remain valid for federal contracting opportunities. The UEI, automatically assigned through SAM.gov registration, must be renewed every 365 days to maintain an active status.
Renewal Requirements
Registration accuracy is critical when managing your SAM.gov account. Entities must maintain representations and certifications to stay compliant with federal contracting requirements. Entities should review their information annually during the renewal process, though updates can be made at any time through the SAM.gov portal. Entities must comply with 2 CFR Part 25 requirements to maintain valid registration status.
The system does not automatically send renewal reminders, making it the entity’s responsibility to track expiration dates.
For best practice, organizations should initiate renewals approximately one month before expiration to avoid registration lapses.
The SAM.gov help desk offers technical support through ticket creation and live chat for entities experiencing difficulties with the renewal process.
Frequently Asked Questions
Can International Entities Obtain a UEI for U.S. Federal Opportunities?
Yes, international entities can obtain a UEI for U.S. federal opportunities.
The UEI registration process is available to organizations from all countries through SAM.gov.
International eligibility requirements are the same as for U.S. businesses, including providing business information and a physical address.
This universal identifier enables non-U.S. entities to participate in federal opportunities, bid on contracts, and receive grant funding from U.S. government agencies.
How Long Does UEI Validation Typically Take After Submission?
The UEI validation timeline typically ranges from three to ten business days after submission.
Standard validations generally complete within three business days, while those requiring external reviews may extend to ten business days.
The submission process speed depends heavily on documentation completeness and accuracy.
In some cases, validation can take longer if matching issues arise or if external agencies like CAGE become involved.
Email notifications are sent once validation is complete.
Can One Organization Have Multiple UEIS for Different Departments?
No, organizations cannot have multiple UEIs for different departments.
Per federal guidelines, a single UEI is assigned to each legal entity regardless of its size or complexity.
Department differentiation is not recognized in the UEI system – all departments within an organization must use the same identifier.
This centralized approach guarantees consistent tracking of federal business activities and prevents confusion in grant and contract management.
The shared UEI applies across all departments of the same legal entity.
What Happens to My UEI if My Business Structure Changes?
When a business structure changes (such as converting from sole proprietorship to LLC), the entity must update its SAM.gov registration promptly.
Changes in legal structure often require a new UEI, as the identifier is tied to the specific legal entity.
The business should:
- Log into SAM.gov to update registration details
- Submit verification documents showing the structure change
- Determine if a new UEI is needed based on the extent of legal entity modification
Are UEIS Publicly Searchable, or Is Access Restricted to Government Agencies?
UEIs are publicly searchable through SAM.gov. By default, entity information including UEIs is classified as public data, with read-only access available to anyone with a standard SAM.gov account and API key.
While public access to basic entity data is permitted, certain information may be marked as controlled or sensitive (CUI, FOUO), which requires special permissions.
This balance maintains transparency in federal contracting while preserving appropriate data privacy for sensitive business information.