The 12-character UEI integrates seamlessly across federal grant systems, connecting SAM.gov, Grants.gov, and other federal portals for streamlined application processing. Organizations must register through SAM.gov, with the process taking 7-10 business days, at least 30 days before application deadlines. The UEI facilitates real-time validation of eligibility during submission and enables proper administrative controls through assigned user roles. Proper integration guarantees uninterrupted access to federal funding opportunities through all connected platforms.
UEI Integration Across Federal Grant Portals
The shift from DUNS numbers to Unique Entity Identifiers (UEIs) marks a significant milestone in federal grant management systems. This 12-character alphanumeric code now serves as the primary identifier for organizations conducting business with the federal government, replacing the DUNS system after April 4, 2022.
UEIs function as the common connector between major federal portals, enabling streamlined entity verification and application processing. When an organization registers in SAM.gov, their assigned UEI automatically synchronizes with Grants.gov, eRA Commons, and other federal systems.
This integration guarantees consistent data sharing across platforms, validating applicant eligibility in real-time during submission.
Without a valid UEI, applicants cannot submit grant applications through any federal portal, and recipients cannot issue subawards to organizations lacking this identifier.
Organizations must maintain active SAM registration to ensure uninterrupted access to federal contracting opportunities and grant systems.
Registration Timeline and Best Practices for UEI Implementation
Securing a Unique Entity Identifier (UEI) requires careful planning and adherence to specific timelines to confirm grant application readiness. The registration process through SAM.gov takes 7-10 business days on average, but organizations should begin at least 30 days before application deadlines to avoid complications. Federal agencies rely on SAM registration to evaluate applicant eligibility and financial standing.
Plan for UEI registration at least 30 days before grant deadlines to avoid last-minute complications with SAM.gov processing.
Key implementation steps include:
- Start the SAM registration early, as UEI assignment occurs one business day after initial registration.
- Designate an E-Business Point of Contact during the registration process.
- Schedule annual renewals, as SAM registrations expire after 365 days.
The UEI system replaced DUNS numbers in April 2022 and offers free registration.
Organizations must confirm their SAM registration remains active to maintain eligibility for federal grants through Grants.gov and other portals. Organizations should be cautious of for-profit companies charging fees for SAM registration services that are available at no cost through the official sam.gov website.
Administrative Controls and User Management With UEI
Administrative controls and user management represent critical components of the UEI system architecture, extending beyond mere registration to encompass ongoing governance and access protocols. The entity administrator serves as the primary steward of organizational access, managing user permissions and guaranteeing entity compliance with federal requirements.
Effective UEI management requires yearly renewal of SAM registration to maintain eligibility for federal awards. Administrators can authorize multiple users with various access levels, creating a secure hierarchy of permissions tailored to organizational needs. Organizations can assign specific roles to users within Grants.gov to control their level of involvement in the application process. Federal contract access becomes streamlined when proper administrative controls are maintained.
Each authorized user must create an account through Login.gov, using consistent email addresses across both SAM.gov and Grants.gov platforms. This structured approach to access control guarantees sensitive information remains protected while facilitating necessary collaboration among authorized personnel within the organization.
Frequently Asked Questions
Can International Organizations Obtain a UEI for US Federal Grants?
Yes, international organizations can obtain a UEI for US federal grants.
The international eligibility requirements mandate that foreign entities secure a Unique Entity Identifier through SAM.gov to participate in the grant application process.
While these organizations must obtain a UEI, they may qualify for exemptions from complete SAM.gov registration, particularly for awards under $500,000.
Federal agencies evaluate these exemptions using a risk-based approach, making determinations on a case-by-case basis.
What Happens if My SAM.Gov Registration Expires During a Grant Period?
When a SAM.gov registration expires during a grant period, organizations immediately lose grant eligibility for federal funding.
Payment processing stops, potentially interrupting project activities and cash flow. The organization cannot receive further funds until registration renewal is completed, which may take several weeks.
Expired registrations can also affect existing contracts and partnerships.
To avoid disruptions, organizations should monitor expiration dates carefully and initiate renewal processes at least 60 days before expiration.
How Do I Transfer UEI Administration When Staff Changes Occur?
When staff changes occur, transferring UEI administration requires updating roles in both SAM.gov and Grants.gov.
The current EBiz POC should log into SAM.gov and delegate authority to new staff members by adding them as users with appropriate permissions.
New administrators need Login.gov accounts using their organizational email addresses.
For complete UEI transfer, update the EBiz POC information in the entity registration section of SAM.gov, ensuring continuity of grant management responsibilities.
Can One Organization Have Multiple UEIS for Different Departments?
No, an organization cannot have multiple UEIs for different departments. SAM.gov assigns a single Unique Entity Identifier to each organization, which must be used consistently across all departments when interacting with federal systems.
For effective UEI management, organizations should implement internal processes to coordinate federal grant activities using their single UEI. Departments within the same legal entity must share the organization’s UEI for all federal registration and grant application processes.
Is UEI Required for Subrecipients of Federal Grant Funding?
Yes, UEIs are required for first-tier subrecipients of federal grant funding as part of federal compliance requirements.
Recipients cannot issue subawards without verifying the subrecipient’s UEI, which validates the legal business name and address.
Importantly, only first-tier subrecipients face this requirement; second-tier subrecipients and contractors are exempt.
Subrecipients can obtain a UEI through SAM.gov without completing full registration, and the process is free.
Recipients must verify UEI validity before making subawards.