To renew SAM.gov registration and update UEI/CAGE information, begin 60-90 days before expiration. Log into SAM.gov with secure credentials, navigate to the Entity Management dashboard, and review all sections. Verify core data, financial information, and contact details for accuracy. Updates require specific documentation, including valid authentication credentials and current IRS verification documents. Missing renewal deadlines can prevent bidding on federal contracts and delay payments. The complete renewal process guarantees continued eligibility for government opportunities.
Understanding UEI and CAGE Code Differences
Identifiers form the backbone of federal contracting systems, with UEI and CAGE codes serving distinct but complementary purposes.
These identifier types differ greatly in their fundamental applications: UEI serves as a universal federal identifier replacing DUNS numbers, while CAGE codes specifically identify suppliers in defense and NATO systems.
Registration requirements follow different protocols, with UEI issued by SAM.gov and CAGE codes assigned by the Defense Logistics Agency.
The compliance differences are notable in their maintenance requirements—UEI demands annual SAM.gov updates, while CAGE codes require updates only when organizational information changes.
Their usage scope also varies considerably.
UEI applies universally across all federal agencies for contracts and financial assistance, whereas CAGE codes primarily function within defense contracting and NATO codification systems.
Both identifiers are essential for registration on the Federal System for Award Management and must be maintained for continued eligibility for government contracts.
The Employer Identification Number is another crucial identifier that businesses must obtain before applying for either UEI or CAGE codes.
Organizations seeking government contracts must obtain both a UEI and CAGE code through SAM.gov registration.
Step-by-Step SAM.gov Registration Renewal Process
Every federal contractor must follow a thorough process to maintain active SAM.gov registration status, which requires attention to detail and timely action.
The renewal timeline begins 60-90 days before expiration, allowing sufficient time to address potential issues or corrections. Registration accuracy is essential for maintaining eligibility for government contracts and grants.
To start the renewal process, contractors must first access SAM.gov using their secure credentials, where login security features like two-factor authentication protect sensitive information.
After traversing to the Entity Management dashboard, users should select their entity and review all sections for accuracy.
Critical areas requiring verification include core data elements, financial information, and contact details. The CAGE code must also be validated during this process. Accurate banking information must be carefully reviewed to ensure proper direct deposit arrangements for federal payments.
Completing the submission well before the expiration date guarantees continuous eligibility for federal contracts and grants.
Essential Documentation for Entity Information Updates
Updating entity information in SAM.gov requires specific documentation and proper authorization before changes can be processed through the system.
Entity verification procedures guarantee data integrity through IRS and CAGE validation, which typically takes up to ten business days to complete.
Documentation requirements for SAM.gov updates include:
- Valid federal CAC/PIV card authentication for secure access to entity records
- Formal letter to the Federal Service Desk when appointing a new Entity Administrator
- Current IRS verification documents to validate tax identification information
- Completed core data sections, assertions, and representations for annual renewal
Users must locate their entity record on SAM.gov to initiate updates, and once submitted, no further changes can be made until processing completes.
All registrations must undergo annual renewal to maintain active status in the system.
Failing to complete timely SAM renewal can result in payment delays and the inability to bid on federal contracts.
Frequently Asked Questions
How Do I Transfer My UEI to a New Business Entity?
A UEI cannot be directly transferred to a new business entity. Organizations must complete a new entity registration in SAM.gov to obtain a separate UEI for the new entity.
The process requires submitting appropriate documentation to validate the new business structure.
During business transfer situations, both entities should maintain accurate SAM.gov profiles, with the original entity updating its records to reflect any changes in operational status or ownership structure.
Can Multiple CAGE Codes Be Linked to a Single UEI Number?
Yes, multiple CAGE codes can be linked to a single UEI number.
CAGE code linkage allows organizations with several physical locations or business units to maintain separate CAGE codes while operating under one UEI for federal contracting purposes. This approach streamlines UEI management while preserving location-specific identifiers.
Companies should guarantee all CAGE codes are properly linked to their UEI in the SAM system to maintain accurate registration information.
What Happens if My SAM Registration Expires During System Outages?
When SAM registration expires during system downtime, contractors face immediate consequences.
Registration impact includes contract ineligibility, potential disqualification from awards, and payment processing blocks.
No grace periods are provided despite system outages, and GAO precedent confirms that even one-day lapses can nullify eligibility.
To mitigate risks, businesses should renew 60+ days before expiration, maintain documentation of submission attempts, and monitor Federal Service Desk announcements regarding planned maintenance or unexpected system downtime.
How Do International Branches Affect UEI and CAGE Code Requirements?
International branches require NCAGE codes, not U.S. CAGE codes, for proper SAM.gov registration.
Foreign entities must obtain NCAGE codes through NATO’s AC135 system before completing their SAM.gov profiles. For international compliance, addresses on NCAGE applications must exactly match SAM.gov records.
Branch registration follows a two-step process: first securing the NCAGE code, then registering in SAM.gov. These codes require renewal every five years, and any registration discrepancies will halt the SAM.gov process.
Are Temporary Address Changes Reportable for UEI Validation Purposes?
Temporary address changes are generally not reportable for UEI validation purposes unless they affect the entity’s legal or physical operation.
SAM systems distinguish between permanent changes, which require immediate reporting, and temporary changes, which typically don’t need reporting.
However, if a temporary address impacts contract delivery, payment processing, or legal correspondence, it should be updated.
Entities should evaluate whether the temporary change affects their ability to fulfill contractual obligations before determining reporting requirements.