Organizations that need a UEI through SAM.gov registration include federal contractors, grant recipients, subcontractors, and entities seeking government funding. This alphanumeric identifier replaced DUNS numbers in 2022 and serves as the standard for federal award identification. Registration requires accurate business information, NAICS codes, financial details, and supporting documentation. Annual renewal maintains eligibility for government opportunities. The following sections outline specific requirements and step-by-step procedures for successful registration.

Entities Required to Obtain a UEI for Federal Business

A wide range of organizations must secure a Unique Entity Identifier (UEI) to engage in federal business activities.

Business eligibility for federal contracts and grants hinges on proper UEI registration through SAM.gov. This requirement extends to private companies, non-profit organizations, educational institutions, and government agencies at all levels.

International organizations that receive U.S. federal funding must also comply with these funding requirements.

The UEI system applies to direct grant recipients, contractors, subawardees, research institutions, and state and local governments participating in federal transactions. Maintaining active SAM compliance is essential for ongoing participation in federal opportunities.

For entities seeking to conduct business with federal agencies, maintain federal contracts, or receive grants, UEI registration serves as a mandatory first step in the compliance process, replacing the previous DUNS number system. The 12-digit UEI is now exclusively issued through the official SAM.gov website for all federal financial assistance applications.

Step-by-Step Guide to Securing Your UEI and SAM Registration

Obtaining a Unique Entity Identifier (UEI) and completing System for Award Management (SAM) registration involves several critical steps that must be followed precisely to guarantee successful federal business participation.

The registration process begins with creating a Login.gov account to access SAM.gov, where entities can initiate their application. Having proper documentation ready beforehand helps prevent unnecessary delays during the registration process.

The essential first step to federal registration requires establishing Login.gov credentials before accessing the SAM.gov application portal.

Organizations must first gather essential information, including NAICS codes that accurately reflect their business activities.

Next, they should determine their entity type and prepare financial information for submission. For procurement contracts, U.S. businesses may need a CAGE code, while international entities require an NCAGE code.

After submitting complete and accurate information, SAM will verify business eligibility and assign a UEI.

Proper registration significantly improves visibility to government contracting officers searching for qualified vendors in their respective industries.

Annual renewal is mandatory to maintain active status and continue eligibility for federal contracts and funding opportunities. Small businesses should ensure their profiles reflect any SBA certification status they qualify for to maximize contracting opportunities.

Common Registration Challenges and Their Solutions

Nearly all entities encounter significant hurdles when maneuvering the UEI and SAM registration process, often resulting in delays and frustration for unprepared applicants.

Data accuracy issues represent one of the most prevalent registration obstacles, where discrepancies in business information can halt progress entirely.

Successful applicants overcome these challenges through proactive data management and thorough documentation strategies. This includes regular review of entity details, timely preparation of required documents, and utilizing available help resources like the SAM.gov help desk.

When facing technical difficulties or UEI adjustment challenges, seeking expert guidance proves invaluable.

Organizations should conduct regular profile audits to maintain compliance and consider starting the registration process early to accommodate potential delays in validation.

Properly selecting NAICS codes and verifying all entity details guarantees prime positioning for government opportunities.

Understanding the SAM Unique Entity Identifier is critical as it has replaced the DUNS number and is now essential for all federal registration processes.

Entities undergoing name or address changes must submit validation documentation that clearly shows their new information, which must be less than five years old to be accepted by the system.

Missing or incomplete mandatory attachments can significantly delay the registration process and should be carefully reviewed before submission.

Frequently Asked Questions

How Long Does a SAM Registration Remain Valid Before Renewal?

A SAM registration remains valid for exactly one year from the approval date.

The registration duration begins when the federal government approves the initial registration or renewal submission.

Entities must complete the renewal process before the 365-day period ends to maintain active status.

The renewal timeline should begin at least 60 days before expiration to allow sufficient time for review and validation, preventing potential interruptions in federal contracting eligibility.

Can Multiple Businesses Share the Same UEI Number?

No, multiple businesses cannot share the same UEI number. Each UEI serves as one of the government’s unique identifiers for a specific business entity.

The SAM system assigns a distinct UEI to each registration, ensuring that every organization maintains its own identity in federal systems.

Even parent companies and their subsidiaries must obtain separate UEIs, as shared registration is not permitted under federal contracting guidelines.

Is SAM Registration Required for State-Level Government Contracts?

SAM registration is not typically required for state contracts.

State governments generally maintain their own vendor registration systems for procurement purposes. The registration necessity varies by state, with each jurisdiction establishing unique requirements and platforms for businesses seeking to bid on state-level opportunities.

While federal contracts mandate SAM registration, state contracts follow independent procurement frameworks.

Businesses interested in state contracting should consult the specific state’s procurement office for registration requirements and procedures.

Does SAM Registration Cost Money, and Are There Free Options?

SAM registration is completely free of charge. There are no government fees required to register, update, or maintain an entity in the SAM.gov system.

The only legitimate registration process is through the official SAM.gov website, which offers free registration options for all entities.

While third-party companies may charge for assistance services, businesses should be aware that official support is available at no cost through the Federal Service Desk at 866-606-8220.

What Happens if My Business Information Changes After Registration?

When business information changes after SAM registration, entities must update their records through the SAM.gov Entity Workspace portal.

The registration process for updates requires logging into SAM.gov, selecting “Complete Registrations” under “Manage Entity,” and modifying the necessary information.

Updates to addresses, ownership, points of contact, or size classifications will appear publicly within approximately 24 hours.

Address changes automatically trigger a modification request in the eMod system, notifying authorized negotiators via email.