To apply for a UEI number, create a Login.gov account and access SAM.gov. Select “Get Started” under entity registration and enter your business name, physical address, and organizational structure. Submit for validation, which typically takes 1-3 business days. Once validated, your 12-digit UEI is automatically assigned. Annual renewal is required for compliance. The complete process requires proper documentation preparation and attention to data accuracy for successful registration.
Creating Your SAM.gov Account and Prerequisites
Establishing a SAM.gov account requires careful preparation and attention to detail before beginning the UEI application process. Applicants should start by creating a Login.gov profile, which involves email verification, password creation, and setting up multi-factor authentication for account security.
Prior to registration, organizations must gather essential documentation including their legal business name, physical address, EIN number, and contact information for mandatory Points of Contact (POCs).
The registration timeline typically requires at least two months to complete, so entities should plan accordingly to avoid application delays.
Remember that the Electronic Business POC holds significant responsibilities, including managing the SAM account and designating the Grants.gov Authorized Organization Representative.
SAM.gov registration is free, and entities receive their Unique Entity ID during this process at no additional cost.
The 12-character identifier is essential for tracking entities that receive federal funds and determining eligibility for government contracts and grants.
Step-by-Step UEI Application Process
The complete UEI application process involves several critical steps that organizations must follow carefully to secure this essential identifier for federal government interactions.
Registering entities must first navigate to SAM.gov and create a user account with valid credentials.
After logging in, select “Get Started” under the entity registration section. The system will prompt users to enter their organization’s legal business name, physical address, and organizational structure. Federal requirements mandate accurate information for proper verification.
Next, users must complete the validation process, which may take 1-3 business days. Once validated, the system automatically assigns a UEI number to the entity.
Organizations should record this identifier for all future federal transactions and guarantee they renew their registration annually to maintain compliance. Entities should also note that the UEI is a 12-digit number that has replaced the previous 9-digit DUNS number system.
It’s important to understand that the Unique Entity ID is an alphanumeric value that is assigned, managed, and owned by the federal government for validation purposes.
This transition to UEI has been implemented to improve data accuracy and streamline the federal procurement process for businesses, nonprofits, and government agencies seeking contracts or grants.
Troubleshooting Common UEI Registration Issues
While the UEI application process follows clear steps, many organizations encounter roadblocks that can delay or derail their registration efforts. Data validation errors represent the most frequent complications, particularly when entity information doesn’t match IRS records.
Common mistakes include:
- Submitting mismatched addresses compared to tax documentation
- Entering incorrect organizational details during registration
- Overlooking email notifications requesting additional information
Troubleshooting tips for registration errors:
- Cross-reference all information with official IRS documents before submission
- Allow at least 10 business days for processing to avoid deadline pressure
- Monitor the email address associated with your SAM.gov account daily
- Create calendar reminders for annual renewals
- Contact the Federal Service Desk promptly when validation failures occur
Maintaining proper address formatting is essential for successful UEI registration, ensuring compliance with U.S. Postal Service standards to prevent delays in the validation process. Understanding the verification process is crucial for organizations seeking federal contracts, grants, or other forms of government engagement in 2025.
Frequently Asked Questions
Can I Transfer My UEI if My Business Is Sold?
UEI numbers typically cannot be transferred during a business sale or ownership transfer. The identifier is tied to the original entity’s legal identity. New owners generally need to obtain their own UEI for federal contracting purposes.
How Long Does a UEI Number Remain Valid Once Issued?
A UEI number remains permanently valid once issued and never expires. While organizations must renew their SAM.gov registrations annually, the UEI itself has no expiration date or UEI renewal requirement unless the entity dissolves.
Is a Different UEI Required for Each Business Location?
Yes, different business locations require separate UEI numbers. Each physical location conducting business with the federal government needs its own unique identifier, as UEIs are issued based on specific physical addresses, not organizational entities.
Do Nonprofit Organizations Need a UEI Number?
Yes, nonprofit organizations need a UEI number to meet federal nonprofit requirements and maintain funding eligibility. This unique identifier is mandatory for all entities seeking federal grants or conducting business with the government.
Can Consultants Help Obtain UEI Numbers for Multiple Clients?
Yes, consultants can help multiple clients obtain UEI numbers. These consultant services typically involve managing separate SAM.gov registrations for each organization, handling documentation, and ensuring accurate client management throughout the application process.