The Unique Entity Identifier (UEI) replaced the DUNS number in federal grant systems on April 4, 2022, following a government initiative announced in 2019. This change streamlined the registration process by eliminating third-party involvement, centralizing operations on SAM.gov, and automatically assigning identifiers. Grant applicants now register directly through SAM.gov using a Login.gov account and their Taxpayer Identification Number, with processing typically taking 7-10 business days. The sections below explore the full implementation details and compliance requirements.
Understanding the Transition From DUNS to UEI
The federal government initiated a significant change in entity identification systems, shifting from the Data Universal Numbering System (DUNS) to the Unique Entity Identifier (UEI) over a multi-year implementation period.
Moving from DUNS to UEI marks a pivotal evolution in federal entity identification infrastructure.
This conversion followed a structured timeline that began with an initial announcement in July 2019, targeting completion by December 2020. Due to implementation challenges, officials extended the deadline to April 4, 2022, when the conversion was officially completed.
Throughout this process, regulatory updates were implemented, particularly to the Code of Federal Regulations (2 CFR 25), formally reflecting the switch to UEI.
Federal systems, including SAM.gov, underwent significant adjustments to accommodate the new identifier format. This coordinated effort standardized entity identification across government platforms while moving away from proprietary identification systems. The UEI uniquely identifies each entity within the federal procurement systems, enhancing data management accuracy and verification processes. The change was designed to reduce burden associated with changing vendors for unique entity validation services and allow for more competition in the government contracting process. Organizations receiving federal grant dollars are now required to have a UEI instead of a DUNS number to qualify for funding opportunities.
Key Differences and Benefits of the UEI System
Since replacing the DUNS numbering system in April 2022, the Unique Entity Identifier (UEI) has introduced fundamental improvements to federal entity identification processes.
The UEI advantages stem from government control of the entire process, eliminating the third-party involvement that was one of the primary DUNS limitations.
The UEI system centralizes operations within SAM.gov, creating a streamlined registration process that enhances data integrity while reducing costs. Organizations now benefit from automatic UEI assignment, real-time verification, and a unified identification system across all federal agencies. Any business or nonprofit seeking federal contracts or grants must obtain a UEI to ensure compliance with current requirements.
For grant recipients, the change eliminates previously required steps with Dun & Bradstreet, simplifying compliance requirements. Prior to the transition, these steps were mandatory as DUNS numbers were formally required for all federal grant applications.
During the transition period that lasted until December 2020, entities could continue using their existing registration process while GSA prepared the necessary tools and specifications.
The government-managed system also provides enhanced data security and transparency in federal transactions, addressing longstanding DUNS limitations related to accessibility and verification.
How to Register and Verify Your UEI for Grant Applications
Obtaining a Unique Entity Identifier (UEI) requires specific steps that organizations must complete to participate in federal grant opportunities. The registration process begins at SAM.gov, where applicants must create a Login.gov account before proceeding with their organization’s registration.
To register successfully, organizations need to gather essential information including their business name and Taxpayer Identification Number. The process typically takes 7-10 business days and involves no registration fee. Physical addresses must be provided during registration as P.O. boxes are not acceptable for UEI validation. Once completed, SAM.gov issues the UEI. After acquiring your UEI, you must return to Grants.gov to complete your grant application profile.
Verification steps are equally important for maintaining grant eligibility. Organizations must regularly review and update their SAM registration information, designate both an E-Business Point of Contact and Authorized Organization Representative, and conduct annual reviews to guarantee continued compliance with federal requirements. It’s important to note that while both are used in federal systems, the UEI differs from an EIN number as the latter is specifically used for tax identification purposes with the IRS.
Frequently Asked Questions
What Happens if My Organization Has Multiple DUNS Numbers?
Organizations with multiple DUNS numbers will experience DUNS consolidation, receiving a single UEI. All DUNS numbers are automatically mapped to this UEI, ensuring continued grant eligibility without requiring additional applications from entities.
Can International Organizations Obtain a UEI for U.S. Federal Grants?
Yes, international organizations can obtain a UEI for U.S. federal grants. SAM.gov registration is available to entities globally, ensuring international eligibility for grant application processes regardless of geographic location or organizational structure.
How Long Does the UEI Registration Process Typically Take?
The UEI registration timeline typically spans several weeks. The application process takes up to 10 business days to become active in SAM.gov, with additional time needed if information is incomplete or requires corrections.
Are There Penalties for Using Outdated DUNS Numbers Now?
While no explicit legal penalties exist for using outdated DUNS numbers, organizations face practical consequences including application rejections, system incompatibility issues, and compliance problems when interacting with federal systems that now exclusively recognize UEI credentials.
Is a UEI Required for Subrecipients or Just Primary Grantees?
UEI requirements apply to both primary grantees and subrecipients. All entities receiving federal funds must obtain a UEI for grant application compliance. Subrecipient requirements mandate UEI registration through SAM.gov for federal award participation.