Existing SAM.gov registrants received UEIs automatically during the 2022 migration from DUNS, while new entities must complete a registration process to obtain one. The timeline differs greatly: established organizations typically complete updates in 3-5 business days, whereas new entities face 10-20 day processing periods plus potential 5-15 day manual reviews. Foreign entities encounter additional requirements, including NCAGE code verification. The registration experience varies substantially based on an organization’s previous federal contracting history.
The Automated UEI Assignment Process for Pre-2022 Registrants
The shift to Unique Entity Identifiers represents a significant milestone in federal entity management.
The UEI implementation marks a transformative advancement in how the government manages entity identification and verification.
For organizations registered in SAM.gov before April 4, 2022, the UEI migration occurred through an automated process managed by the GSA, requiring no manual intervention from existing registrants.
This seamless change guaranteed that all pre-2022 entities received their UEI without additional steps or fees. The system automatically transferred existing entity data from the DUNS system to the new UEI framework, with the Entity Validation Service cross-checking information for accuracy.
Any validation issues were directed to the Federal Service Desk for resolution.
While the assignment was automatic, entities must maintain active SAM.gov registrations through annual renewals to preserve their UEI status for federal transactions. It’s critical to use a long-term email address for your SAM account to avoid complications with notifications and future updates.
Proper registration in this centralized platform is essential for anyone seeking federal grant opportunities, as it serves as a prerequisite for funding eligibility.
Step-by-Step UEI Acquisition for New Entities in SAM.gov
Unlike established organizations that received automatic UEI assignments, new entities must follow a specific registration process to obtain their Unique Entity Identifier.
This process begins with creating an account on SAM.gov through login.gov credentials.
New entities must first prepare their taxpayer information, including their TIN (typically an EIN) and the exact taxpayer name as it appears on their most recent tax return.
Allow approximately two weeks if applying for a new EIN through the IRS.
With this information ready, organizations can create their entity profile on SAM.gov.
The registration process is completely free and must be renewed annually.
After submitting accurate business details and accepting the terms of service, new entities will receive their UEI, enabling them to pursue federal contracts and grants.
First-time users should gather all required documentation before starting to ensure a smooth and efficient registration experience.
New entities should be aware that full SAM.gov registration is required for EXIM applicants, even after obtaining a UEI.
Key Differences in Registration Requirements and Timeline Expectations
Significant differences exist between new and existing entities when it comes to registration requirements and timeline expectations for obtaining a UEI through SAM.gov.
New entities face greater registration challenges, requiring complete legal documentation translated to English, while existing entities can often bypass initial validation processes. This documentation nuance creates distinct timelines—new registrants typically wait 10-20 business days for UEI issuance, with potential additional delays of 5-15 days for manual reviews.
New entities must navigate stringent documentation requirements and extended wait times, while established registrants enjoy expedited validation processes.
In contrast, existing entities generally complete updates within 3-5 business days, benefiting from previously uploaded documents. Foreign entities in both categories experience extended timelines due to NCAGE code requirements.
System familiarity also plays a role, as existing entities already have login.gov accounts and designated administrators. Remember that SAM.gov registration is mandatory for all federal contractors seeking eligibility for government contracts, grants, and cooperative agreements.
Frequently Asked Questions
Can Foreign Subrecipients Obtain a UEI Without a U.S. Address?
Yes, foreign subrecipients can obtain a UEI without a U.S. address. The UEI registration process accommodates foreign subrecipients’ eligibility by allowing them to register through SAM.gov regardless of their geographical location.
What Happens if My SAM.Gov Registration Expires During an Active Award?
Expired SAM.gov registration during an active award creates significant registration implications, including potential payment suspension, contract termination, and award ineligibility. Immediate renewal is essential for proper award management and continued performance eligibility.
Can One Organization Maintain Multiple Valid UEIS Simultaneously?
SAM.gov’s organization policy specifically prohibits entities from maintaining multiple UEIs simultaneously. Each organization should have only one UEI, regardless of how many locations or divisions it operates, to guarantee proper federal identification.
Is UEI Verification Required Before Issuing Small Emergency Procurements?
Yes, UEI verification is required for all federal procurements regardless of size or urgency. Emergency procurements offer no exemptions from the standard verification process mandated for all entities receiving federal funds.
How Do Mergers or Acquisitions Affect Existing UEI Assignments?
Mergers or acquisitions do not change UEI assignments. The identifier remains permanent through ownership changes. Entities must update their SAM.gov registration to reflect merger implications and complete acquisition processes, but retain their original UEI.