In the United States, the Unique Entity Identifier (UEI) is the primary identifier used by the federal government to recognize and track entities in federal programs, contracts, grants, and assistance. Replacing the former DUNS number, the UEI simplifies registration and reduces friction for vendors, non-profits, and other organizations seeking federal work. This article explains what a UEI is, how it is assigned, where it is used, and how organizations interact with it during the SAM.gov registration process.
What Is The Unique Entity Identifier (UEI)
The Unique Entity Identifier (UEI) is a 12-character alphanumeric code assigned to an entity by the U.S. General Services Administration’s (GSA) System for Award Management (SAM). The UEI uniquely identifies a legal business or organization in all federal systems. It is tied to the entity’s SAM account and remains stable for the life of the organization’s federal involvement, unless the entity is dissolved or merged. Unlike previous identifiers, the UEI is centralized within SAM.gov, facilitating cross-system data consistency across federal procurement and assistance programs.
How Is A UEI Assigned
UEIs are issued automatically when an organization completes and submits the SAM.gov registration. The process consolidates multiple data sources to create a single, unique code. Key steps include preparing entity information (legal name, physical address, taxpayer identification number, and points of contact), confirming data accuracy, and agreeing to SAM terms. Once submitted, SAM.gov generates the UEI and stores it in the entity’s official SAM profile. Organizations should note their UEI and keep it current, as it will appear in all federal transactions and reports.
Where The UEI Is Used
The UEI is the standard identifier across all federal systems involved in awarding, administering, and reporting on federal funds. Specific uses include:
- Grant and cooperative agreement applications submitted through federal portals.
- Government contracting processes, including bid submissions and contract awards.
- Grants management, financial reporting, and compliance tracking.
- Entity verification during eligibility reviews and performance monitoring.
- Interagency data matching and vendor performance analyses.
For vendors and recipients, the UEI provides a consistent reference point that reduces duplicative records and improves data integrity across agencies. It is important to ensure that the UEI is linked to the correct legal entity to avoid misattribution of funds or obligations.
What Changes For DUNS-Registered Organizations
Previously, many entities used a DUNS number as their primary federal identifier. The UEI replaces DUNS in SAM.gov for most federal purposes. Organizations that already had a DUNS number should update their SAM.gov profile to reflect the UEI, ensuring that both identifiers are properly associated during the transition period. No separate renewal process is required for the UEI; it is embedded in SAM.gov registrations and remains with the entity for the life of the federal relationship, subject to organizational changes.
How To Locate Or Retrieve A UEI
Organizations can locate their UEI in their SAM.gov account. Steps include logging in to SAM.gov, navigating to the entity profile, and reviewing the identifier section. If a new registration is required, the UEI will be generated automatically during the SAM.gov submission. For entities that have recently merged, split, or changed legal status, it is essential to update SAM.gov to reflect accurate data, as the UEI remains connected to the recognized legal entity in federal records.
Best Practices For Managing Your UEI
To ensure smooth interactions with federal programs, consider the following best practices:
- Keep the UEI visible in internal records and on grant or contract dashboards for quick reference.
- Regularly verify SAM.gov data for accuracy, including legal name, DUNS (if still used), and contact details.
- Link the UEI consistently across institutional databases, financial systems, and procurement platforms to prevent data fragmentation.
- Monitor SAM.gov messages and renewal reminders to stay compliant with federal reporting requirements.
- Prepare for changes in organizational structure (merger, dissolution, or reorganization) by updating SAM.gov promptly to reflect the correct UEI-linked entity.
Common Questions About UEI
Is the UEI public? Yes. The UEI is a public identifier used within federal systems, but sensitive internal data remains controlled by the organization and the government.
Does every federal program require a UEI? Most federal awards, contracts, and assistance programs require a SAM.gov registration, which includes a UEI. Some limited or exempt programs may operate outside SAM.gov, but the UEI remains the standard reference for federal relations.
What if an entity changes its name or structure? Updates should be made in SAM.gov to ensure the UEI remains tied to the correct legal entity. Major changes may require administrative actions, but the UEI itself remains a stable identifier for the entity within federal systems.
Can non-U.S. organizations obtain a UEI? The UEI is designed for entities seeking federal United States funding or contracts. Foreign entities submitting proposals for U.S. federal programs typically obtain a UEI through SAM.gov as part of the registration process.
How long does it take to get a UEI? UEIs are generated automatically during the SAM.gov registration process. Most organizations receive the UEI as part of the initial submission within a standard review window, often within a business day or two, depending on data accuracy and submission completeness.