UEI (Unique Entity Identifier) Definition + SAM.gov Guide

The Unique Entity Identifier (UEI) is the 12-character alphanumeric code assigned by SAM.gov that every federal grant recipient must maintain. It replaced DUNS numbers in April 2022. Without an active UEI and current SAM.gov registration, an organization cannot receive federal grant payments — even on an award already in progress.

Plain-language definition

The UEI is your organization’s federal identity card for grant programs. When you submit a grant application, when a program officer processes an award, when you submit a drawdown request — all of it runs through your UEI. The identifier is stored in SAM.gov, renewed annually, and visible to every federal agency and pass-through entity that works with you.

Detailed definition

Before April 4, 2022, organizations used a DUNS number — a 9-digit identifier issued by Dun & Bradstreet, a commercial data vendor. OMB migrated to the UEI to remove the federal government’s dependence on a private company and to improve data integrity across award systems. Organizations with active SAM.gov registrations received UEIs automatically during the transition. New organizations must register in SAM.gov to obtain one.

The UEI is 12 characters, alphanumeric, and unique to each registered entity. It is associated with a specific legal entity and address — not with a person. If an organization has multiple subsidiaries with separate EINs, each would register separately and receive a distinct UEI.

How it works

The SAM.gov registration process collects the organization’s legal name, EIN, bank account for electronic funds transfer, NAICS codes, and points of contact. After submission, GSA verifies the EIN against IRS records. For domestic entities, activation typically takes 7 to 14 business days. The registration is valid for 12 months from activation.

SAM.gov sends renewal reminders 60 days before expiration. The recommended practice is to initiate renewal immediately upon receiving the first reminder. Renewal that processes before expiration maintains continuous active status. Any gap in active status — even one day — halts grant payments.

When it applies

Every federal grant application, award, and payment transaction involves the UEI. The identifier is required by:

Grants.gov — application portal for most federal grant programs
GrantSolutions, eRA Commons, and other agency-specific portals
Draw-down systems including ASAP, LOCCS, and PMS
Pass-through entities administering sub-awards (they must verify subrecipient UEIs under 2 CFR 200.332)

The SAM.gov exclusions list — which the UEI is cross-referenced against — is checked by every awarding agency and pass-through entity before making a payment. If your organization appears on the exclusions list (due to debarment or suspension), payments stop regardless of active registration.

Common misconceptions

Misconception 1: The UEI and EIN are the same number. The EIN is the IRS tax identifier; the UEI is the SAM.gov procurement and grants identifier. They are different numbers. Both are required for federal grant activity.

Misconception 2: Registration only needs to happen once. SAM.gov registration expires annually. There is no grace period. A lapsed registration disables the UEI and halts grant payments immediately.

Misconception 3: DUNS numbers still work. DUNS numbers were retired on April 4, 2022. Any system still displaying DUNS as a field is using legacy UI — the underlying record routes through UEI.

Misconception 4: Only the primary grant recipient needs a UEI. Subrecipients receiving sub-awards from pass-through entities also require active UEIs. Under 2 CFR 200.332, a pass-through entity must collect the subrecipient’s UEI before executing the sub-award agreement.

CFDA / Assistance Listing Number — identifies the federal program, not the organization; the ALN and UEI appear together in grant agreements and SEFA schedules.
Pass-through entity — must verify subrecipient UEIs and check exclusions before any sub-award payment.
Federal grant reporting requirements — overview of all registration, reporting, and compliance obligations connected to federal awards.

How GrantPipe handles UEI tracking

GrantPipe stores each organization’s UEI in the org settings profile and surfaces it in award records, sub-award agreements, and grant reporting templates. SAM.gov expiration dates are tracked in the compliance calendar with automated alerts 60 and 30 days before renewal is due — eliminating the most common cause of mid-award payment interruption.

Free resource

Get the FASB ASC 958 Quick Reference

A plain-language guide to FASB ASC 958 for nonprofit Finance Directors and Development staff: net asset classification, restricted fund disclosures, contribution recognition rules, and the audit findings auditors flag most often. Delivered by email.

SAM.gov hosts registration records for more than 700,000 active entities as of 2025, spanning nonprofits, for-profit contractors, universities, and government entities.

Source: SAM.gov, General Services Administration

The federal government awards more than $800 billion in grants and contracts annually — all requiring an active UEI and SAM.gov registration.

Source: USASpending.gov

Registration lapses are among the top five administrative reasons cited for delayed grant drawdowns, according to the Office of Management and Budget's reporting to Congress on grant administration improvements.

Source: OMB, Office of Federal Financial Management

SAM.gov (System for Award Management): The federal government's primary registration and award management database. All entities seeking federal contracts, grants, or cooperative agreements must maintain an active registration. SAM.gov also hosts CPARS performance ratings, integrity and performance records, and the exclusions list.

DUNS number: The Data Universal Numbering System identifier issued by Dun & Bradstreet and used as the federal entity identifier until April 4, 2022. DUNS numbers are no longer accepted for federal grant applications. Existing DUNS numbers were used to seed the UEI assignment for organizations with active SAM.gov registrations.

Exclusions list: The SAM.gov database of parties debarred or suspended from receiving federal awards. Pass-through entities are required under 2 CFR 200.213 to check whether prospective subrecipients appear on the exclusions list before executing any sub-award.

Q&A

What replaced DUNS numbers?

The Unique Entity Identifier (UEI) issued directly by SAM.gov replaced DUNS numbers as the standard federal entity identifier effective April 4, 2022. Organizations that had active SAM.gov registrations before that date had UEIs automatically assigned. New organizations must register in SAM.gov to receive one.

Q&A

How long does SAM.gov registration take?

Initial registration for domestic entities typically takes 7 to 14 business days after all required information is submitted. International entities can take up to 30 business days. IRS tax information verification is often the bottleneck for US nonprofits. Annual renewal takes 2 to 5 business days when the information on file remains accurate.

Q&A

What happens if SAM.gov registration lapses?

A lapsed SAM.gov registration deactivates the UEI, making the entity ineligible to receive federal payments. Grant drawdowns, reimbursements, and new award obligations are halted until registration is renewed. There is no grace period — the cutoff is the registration expiration date. Federal agencies will not process payments to an entity with an inactive SAM.gov record.

Q&A

Do subrecipients need a UEI?

Yes. 2 CFR 200.332 requires pass-through entities to collect UEIs from subrecipients before making any sub-award. If a subrecipient is not registered in SAM.gov and does not have an active UEI, the pass-through entity cannot legally execute the sub-award.

Frequently asked

Frequently Asked Questions

Is the UEI the same as an EIN?

No. The EIN (Employer Identification Number) is the IRS tax identifier for an organization. The UEI is the federal procurement and grants identifier issued through SAM.gov. Both are required for federal grant applications, and SAM.gov uses the EIN during registration to verify IRS records, but they are different numbers used in different systems.

Can I apply for a grant on Grants.gov before my SAM.gov registration is active?

Technically, Grants.gov allows submission of applications while SAM.gov registration is pending, but awarding agencies will not process the application for consideration until the SAM.gov registration is confirmed active. Waiting until registration is complete before starting the application is the safer approach.

How do I find my organization's UEI?

Search SAM.gov by your organization's legal name or EIN at sam.gov. If your organization has an active registration, the UEI appears on your registration record. If you had an active DUNS number before April 2022, a UEI was automatically assigned and is visible in your SAM.gov account.

What information is required to register in SAM.gov?

Registration requires: legal entity name matching IRS records, EIN, NAICS codes, entity type, bank account information for payment (electronic funds transfer), points of contact, and consent to the Terms and Conditions. Federal agencies may also require additional entity validation through the IRS before activating the registration.

How far in advance should SAM.gov renewal be initiated?

SAM.gov sends automated renewal reminders starting 60 days before expiration. Best practice is to initiate renewal 60 days in advance to allow for IRS verification delays and to ensure continuous active status. Waiting until the expiration date is the primary cause of mid-award registration lapses.

UEI (Unique Entity Identifier): Definition and SAM.gov Registration