Unique Entity ID (UEI) and SAM.gov registration
Definition
A Unique Entity ID (UEI) is the 12-character identifier the federal government assigns to every organization that applies for or receives federal awards. It is issued through SAM.gov, the System for Award Management, and replaced the DUNS number in April 2022.
How it works
The UEI works as an organization's federal ID for grants and contracts, and it is assigned in SAM.gov. There are two levels of SAM.gov status:
- UEI only. An organization can request a UEI without completing full registration. This is enough for some roles, such as being reported as a subaward recipient.
- Full entity registration. Required to apply for and receive federal grants directly as the prime recipient. Registration includes financial, ownership, and certification information and must be renewed every year.
When an organization renews, its UEI stays the same. Grants.gov, NIH, NSF, and other agencies check the SAM.gov record at application and award time.
Why it matters for research offices
SAM.gov registration matters because an expired registration can block a federal submission or delay an award. Universities usually have one central registration managed by the office of sponsored programs or a controller's office, and staff track the renewal date closely. Research offices also check collaborators: a partner institution needs at least a UEI for a subaward, and a small business applying for SBIR or STTR funding must complete full registration.
UEI vs DUNS
The UEI replaced the DUNS number on April 4, 2022. DUNS numbers were issued by a private company, Dun & Bradstreet, while the UEI is generated by the federal government in SAM.gov at no cost. Old documents and forms that ask for a DUNS number now take the UEI.
Common mistakes
- Letting the annual SAM.gov registration lapse right before a deadline.
- Starting registration days before a deadline, when new registrations and renewals can take weeks if SAM.gov needs to validate the entity.
- Paying a third-party service to register; SAM.gov registration is free.
- Confusing an individual researcher's eRA Commons account with the institution's SAM.gov registration. Both are needed for NIH, but they are separate systems.
Frequently asked questions
A UEI, or Unique Entity ID, is a 12-character alphanumeric identifier assigned by SAM.gov to organizations that do business with the federal government, including grant applicants and recipients.
SAM.gov entity registration must be renewed every 365 days. If it lapses, the organization cannot apply for or receive new federal awards until it is active again.
Yes. The federal government replaced the DUNS number with the SAM.gov-issued Unique Entity ID on April 4, 2022.