A Unique Entity Identifier (UEI) is a mandatory, non-proprietary identification system used by the federal government to track and manage entities receiving federal funds or doing business with federal agencies. This standardized identifier is a prerequisite for any organization seeking to engage in federal transactions, whether through contracts, grants, or other financial assistance. The UEI streamlines the process by ensuring consistent identification across all government systems. This consistency is important for transparency and accountability in the movement of taxpayer money. Understanding the UEI’s function and the process for obtaining it is necessary for any entity that intends to participate in the federal marketplace.
Defining the Unique Entity Identifier (UEI)
The UEI is a distinct 12-character alphanumeric value assigned by the government to uniquely identify a specific entity. This identifier is generated and managed by the System for Award Management (SAM.gov), which is overseen by the General Services Administration (GSA). The structure of the UEI follows specific rules, such as not using the letters “O” or “I” to prevent confusion with the numbers zero and one. The primary function of the UEI is to establish a singular, government-owned identifier for all organizations that engage in financial transactions with the federal government. It serves as a consistent reference point for verification and data collection across various federal award systems.
The Shift from DUNS to UEI
The federal government previously relied on the Data Universal Numbering System (DUNS) number, a nine-digit proprietary identifier issued by Dun & Bradstreet, for entity identification in federal transactions. The transition to the UEI was implemented to eliminate the need for entities to obtain an identifier from a third-party commercial organization. This change allows the government to streamline its entity identification and validation process. The transition was officially finalized on April 4, 2022, after which the UEI became the authoritative identifier across all Integrated Award Environment systems. Entities already registered in SAM.gov had their new UEI automatically assigned, while the DUNS number was removed from use in federal systems.
Who Needs a UEI and Why
A UEI is required for any entity that plans to receive federal financial assistance, including organizations seeking federal contracts or applying for grants. This requirement extends to businesses, non-profits, educational institutions, and state and local governments that receive federal funding, even as sub-recipients. The identifier is mandatory under federal regulations and is the primary tool for tracking how federal funds are allocated and expended throughout the federal supply chain. Without an assigned UEI, an entity is ineligible to bid on federal contracts as a prime contractor or apply for federal grants as a primary awardee.
Obtaining Your UEI
The process for acquiring a UEI is managed exclusively through the System for Award Management (SAM.gov) and is provided at no cost. The official U.S. government website is the only authorized source for obtaining this identifier, and entities should be cautious of third-party services that charge a fee. The specific path for obtaining the UEI depends on whether the entity plans to actively pursue federal awards.
Entities Registering in SAM.gov
Entities that intend to bid on contracts or apply for federal assistance as a prime awardee must complete a full entity registration in SAM.gov. During the validation and registration workflow, the UEI is automatically assigned as part of the process, which involves providing extensive information about the entity. This full registration grants the entity the ability to receive awards directly from the federal government.
Entities Not Registering in SAM.gov
Organizations that only require the identifier for reporting purposes, such as sub-awardees, have the option to request a UEI only, without completing the full SAM.gov registration. This simplified path still requires the entity to go through the SAM.gov portal but bypasses the extensive assertions and certifications required for a complete registration. Choosing this option means the entity cannot act as a prime contractor or awardee.
Key Requirements for Issuance
Regardless of the chosen path, the process requires the entity to provide specific, verifiable information for validation. Required information includes the entity’s legal business name and its physical address, which cannot be a P.O. Box. Validation services verify the entity’s uniqueness based on it being a separate legal entity associated with a separate physical address. The entity may also need to provide additional details like the year and state of incorporation, sometimes requiring official documentation.
Where is the UEI Used?
Once obtained, the UEI becomes the entity’s identification number for all interactions within the federal Integrated Award Environment (IAE) systems. It is required for use in various federal procurement systems, such as the Federal Procurement Data System (FPDS) and the Contractor Performance Assessment Reporting System (CPARS). The UEI is also cited in grant applications submitted through platforms like Grants.gov and is used for financial assistance disbursements. Furthermore, the identifier is mandatory for transparency and oversight.
Maintaining and Managing Your UEI Record
The UEI itself, once assigned, does not expire and remains with the entity for its lifetime. However, an entity actively seeking federal contracts or grants must keep its full SAM.gov registration current. This registration requires an annual renewal to remain active, which involves logging into the system and revalidating the entity’s information. Maintaining an active status is important because an expired registration can impact the entity’s ability to receive new awards or draw down funds from existing awards. It is necessary to ensure that the legal business name, address, and all other associated core data remain accurate.