What Is a UEI Number? The Beginner’s Guide to Your Federal ID

If you’re trying to do business with the federal government, you’ll run into three letters almost immediately: UEI. It stands for Unique Entity Identifier, and it’s the ID number the government assigns to every business, nonprofit, and organization that wants to receive federal contracts or grants.

The good news: getting a UEI is completely free, it takes about one business day, and you don’t need a lawyer or a consultant to do it. This guide covers everything you need to know.

What Is a UEI Number?

A UEI (Unique Entity Identifier) is a 12-character alphanumeric code that the federal government assigns to your business through SAM.gov. Think of it as your business’s federal ID card. Every company, nonprofit, tribe, or individual that wants to bid on government contracts, receive grants, or participate in federal assistance programs needs one.

A UEI looks something like this: JF2XNKAQ6M87. It’s always 12 characters, always a mix of letters and numbers, and always free to obtain. The letters O and I are never used, so you won’t confuse them with the numbers 0 and 1.

GSA (the General Services Administration) manages the UEI through SAM.gov. It’s not the same as your tax ID, your state business license number, or your old DUNS number. It exists for one purpose: to give the federal government a single, clean way to identify who they’re doing business with.

Why Did the Government Replace the DUNS Number?

Before April 4, 2022, every business that wanted to work with the federal government needed a DUNS number from Dun & Bradstreet (D&B). The government had used DUNS numbers since 1978, and they became a mandatory part of the Federal Acquisition Regulation (FAR) in 1998.

The problem was straightforward. The federal government was relying on a private company for a critical piece of its procurement system. D&B owned the numbers, controlled the database, and charged businesses for related services. The government wanted to own the identifier itself, make it free for everyone, and remove the middleman.

On April 4, 2022, the switch happened. SAM.gov stopped using DUNS numbers entirely. Every business that was already registered in SAM.gov got a UEI automatically. New registrants get one as part of the SAM.gov registration process.

If you still have a DUNS number, it has zero use in federal contracting. D&B still uses DUNS for its own commercial credit reporting, but no government agency, no contracting officer, and no grant program will ask you for one.

Who Needs a UEI Number?

The short answer: anyone who wants money from the federal government. That includes:

• Government contractors bidding on federal contracts of any size
• Grant recipients applying for federal grants or cooperative agreements
• Subcontractors working under a prime contractor on a federal project
• Nonprofits receiving federal funding
• State and local governments that receive federal pass-through funds
• Sole proprietors and individual consultants bidding on contracts

If you’re only doing state and local contracting, you may not need a UEI. Most states have their own registration systems. But if any federal dollars are involved, even indirectly, you’ll need one.

How to Get Your UEI Number (Step by Step)

You have two paths. The first gives you just the UEI. The second gives you a UEI plus full SAM.gov registration, which is what you need to actually bid on contracts.

Path 1: Get a UEI Only

Use this if you only need the identifier (for example, if you’re a sub-awardee, meaning a secondary recipient on a grant, and don’t need full registration). This takes about one business day.

1. Go to SAM.gov
2. Sign in with your Login.gov account (create one if you don’t have it)
3. Click “Get Started” under Entity Registration
4. Select “Get Unique Entity ID only”
5. Enter your legal business name and address exactly as they appear on your IRS (Internal Revenue Service) records
6. Complete entity validation
7. Your UEI is assigned once validation passes

Path 2: Full SAM.gov Registration (Recommended for Contractors)

If you want to bid on contracts, you need full registration. A UEI is assigned as part of this process. Budget 10 to 30 business days.

1. Go to SAM.gov and sign in via Login.gov
2. Click “Get Started” under Entity Registration
3. Select “Get Unique Entity ID and register your entity”
4. Complete the entity validation section (legal name, address, TIN (Taxpayer Identification Number))
5. Fill out the Core Data section (business type, NAICS codes, size standards)
6. Fill out the Assertions section (goods/services, disaster response, SBA (Small Business Administration) certifications)
7. Complete Representations and Certifications (FAR and DFARS (Defense Federal Acquisition Regulation Supplement) required disclosures)
8. Review and submit

SAM.gov provides a downloadable Entity Registration Checklist that lists everything you’ll need before you start. Gather your documents first. It makes the process much faster.

What You’ll Need

UEI vs DUNS vs EIN: What’s the Difference?

These three identifiers cause a lot of confusion, especially for new business owners. Here’s how they compare.

The key takeaway: your EIN identifies your business to the IRS for taxes. Your UEI identifies your business to every other federal agency for contracts and grants. You need both if you want to do government work.

UEI vs CAGE Code: How Are They Different?

You’ll also hear about CAGE codes during registration. A CAGE (Commercial and Government Entity) code is a 5-character identifier managed by DLA (the Defense Logistics Agency). It identifies your business’s physical location for procurement purposes.

Here’s the simple distinction: your UEI identifies who you are. Your CAGE code identifies where you are. If you have multiple office locations, you could have multiple CAGE codes but only one UEI.

When you complete your SAM.gov registration, DLA will assign you a CAGE code automatically if you don’t already have one. You don’t need to apply for it separately.

How to Look Up a UEI Number

You can search for any registered entity’s UEI on SAM.gov. This is useful when you’re researching potential teaming partners, checking a competitor’s registration, or verifying your own information.

1. Go to sam.gov/entity-information
2. Search by legal business name, UEI, or CAGE code
3. Click the entity name in the results
4. The entity’s UEI, registration status, NAICS codes, and other details appear on the profile page

You can also check your own registration status and renewal date at the SAM.gov Status Tracker. Just enter your UEI and it shows when your registration expires.

One note: some entities opt out of public search. If you can’t find a business you know is registered, it may have elected to keep its information non-public. Only users with a federal government email can view those records.

Common UEI Registration Problems (and How to Fix Them)

Most UEI registrations go through without issues. But when problems happen, they usually fall into one of these categories.

1. TIN Validation Failure

This is the most common problem. SAM.gov checks your legal business name and address against IRS records in real time. If there’s any mismatch, even a difference in punctuation or abbreviation (like “St.” vs. “Street”), validation fails.

Fix: Check your most recent IRS correspondence (like your CP 575 or annual notice). Enter your business name and address exactly as the IRS has it. If you’ve moved or changed your name, update your records with the IRS first using Form 8822-B.

2. P.O. Box Addresses

SAM.gov flags P.O. boxes and virtual office addresses for additional review. This doesn’t mean you’ll be rejected, but it will add time to the process.

Fix: Use your physical business address if you have one. If a P.O. box is your only option, be prepared to provide additional documentation proving your business operates at that location.

3. Slow Processing

A UEI-only request typically takes one business day. Full SAM registration takes 10 to 30 business days. If you’re waiting longer, the most common reason is that SAM.gov sent you a request for additional information and the email landed in your spam folder.

Fix: Check your spam and junk folders for emails from SAM.gov or FSD.gov (the Federal Service Desk, SAM.gov’s support team). Set up a reminder to check the Status Tracker weekly until your registration is active. Start renewals at least 60 days before expiration.

4. Trying to Use a DUNS Number

Some older guides and even some agency websites still reference DUNS numbers. If you’re told you need a DUNS number, what they actually mean is a UEI. You don’t need to contact Dun & Bradstreet for anything related to federal contracting.

Fix: Register on SAM.gov for your UEI. If a form asks for a “DUNS number,” enter your UEI instead or contact the agency for an updated form.

Does Your UEI Expire?

No. Your UEI number itself is permanently assigned to your entity. You’ll have the same UEI for as long as your business exists.

However, your SAM.gov registration expires every 365 days. If your registration lapses, your UEI still exists, but you won’t be able to receive new contract awards or grant funding until you renew. Contracting officers check SAM.gov before making awards. An expired registration means they can’t pay you.

Set a calendar reminder for 60 days before your expiration date. The renewal process takes the same amount of time as the initial registration, and you don’t want a gap in your eligibility.

Frequently Asked Questions

Is getting a UEI number free?

Always free, no exceptions. Watch out for companies that charge $300 to $800 to “register you on SAM.gov.” They’re reselling a free government service. If you need help, your local APEX Accelerator will walk you through registration at no cost. Over 300 locations serve communities across the country.

How long does it take to get a UEI number?

If your IRS records are current and your business name matches exactly, a UEI-only request clears in about a day. The biggest delay comes from name or address mismatches with the IRS. Before you start, check your most recent IRS notice and enter everything exactly as it appears.

Can a sole proprietor get a UEI number?

Sole proprietors are fully eligible. You can register using your Social Security Number (SSN) instead of an EIN. One tip: many sole proprietors apply for a free EIN from the IRS first, then use that for SAM.gov. It keeps your SSN off federal procurement databases that other contractors can search.

Is a UEI number the same as an EIN?

Different agencies, different purposes. Your EIN goes on tax returns filed with the IRS. Your UEI goes on contract proposals submitted to federal agencies. You can get an EIN in minutes at irs.gov. A UEI takes a bit longer because SAM.gov validates your business information against IRS records before issuing one.

Do I still need a DUNS number for government contracting?

Not for any federal purpose. Some older agency forms and state portals still reference DUNS numbers, which can cause confusion. If you see a field asking for a DUNS, enter your UEI or contact the agency for an updated form. Dun and Bradstreet still uses DUNS for commercial credit reports, but that’s separate from government contracting.

How do I find my UEI number if I already registered?

The fastest way is the SAM.gov Status Tracker. Enter your legal business name and your UEI, registration status, and expiration date all appear on one screen. You can also log in to your SAM.gov entity dashboard, where the UEI is displayed on the overview page.

Your Next Steps

Now that you understand what a UEI is, here’s what to do next:

1. Get your UEI. Go to SAM.gov and start the registration process. Have your IRS documents ready.
2. Complete your full SAM registration. A UEI alone isn’t enough to bid on contracts. Follow our complete SAM.gov registration guide to finish the process.
3. Pick your NAICS codes. You’ll need these during registration. Our NAICS codes guide explains how to choose the right ones.
4. Build your capability statement. Once you’re registered, you’ll need a capability statement to introduce your business to government buyers.
5. Start finding opportunities. With your UEI and SAM registration active, you’re ready to search for government contracts.

Getting your UEI is one of the first concrete steps on your government contracting journey. It’s free, it’s straightforward, and once you have it, the next pieces of the puzzle start falling into place.

If you need free help with any of this, contact your local APEX Accelerator. Over 300 offices across the country offer this service, and they’ll walk you through SAM.gov registration at no charge.