If you own a small business and want to bid on federal contracts or apply for federal grants, you need to register your business with the U.S. government and obtain a Unique Entity Identifier (UEI). In this article, you’ll learn what a UEI is, how it’s used, and the steps you need to take to obtain and maintain one.

Understanding the UEI number.

A Unique Entity Identifier (UEI) — colloquially known as a UEI number — is a 12-character alphanumeric code that is used by the U.S. federal government to uniquely identify businesses, nonprofits and organizations. Despite a common misconception, it’s not the same as an Employer Identification Number (EIN), which is the tax ID issued by the IRS.

As of April 2022, organizations that apply for, receive or report on federal funding are required to have a UEI number. This includes private businesses, nonprofits, government contractors and subcontractors alike. Prior to that date, the federal government used an organization’s Data Universal Numbering System (D-U-N-S) number, which is issued by the business credit bureau Dun & Bradstreet.

The federal government switched from D-U-N-S to UEI to eliminate its dependence on a third-party vendor. By moving entity identification in-house, the government gained more direct control over its own registration process. In addition, businesses now have a simpler, faster path to getting registered without needing to create an account with an outside vendor.

UEI vs. D-U-N-S: Key differences for federal contractors.

These are the main differences between the D-U-N-S number and the UEI number:

• Issuer: The D-U-N-S number is issued by Dun & Bradstreet, a private corporation, while the UEI is issued by the U.S. federal government.
• Format: D-U-N-S is a 9-digit number, while UEI is a 12-character alphanumeric code.
• Primary use: The D-U-N-S number is used by lenders to assess business creditworthiness and by the private sector for vendor onboarding. The UEI number is required to do any type of business with the U.S. government.
• Cost: A basic D-U-N-S registration is free, although there is a fee for advanced credit reports. The UEI is always free.

How to get a UEI number.

The process of obtaining a UEI is free, straightforward and done through the federal government’s System for Award Management (SAM.gov). When applying for a UEI number, there are two paths you can take depending on your needs:

• Get a UEI number only: Subcontractors, subrecipients or vendors who receive federal funds through a larger organization only need a UEI number rather than a full registration. This abbreviated process requires only your legal business name and physical address and is designed simply to validate your organization’s existence. Keep in mind that a UEI alone doesn’t allow you to directly bid on or apply for federal contracts or grants.
• Complete a full entity registration: If you plan to apply directly for federal contracts or grants as a prime recipient, a full entity registration is required and involves providing more detailed information.

Step-by-step instructions for getting a UEI number on SAM.gov.

These are the steps you need to take to obtain a UEI number, whether you need just the number or a full registration:

Step 1. Gather what you need: If you’re applying for just the UEI number, you only need to provide your legal business name and physical address (no P.O. boxes). If you’re registering your business, you’ll need tax and financial information as well as other documents. Download the Entity Registration Checklist at SAM.gov before you begin to make sure you have everything ready.

Step 2. Create a SAM.gov account: Go to SAM.gov/entity-registration opens in a new window and under “Register Your Entity or Get a Unique Entity ID,” select “Get Started.” After you agree to the terms of use, click on “Create an Account.”

Step 3. Enter your information: In the workspace, find the “Entities” widget and select “Add New Entity” and then “Create New Entity.” From there, you’ll be prompted to answer questions to determine if you want to register your entity or obtain a UEI only.

Step 4. Receive your UEI number: Your UEI number is typically assigned shortly after submission. However, if you completed a full entity registration, that can take up to 10 business days to become active. You can use the status tracker on SAM.gov opens in a new window to track your progress.

The registration process is free. Beware of third-party paid services claiming to complete this process for you for a fee.

How to find your existing UEI.

If you registered your business in SAM.gov prior to April 2022, you already have a UEI number since the government mapped your existing D-U-N-S number to a newly generated UEI number.

To find your UEI number, log on to SAM.gov, go to your workspace and click on the “Entities” widget. Your UEI number will appear on the left side of your entity listing.

Do you still need a D-U-N-S number if you have a UEI number?

While D-U-N-S numbers are no longer accepted for federal grants or contracts, there are other reasons a small business may want to maintain one. For example, a lender may request your D-U-N-S number when you’re applying for business credit or loans. Also, a retailer may request it to verify your business as a supplier.

Maintaining your SAM.gov registration: UEI renewal and updates.

Once you’ve been assigned a UEI number, it will never expire. However, entity registrations do expire and must be renewed annually. Updates are also required if your business name or address changes, your financial information changes, or ownership changes.

Getting registered with the federal government can open the door to a significant source of potential revenue, but navigating the process takes planning. Whether you’re exploring government contracting for the first time or looking to grow an existing federal business relationship, our team is here to help.