The Complete Guide to SAM.gov Registration and UEI Verification

Why SAM.gov Matters (And What You Need to Know)

SAM.gov (System for Award Management) is the single, authoritative government-wide registry for all federal contracts, grants, and other financial assistance. If you want to do business with the U.S. federal government, you must be registered on SAM.gov. It's non-negotiable.

In February 2022, the federal government transitioned from using DUNS numbers to UEI (Unique Entity Identifier) as the primary business identifier for federal procurement. This represents the most significant change to federal contractor registration in decades.

Bottom line: If you're not on SAM.gov with an active UEI, you cannot legally be awarded federal contracts, grants, or cooperative agreements.

Key Concepts Before You Start

What is a UEI?

A Unique Entity Identifier (UEI) is a 12-character alphanumeric code assigned by SAM.gov that uniquely identifies your business entity. It replaces the legacy DUNS number (though DUNS numbers still exist for credit reporting purposes).

Examples of valid UEIs:

ABCDE1234567

XYZ9876543210

123ABCXYZ987

How UEI Differs from DUNS

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

|---------|-----|------|

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

Feature	UEI	DUNS
---------	-----	------
**Issued by**	SAM.gov	Dun & Bradstreet (private company)
**Cost**	Free	$80 - $500 (if purchasing from D&B)
**Used for federal contracting**	Yes (current)	No (legacy, being phased out)
**Lifetime**	As long as registration is maintained	Perpetual (with D&B)
**Multiple entities**	Can have multiple UEIs for one business	Can have multiple DUNS for one business

Why the Government Changed

The shift from DUNS to UEI happened because:

Cost: DUNS required paying Dun & Bradstreet annually; UEI is free

Control: The government wanted authority over its identifier system

Efficiency: UEI streamlines federal systems

Fraud reduction: Centralized registration reduces duplicate accounts

SAM.gov Registration: The Complete Process

Step 1: Prepare Your Documentation

Before you start, gather these documents:

For All Entities:

Employer Identification Number (EIN) from IRS

Business address and business type documentation

Banking information (account number, routing number)

Name and contact info for authorized representative

For Sole Proprietorships:

Social Security Number (SSN)

Driver's license or passport

Self-employment tax documentation

For Corporations, LLCs, Partnerships:

Formation documents (articles of incorporation, articles of organization, partnership agreement)

Ownership structure documentation

Federal tax ID (EIN)

If Claiming Set-Asides (SDVOSB, Woman-Owned, etc.):

Certification documentation from the SBA or respective authority

Proof of status (VA verification, women-owned certification, etc.)

Step 2: Create Your SAM.gov Account

Access SAM.gov

Go to https://sam.gov

Click "Register" in the upper right

Provide email address and create a password

Verify your email

Designate Authorized Representative

The person registering must be authorized to represent the business

This is typically the owner, CEO, or designated officer

You can designate other authorized representatives after initial registration

Step 3: Register Your Entity

Entity Information

Legal business name (exactly as registered with state/federal authorities)

Doing Business As (DBA) names, if applicable

Entity type (sole proprietorship, LLC, corporation, partnership, etc.)

Business address (principal office location)

Congressional district where headquarters is located

Tax Information

Employer Identification Number (EIN)

Taxpayer Name (as it appears on tax forms)

UEI will be automatically assigned

Physical Address vs. Mailing Address

Physical address must be accurate (government may conduct site visits)

Mailing address can differ if you use a PO box

Correcting address errors after registration can delay processing

Step 4: Provide Financial Information

Banking Details

Account number

Routing number

Account type (checking, savings, money market)

This information is encrypted and used for federal payments

Why It Matters:

Federal payments route to the bank account you specify

Errors cause payment delays

Verify this information is absolutely correct

Security Consideration:

SAM.gov banking data is encrypted

Only federal payment processors access this information

This is safer than providing banking info to individual agencies

Step 5: Business Point of Contact

Register at least one Point of Contact (POC):

Name and title

Phone number

Email address

This person receives notifications about your registration

Secondary Points of Contact (recommended):

Register multiple POCs for redundancy

Ensures federal agencies can reach you if primary POC is unavailable

Business owner should always be a POC

Step 6: Small Business Set-Asides (If Applicable)

If you qualify for set-asides, register them:

SDVOSB:

Service-disabled veteran ownership certification (from VA VIP)

Will automatically populate if you're verified in VA's VIP database

Confirmation number from VIP

Women-Owned Small Business (WOSB):

Certification from SBA or designated third-party certifier

Requires proof of majority female ownership

Must be recertified every 3 years

8(a) Small Business:

SBA Program number

Certification status and dates

Sponsoring SBA district office

Historically Underutilized Business Zone (HUBZone):

HUBZone certification number

Principal office location must be in designated HUBZone

Can be self-certified if meeting requirements

Minority Owned Business Enterprise (MBE):

Certification from state or local certifying authority

Proof of minority ownership

Step 7: Size Standards Self-Certification

Federal contracts are often set-aside for "small businesses," but what constitutes "small" depends on your industry:

Manufacturing: $500K - $8.5M average annual receipts (depending on NAICS code)

Services/Consulting: $7M - $38.5M average annual receipts (depending on NAICS code)

Wholesale: $100M average annual receipts

Retail: $42.5M average annual receipts

You must certify your actual size status. Misrepresenting your size is fraud and results in:

Contract termination

Debarment from federal contracting

Potential criminal penalties

Action: Look up your NAICS code and the corresponding size standard before registering.

Step 8: NAICS Code Selection

What is a NAICS code?

NAICS (North American Industry Classification System) is a 6-digit code that identifies your industry. Federal contracts are often set-aside by NAICS code.

Examples:

423430 (Computer and Computer Peripheral Merchant Wholesalers) - Corelon's primary code

541519 (IT Value-Added Reseller)

541512 (Computer Systems Design Services)

334111 (Electronic Computer Manufacturing)

How to Find Your NAICS Code:

Go to https://www.census.gov/cgi-bin/sssd/naics/naicsrch

Search for your industry

Select the most specific code that matches your primary business

Why It Matters:

Determines which contracts you can bid on

Affects size standard applicability

Used for federal procurement planning

You can register up to 3 NAICS codes, but pick your primary carefully.

Step 9: Certifications and Compliance

Representations and Certifications (R&Cs):

You'll attest to numerous compliance items:

Country of incorporation

Business relationship with federal government

Tax compliance

Labor law compliance

Environmental compliance

Suspension and debarment status

Drug-free workplace status (if you have federal contracts)

Cost Accounting Standards (CAS) Coverage:

If your anticipated federal contracts exceed $50 million, you'll need CAS coverage.

Step 10: Review and Submit

Review all information for accuracy (this is critical)

Correct any errors before submission

Submit your registration

You'll receive a confirmation number

After Registration: What Happens Next

Initial Review (1-3 days)

SAM.gov reviews your registration for:

Completeness

Accuracy of data

Suspension/debarment status

Compliance with regulations

Active Registration (3-5 business days)

Once approved, your registration becomes active. Your UEI is assigned, and you can:

Respond to Requests for Quotation (RFQs)

Bid on government contracts

Access contracting opportunities

Your UEI is now active for federal contracting.

Annual Re-certification Required

SAM.gov registrations must be updated annually:

New legal certifications required

Financial information must be current

Point of contact must verify all information

Failure to re-certify results in registration becoming inactive

Common Registration Mistakes

Mistake 1: Inaccurate Business Address

Using a residential address, a mail drop, or a temporary address can result in:

Registration rejection

Contract award delays

Site visit failures if address is wrong

Fix: Use your actual principal office address, even if it's small.

Mistake 2: Misrepresenting Business Size

Claiming to be a small business when you're not:

Results in contract termination if discovered

Can trigger debarment proceedings

May result in criminal referral for False Claims Act violation

Fix: Calculate your actual size status using the SBA formula for your NAICS code.

Mistake 3: Wrong NAICS Code

Selecting a NAICS code that doesn't match your primary business:

Prevents you from seeing relevant contract opportunities

Makes you ineligible for certain contracts

Complicates future contracting

Fix: Spend 30 minutes finding your actual NAICS code.

Mistake 4: Outdated Banking Information

Federal payments route to the wrong account

Creates cash flow problems

Delays contract payment processing

Fix: Update banking info immediately if it changes.

Mistake 5: Failing to Re-certify Annually

Registration becomes inactive

You can't bid on new contracts

Existing contracts may be at risk

Fix: Set a calendar reminder for annual re-certification (SAM.gov sends notification emails).

Maintaining Your SAM.gov Registration

Annual Re-certification Checklist

Every 12 months, you must:

Log into SAM.gov with your UEI

Review all entity information for accuracy

Update any changed information (address, phone, banking, etc.)

Recertify representations and certifications

Verify all points of contact are current

Submit updated registration

Timeline: Ideally complete re-certification 60 days before your anniversary date to avoid lapsed registration.

Updating Information Between Re-certifications

Address change: Update immediately (physical location changes are significant)

Phone or email change: Update within 30 days

Banking information change: Update immediately (prevents payment delays)

Ownership changes or company restructuring: Update within 30 days

Suspension and Debarment

The System for Award Management (SAM) also houses the Exclusions database. You must verify:

Your company is not suspended

No principals are debarred

You haven't been excluded for compliance violations

If you discover you're in the Exclusions database, contact the responsible federal agency immediately to request removal.

UEI vs. DUNS: The Transition

Current Status (June 2026)

UEI is now the primary identifier for federal contracting

Many legacy systems still reference DUNS numbers

New contracts use UEI; existing contracts may reference DUNS

What This Means for You

Register on SAM.gov to get your UEI

You don't need to obtain or maintain a separate DUNS number (unless you want credit reporting)

Federal agencies are transitioning all systems to UEI

The One Remaining DUNS Use

Dun & Bradstreet DUNS numbers are still used for commercial credit reporting

This is separate from government contracting

You can obtain a DUNS from D&B for business credit purposes (separate process, costs money)

Troubleshooting Common Issues

Problem: "UEI Already Exists"

Cause: You already have a SAM.gov registration.

Solution:

Try to recover your password on SAM.gov

Log in with your email and existing credentials

If you forgot your information, use the "Forgot Password" function

Contact SAM.gov help desk (help@sam.gov) if you can't recover access

Problem: "Registration Under Review for Extended Period"

Cause: SAM.gov is requesting additional documentation.

Solution:

Log into your SAM.gov account

Look for notifications or messages requesting additional info

Respond to requests immediately

Call SAM.gov help desk for status

Problem: "Registered but Can't Submit Bids"

Cause: Registration is active, but you haven't completed step 10 (finalized registration).

Solution:

Verify your registration shows "Active" status (not "Pending")

Ensure your re-certification is current

If still unable to bid, contact SAM.gov help desk

Strategic Tips for Success

Tip 1: Register Early

Don't wait until you have a contract opportunity to register. Register immediately:

Gives time for any administrative issues to resolve

Allows you to start monitoring opportunities

Prevents rushed registrations with errors

Tip 2: Use Generic POC Title

When registering point of contact, use:

"Business Owner" or "Principal"

Not a personal name tied to one person

Allows POC changes without re-registration

Tip 3: Register Multiple NAICS Codes

If you operate in multiple industries:

Register up to 3 NAICS codes

This maximizes contract opportunity visibility

Easier to do at registration than to add later

Tip 4: Set Automatic Re-certification Reminder

Calendar reminder for 90 days before anniversary

Email reminder to all team members

Prevents lapsed registration

Tip 5: Document Your UEI

Store your UEI in a safe location

Share with your accountant and banking relationships

Reference it in all federal proposals and correspondence

After You're Registered: Next Steps

Once your SAM.gov registration is active with your UEI:

Explore FedBizOpps

- Visit https://sam.gov/opportunities

- Search for contract opportunities in your industry

- Set up alerts for opportunities matching your NAICS code

Build Your Proposal Library

- Create standard capability statements

- Develop past performance summaries

- Prepare pricing templates

Establish Contracting Processes

- Create a system for tracking opportunities

- Develop a proposal review process

- Establish compliance checks for all bids

Consider Set-Aside Certifications

- Apply for SDVOSB certification (if eligible)

- Pursue women-owned or 8(a) certification (if eligible)

- These increase your competitive access significantly

Connect with Government Buyers

- Attend federal contractor conferences

- Build relationships with agency procurement offices

- Establish yourself as a known vendor in your market

Conclusion

SAM.gov registration and UEI verification represent your official entry into federal contracting. It's straightforward but requires accuracy and ongoing maintenance. Take time to register correctly the first time, maintain your registration annually, and you'll have a foundation for sustained federal business.

Register today at https://sam.gov, and within a week you'll have your UEI and access to billions in federal contracting opportunities.

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Need help navigating SAM.gov or federal registration compliance? Corelon Federal specializes in helping small businesses establish and maintain their federal contracting presence. Contact us today.