How to Get a UEI Number: A Step-by-Step Guide for Small Government Contractors

What Is a UEI Number and Why Do You Need One?

A UEI number is a 12-character alphanumeric identifier assigned by SAM.gov (the System for Award Management) to every entity that does business with the federal government. It replaced the older DUNS number system in April 2022 and is now the single standard identifier used across federal agencies, grants, and contract awards.

You need a UEI number for almost every federal business activity: submitting a bid through SAM.gov, applying for a federal grant, registering under a small business set-aside program, or getting listed in the System for Award Management database that contracting officers search. Without one, your company simply does not exist in the federal procurement system.

• Required for all federal contract bids and proposals
• Required for federal grant applications
• Required before registering for small business set-aside certifications such as 8(a), HUBZone, SDVOSB, and WOSB
• Replaced the DUNS number in April 2022 at no cost to registrants

What You Need Before You Start

Gathering the right information before you open SAM.gov will save you significant time. The registration form pulls from several government databases automatically, but you still need to supply accurate business details up front. Having everything ready in one place means you can complete the core registration in a single session rather than stopping and starting repeatedly.

One important note: you must already have a legal business entity registered in your state before SAM.gov will accept your application. A sole proprietor using a Social Security Number is an exception, but most contractors should register a formal legal structure first.

• Legal business name exactly as registered with your state or the IRS
• Employer Identification Number (EIN) from the IRS - allow up to two business days after receiving your EIN before registering
• Physical business address (a P.O. Box alone is not accepted as the primary address)
• NAICS codes that describe your primary business activities
• Banking information for Electronic Funds Transfer (EFT) if you plan to receive federal payments
• A government-issued photo ID for identity proofing through Login.gov

Step-by-Step: How to Get Your UEI Number Through SAM.gov

The UEI number is generated during the SAM.gov entity registration process. You cannot get a UEI in isolation - it is issued as part of creating your entity record. Here is the process in plain terms.

1. Step 1 - Create a Login.gov accountGo to SAM.gov and click 'Sign In.' You will be directed to Login.gov, a shared government identity service. Create an account using a work email address. You will need to complete identity verification, which requires a government-issued ID and may include a video selfie or in-person verification at a post office if online verification does not succeed.
2. Step 2 - Start a new entity registrationOnce logged in to SAM.gov, navigate to your workspace and select 'Register New Entity.' Choose 'Business or Organization' unless you are registering as a government entity or individual. Read the purpose-of-registration prompts carefully and select all that apply, such as receiving contracts and receiving grants.
3. Step 3 - Enter your core dataSAM.gov will ask for your EIN and legal business name. The system validates your EIN against IRS records. Enter your physical address, business start date, and fiscal year end date. At this stage the system will generate and display your UEI number. Write it down or save it immediately.
4. Step 4 - Complete assertions and representationsThis section captures your NAICS codes, business size, and federal procurement-specific certifications you are claiming, such as small business status. Answer accurately because these representations carry legal weight. If you are unsure which NAICS codes apply, review the SBA size standards table for guidance.
5. Step 5 - Submit and wait for activationAfter reviewing all sections, submit your registration. SAM.gov typically takes between 1 and 3 business days to activate a new entity record, though some registrations take up to 10 business days if manual review is required. You will receive an email confirmation when your entity is active.

Common Mistakes That Delay or Block Registration

A mismatch between the business name on your registration and the name the IRS has on file for your EIN is the most frequent cause of rejection. Even minor differences in punctuation or abbreviation can cause a failure. Call the IRS Business Specialty Tax Line to confirm exactly how your entity name appears in their system before you register.

Another common issue is using a personal email address tied to a Login.gov account that already has identity verification tied to a different entity. Use a dedicated work email for your entity registration. Additionally, do not confuse getting a UEI with completing full SAM.gov registration. You receive the UEI number early in the process, but your entity is not searchable by contracting officers until the entire registration is activated.

What to Do After You Get Your UEI Number

Once your entity is active in SAM.gov, you can begin submitting bids and quotes on federal opportunities. Your UEI is required on every proposal, and your active SAM.gov registration will be verified by agencies before award. Keep your registration current and update your business information any time it changes, especially your EIN, address, or points of contact.

Getting registered is the starting line, not the finish line. The next priority is identifying the right opportunities to pursue. Searching SAM.gov manually is time-consuming, particularly for small teams that have to balance business development with ongoing project delivery. Tools designed for opportunity discovery can help you focus your limited bandwidth on bids that actually fit your capabilities and past performance.

Finding Federal Opportunities Once You Are Registered

With an active UEI and SAM.gov registration in hand, the practical challenge becomes finding the right solicitations before their deadlines pass. Federal agencies post thousands of opportunities each week across construction, IT, professional services, logistics, and dozens of other categories. Sorting through that volume manually and matching opportunities against your NAICS codes, set-aside eligibility, and geographic reach takes hours that most small business owners do not have.

CaptureIQ supports this decision-making step by helping small contractors filter and prioritize SAM.gov opportunities based on their specific profile. The platform surfaces relevant solicitations and provides context to help your team decide which ones are worth a deeper look. A human reviewer on your team still makes every go or no-go decision and authorizes any action taken - CaptureIQ is a decision-support tool, not an automated submission service. You can explore how the SAM.gov opportunity search capability works to see if it fits your business development workflow.

Frequently Asked Questions About UEI Numbers

The questions below come up repeatedly among small contractors who are new to federal procurement. If you have a question that is not covered here, the SAM.gov Help Center and the Federal Service Desk (FSD) are the authoritative sources for registration support.

Key Takeaways

Getting a UEI number is a free, straightforward process when you come prepared. Verify your EIN details with the IRS before starting, use a dedicated work email for Login.gov, and allow up to 10 business days for full activation. Once your entity is active, make sure you renew annually and keep your information current so you remain eligible to receive awards.

Registration is the prerequisite. Winning contracts requires finding the right opportunities and submitting compelling proposals. Setting up opportunity alerts tailored to your NAICS codes and set-aside status is one of the most practical steps you can take immediately after your SAM.gov registration goes active.