SAM.gov Registration and UEI, Explained in Plain English (with Document Checklist)
Topic guide: How to find & apply for grants · All grant resources
If you run a nonprofit, small business, school or local government and want a federal grant, you’ll hit the same wall everyone does: “active SAM.gov registration required.” Here’s what that means, without the jargon.
The two things you need
- SAM.gov entity registration. SAM (System for Award Management) is the federal government’s official, free system for organizations that want federal contracts or grants.
- A Unique Entity ID (UEI). A 12-character ID that SAM.gov assigns to your organization during registration. It appears automatically on your federal applications.
After SAM.gov is active, your organization registers on Grants.gov to submit applications. Grants.gov uses your SAM.gov record to confirm who can apply for your organization.
Who needs it (and who doesn’t)
| You are… | Need SAM.gov? |
|---|---|
| Nonprofit, business, school, tribe or local government applying directly for a federal grant | Yes, full registration |
| Organization only receiving money as a sub-awardee | Maybe only a UEI. Check the prime awardee’s requirements. |
| Individual applying for student aid (FAFSA/Pell) or benefits like LIHEAP | No |
| Applying only to private foundations or corporate grants | Usually no, unless the funder asks |
Document checklist: gather these first
Matching information exactly is the #1 way to avoid delays. GSA advises keeping your name, address and ownership details consistent across IRS, SAM.gov and SBA records.
- Legal business name and physical address exactly as on your IRS records (no P.O. box as the physical address)
- EIN / TIN and the IRS letter that shows your legal name
- Date and state of incorporation (formation documents)
- Bank account and routing number for electronic payments
- NAICS codes describing your work
- Points of contact: an Electronic Business Point of Contact (E-Biz POC), plus government business and past performance contacts
- For nonprofits: IRS determination letter handy
- A Login.gov account for the person registering
Step by step
- Create a SAM.gov account using Login.gov.
- Choose “Register Entity” (not “UEI only”) if you will apply directly for grants. Select the purpose “All awards” or “Financial assistance awards only.”
- Validate your entity. SAM.gov checks your legal name and address. If it can’t, open a free ticket with the Federal Service Desk.
- Complete the registration: core data, financial information, points of contact, representations and certifications.
- Submit, then watch your email (including spam) for TIN or CAGE validation messages.
- Allow at least 10 business days to become active. Grants.gov warns it can take weeks or months if information can’t be verified.
- Register on Grants.gov and link your profile to your UEI.
- Set a reminder to renew every 365 days. AGA dashboard users can add a note and reminder in their tracker.
Red flags: don’t pay for SAM.gov
SAM.gov is free. Companies sometimes send official-looking letters or emails offering to “register” or “renew” you for a fee. GSA states you do not need to pay a third party to complete your registration. If you get help, use the free Federal Service Desk or your local APEX Accelerator or SBA resource partner. More warning signs: grant scam checker.
Next steps
- Look for funding on Grants.gov and in our nonprofit grants and small business grants guides.
- Build your application calendar: how to create a grant calendar.
- Want a second set of eyes? AGA’s Organization plan includes a SAM.gov and UEI readiness review.
Frequently asked questions
Does SAM.gov registration cost money?
No. SAM.gov is free to use. There is no charge to get a Unique Entity ID, register, or renew. You do not need to pay a third party to register.
How long does SAM.gov registration take?
Grants.gov advises allowing up to 10 business days for registration to become active, and weeks or months if your information can't be validated. Start well before any grant deadline.
What's the difference between getting a UEI only and registering?
A UEI-only identifier is for entities that don't apply directly for federal awards, such as some sub-awardees. To apply directly for federal grants, you need a full entity registration.
How often do I have to renew SAM.gov?
Every 365 days. If your registration lapses, you can't apply for or receive federal awards until it is active again.
Official sources
Published by American Grant Association. Program details change — verify eligibility, amounts and deadlines on the funder's official site before applying. See our disclaimer.
