Before a federal agency can pay you for a prime contract, your business has to be registered in the System for Award Management, SAM.gov. Registration gives you a Unique Entity ID (UEI), puts your company in the database contracting officers check before award, and holds the representations and certifications you would otherwise sign on every bid. It is free. This guide walks through the process in the order you will actually hit it.
What SAM.gov registration actually is
SAM.gov is the U.S. government's official system for entity registration, contract opportunities and several other acquisition data sets. The Federal Acquisition Regulation requires offerors to be registered in SAM when they submit an offer or quote, and registered at the time of award, unless an exception applies (see FAR subpart 4.11).
There are two levels of presence in SAM:
- UEI only. You can request a Unique Entity ID without completing a full registration. This is useful if you only need an ID for a subcontract or for reporting, but it does not let you win prime contracts.
- Full entity registration. This is what you need to bid on and receive federal contracts as a prime contractor. Choose the purpose "All Awards" (contracts and financial assistance) rather than "Financial Assistance Only" if you intend to sell to the government.
The Unique Entity ID (UEI)
The UEI is a 12-character alphanumeric identifier assigned by SAM.gov. In April 2022 it replaced the DUNS number as the government-wide identifier for entities. You do not buy it from anyone; SAM.gov issues it after your entity's legal name and physical address are validated. Your UEI stays with your entity even if your registration lapses, but an expired registration means you cannot receive new awards.
What to gather before you start
Most registration delays come from mismatched information. Have these ready, and make sure they match the official records exactly — including punctuation, suite numbers and abbreviations:
- Legal business name and physical address exactly as they appear on your state formation documents or IRS records. A P.O. box cannot be your physical address.
- Taxpayer Identification Number (EIN, or SSN for some sole proprietors) and the name associated with it at the IRS. SAM runs a TIN match with the IRS; if the name or number does not match, the registration stalls.
- Bank account details for electronic funds transfer (routing and account number). Federal contract payments are made electronically.
- Points of contact — at least an electronic business POC and a government business POC. These people receive notices and are listed in your record.
- Your NAICS codes (the industries you work in) and, optionally, Product Service Codes. See our guide to finding your NAICS codes.
- Basic financial and size information, such as average annual receipts and number of employees, which SAM uses to calculate whether you are small under each NAICS code you list.
Step-by-step registration
1. Create a Login.gov account
SAM.gov uses Login.gov for sign-in. Use an email address you control long-term — not a former employee's — and set up multi-factor authentication. The person who registers becomes the entity administrator and can later assign roles to others.
2. Start an entity registration
Once signed in to SAM.gov, choose to register your entity. You will be asked whether you want a UEI only or a full registration; choose full registration if you intend to bid on contracts.
3. Entity validation and your UEI
SAM.gov validates your legal business name and physical address. If the automated check cannot confirm your details, you may be asked to upload documents (such as formation papers or tax records) through the Federal Service Desk. When validation succeeds, SAM assigns your UEI.
4. Core data
Enter your TIN, banking information, business types (for example, woman-owned or veteran-owned), points of contact and other core details. U.S. entities are assigned a Commercial and Government Entity (CAGE) code as part of this process; the Defense Logistics Agency validates it.
5. Assertions
List your NAICS codes and size information. SAM compares your receipts or employee count against SBA's size standards and shows whether you qualify as small for each code.
6. Representations and certifications
Answer the standard FAR and, if applicable, DFARS representations and certifications. These answers are incorporated into your offers by reference, so read them carefully — they are legal statements about your company. If you are unsure about a question, ask before you certify.
7. Submit and wait for activation
After submission, SAM runs the IRS TIN match and CAGE validation. You will receive an email when the registration is active. Timelines vary; plan for it to take a few weeks, longer if documents are requested, and do not leave it until a proposal is due.
After you are active
- Renew every year. Registrations must be renewed at least every 365 days. SAM sends reminder emails in advance; set your own calendar reminder too, because an expired registration can block an award or a payment.
- Keep it current. Update SAM when your address, bank, ownership or size changes.
- Complete your small business profile. SBA maintains a searchable profile of small businesses that contracting officers use for market research. A clear capabilities narrative and accurate codes make you easier to find. Start at sba.gov/federal-contracting.
- Get certified if you qualify. Programs such as 8(a), HUBZone, WOSB and SDVOSB require SBA certification. See set-aside programs explained.
Common mistakes that cause delays
- Entering a business name that differs from the IRS record by even an abbreviation ("Co." vs "Company").
- Using a mailing address or virtual office where a physical address is required.
- Letting the only administrator leave the company without adding another.
- Paying a third party who implies they are part of the government. Registration is free; some private firms charge to "help," and some send official-looking notices. Free, legitimate help is available from APEX Accelerators and the Federal Service Desk.
Frequently asked questions
Does it cost anything to register in SAM.gov?
No. Registering in SAM.gov and getting a UEI is free. Be cautious of companies that charge fees and imply they are official.
How long does SAM.gov registration take?
It varies. Straightforward registrations can go active in a couple of weeks, but entity validation, the IRS TIN match or document requests can add weeks. Start well before you plan to bid.
Is the UEI the same as a CAGE code?
No. The UEI is SAM.gov's identifier for your entity. The CAGE code is a separate identifier assigned during registration and validated by the Defense Logistics Agency. Many forms ask for both.
Do I need to renew my registration?
Yes. You must renew at least once every 365 days to stay active. Your UEI does not change when you renew.
Can I bid as a subcontractor without registering?
Often yes — subcontractors are usually not required to have a full SAM registration, though a prime may ask you for a UEI. Check the prime contract's flow-down requirements.
This guide is general information, not legal advice. Rules change — always check the solicitation and the official sources linked here.