SAM.gov registration and the UEI for nonprofits

SAM.gov registration is how your organization gets a Unique Entity ID (UEI), the ID number federal grant systems ask for. Registration and the UEI are free, but they take time, so start well before you need them.

SAM.gov is an official website of the United States government. Grants.gov requires an organization to register there before it can apply, and FEMA requires a UEI before a nonprofit can receive a Nonprofit Security Grant Program subaward. Schools, daycares, churches, mosques, synagogues, temples and other community organizations all go through the same process.

Full registration or a UEI only

SAM.gov offers two paths, and the right one depends on how you will receive federal money.

A full entity registration lets you apply directly for federal awards. SAM.gov assigns your UEI as part of that registration. Inside full registration there is a choice: All Awards (for organizations that also bid on government contracts) or Financial Assistance Awards Only, which the SAM.gov checklist describes as letting you apply for financial assistance, or grants and loans, only. If your organization only seeks grants, that is the option written for you.

A UEI on its own is the lighter path. SAM.gov says that if you only conduct certain types of transactions, such as reporting as a sub-awardee, you may only need a Unique Entity ID. For a UEI only, you provide your legal business name and physical address. The SAM.gov registration page states the trade-off plainly. If you choose to only get a Unique Entity ID, you cannot apply directly for federal awards.

Do nonprofits need SAM.gov registration for security grants?

For the federal Nonprofit Security Grant Program (NSGP), FEMA's answer is specific. In its frequently asked questions for the FY 2025 round, FEMA says nonprofit organizations must have a UEI, obtained through SAM.gov. They are not required to have a UEI issued at the time of application, but must have a valid UEI to receive a subaward from the State Administrative Agency (SAA).

The same answer says nonprofits must register in SAM.gov to obtain the UEI but are not required to maintain an active registration in SAM.gov. FEMA also warns that it may take four weeks to obtain a UEI, and that applicants should plan accordingly.

Grants.gov is different. If your organization applies directly to a federal agency through Grants.gov, Grants.gov says the organization must register as an entity with SAM.gov first, and that you can't start applying in Grants.gov until your organization is registered in SAM.gov.

What to gather before you start

The SAM.gov Entity Registration Checklist lists what the system asks for. To get the UEI itself, you enter:

• your legal business name
• your physical address (a post office box may not be used)
• your date of incorporation
• your state of incorporation

For a full registration, the core data section also asks for your organization start date, the date your fiscal year ends, your Taxpayer Identification Number (TIN), an IRS Consent Form with your taxpayer name and address, and your bank details for Electronic Funds Transfer, including the routing number and account number.

You also name three mandatory points of contact: an Accounts Receivable POC, an Electronic Business POC and a Government Business POC. Grants.gov uses the same Electronic Business Point of Contact (called the EBiz POC there) as the main contact who sets up your organization's applicant profile with your UEI.

SAM.gov validates the legal business name and address you enter. Have your incorporation documents and IRS records in front of you, and enter your name exactly as those documents show it.

The steps, in order

The SAM.gov registration page sets out the process:

• Learn about registration and decide whether you need a full registration or a UEI only.
• Set up a SAM.gov account. Your username and password are managed by Login.gov.
• Gather your information using the SAM.gov checklists.
• Go to the Get Started page and choose "Register Entity" or "Get a Unique Entity ID".

If you register as a grant applicant, you also read and certify the financial assistance representations listed in Appendix I of the checklist. Read them before you sign, because they cover your accounting system, records access, conflicts of interest and a long list of federal rules.

How long registration takes

The SAM.gov checklist says to allow at least ten business days after you submit your registration for it to become active. Grants.gov's own advice is to allow up to 10 business days for SAM registration to become active, even if your organization has a federal tax ID.

Validation can hold things up. If your entity fails TIN or CAGE code validation, SAM.gov sends an email with instructions to the Government Business POC, and you may need to work with the IRS before resubmitting. The checklist suggests checking your spam or junk folder during this time. Grants.gov warns that if information isn't available or verified, it could take weeks or months to complete SAM.gov registration.

This is why FEMA's four-week warning matters. If a funding notice gives you a short window, a delay in SAM.gov can use up much of it.

Questions people also ask

Does SAM.gov registration cost anything?

No. The SAM.gov checklist says there is no charge to get a Unique Entity ID, register your entity or maintain your entity registration. FEMA's NSGP questions also state that obtaining a UEI is free of charge.

How often do we renew?

A full registration must be renewed every 365 days to remain active, according to SAM.gov. You can update your registration at any time, including during renewal. For the NSGP specifically, FEMA says nonprofits are not required to maintain an active registration, though they must have a valid UEI to receive a subaward.

We registered years ago. Do we already have a UEI?

SAM.gov says that if you are already registered, you already have a Unique Entity ID. Sign in to SAM.gov and select "Check Registration Status" from the home page to see your record, using your UEI or CAGE code.

Can we get a UEI at the last minute?

FEMA says it may take four weeks to obtain a UEI, and SAM.gov asks you to allow at least ten business days for a registration to become active. Start before a round opens, not after.

If you are not sure which path fits your organization, send us your question.