Rachel Chilton is the Deputy USAID Industry Liaison and Deputy Communications Director for USAID's Office of Acquisition and Assistance.

Registration in federal systems is one of the first steps a potential partner must take when preparing to compete for USAID funding opportunities. Registration has always been a multi-step process, but this year the system has undergone some major changes. In particular, in April 2022, the new System for Award Management (SAM) Unique Entity Identifier (UEI) replaced the DUNS number as the official government-wide identifier used for federal awards.

In my role as USAID’s Deputy Industry Liaison, I am in contact with a variety of organizations in USAID’s partner community, and I have heard many of the questions you have encountered in this new registration process. 

To support our partner organizations and their concerns, I’d like to walk you through the registration process in this blog as well as highlight some useful resources to keep at your fingertips as you complete your organization’s registration. 

Key facts:

• The entire registration process is free for all entities. If you are asked for payment during registration, you are not on an official U.S. Government website.
• You will need to use identical spelling, spacing, and punctuation for each system in the process. 
• You can complete these registrations at your own pace. You will be able to save a section in the registration process and come back later to complete subsequent sections.
• The overall registration process differs slightly depending on where your organization is based. 

Registration components:

• The System for Award Management (SAM) is the U.S. Government portal you will use to apply for USAID grants and cooperative agreements listed on Grants.gov and search and apply for USAID contracts on SAM.gov. You will need to create a Login.gov account to navigate SAM.  
• Login.gov enables the public to simply, securely, and privately log in to applications from participating U.S. Government agencies, including USAID, with a single account and password. 
• The Unique Entity Identifier (UEI) is a number used across the U.S. Government to identify organizations. The 12-character alphanumeric identification is assigned to an organization as part of its registration on SAM.gov. 
• The Commercial and Government Entity (CAGE) code is a five-character code used in a variety of U.S. Government and procurement processes. A CAGE code will be automatically assigned to U.S.-based partners once they submit their registration for SAM. 
• The NATO Commercial and Government Entity (NCAGE) code is used in a variety of U.S. Government processes. Foreign organizations must obtain an NCAGE code before completing their registration in SAM.

Process for U.S.-based entities:

1. Create a Login.gov account. You will use this account to register your organization in SAM. Visit our step-by-step Login.gov guide.
2. Obtain your UEI in SAM. This 12-digit alphanumeric ID confirms your organization’s legal status. Check out GSA’s UEI video.
3. Complete your registration in SAM. At the end, SAM will automatically assign you a five-character CAGE code. Visit our step-by-step SAM guide.

Process for non-U.S.-based entities:

1. Obtain your UEI in SAM. This 12-digit alphanumeric ID confirms your organization’s legal status. Check out GSA’s UEI video.*
2. Get your NCAGE code. Apply for the code from the NATO Support and Procurement Agency. Visit our step-by-step NCAGE guide.* 
3. Create a Login.gov account. You will use this account to register your organization in SAM. Visit our step-by-step Login.gov guide.
4. Complete registration in SAM. Use your UEI, NCAGE code, and Login.gov account to register in SAM. Visit our step-by-step SAM guide.

*Note: Steps 1 and 2 can be completed in either order.

Finally, I’d encourage you to visit our in-depth training module on how to register, with all of the guidance above listed in one spot: How to Work with USAID: Registering to Work with USAID.

You can access additional resources here:

• GSA Entity Validation Forums: 
  • August 3 Webinar Recording
  • August 9 Webinar Recording
• Quick Reference Guide: Registering to Work with USAID for U.S.-Based Partners
• Quick Reference Guide: Registering to Work with USAID for Non-U.S.-Based Partners
• WorkwithUSAID.org Blog: Changes Coming Soon to DUNS
• WorkwithUSAID.org Blog: Ask an Expert: Q&A with Ricardo Willis on the DUNS-UEI (SAM) Transition

Have questions?

• The U.S. General Services Administration (GSA) owns SAM.gov. Visit the GSA helpdesk for assistance: Federal Service Desk.