POSTED DATE: April 25, 2023
AUTHOR: Federal Student Aid
ELECTRONIC ANNOUNCEMENT ID: GENERAL-23-30
SUBJECT: REMINDER–Annual UEI Registration Renewal with SAM Website
G5 verifies the Unique Entity ID (UEI) in the General Services Administration (GSA) System for Award Management (SAM.gov) website before carrying out administrative actions that involve a UEI. These actions could include making an award and performing UEI changes or reassignments. To ensure that administrative actions can be completed for Title IV recipients, schools must have “active” UEIs by registering their grantee and payee UEIs in the SAM website (https://www.sam.gov). This announcement is a reminder that all schools must complete the registration confirmation of their UEIs annually.
To limit impacts to processing of Title IV funds, Federal Student Aid recommends that all schools regularly renew their UEI registration. To complete the registration, a school must first create a SAM user account. Once the SAM user account is created, the school can log in to update or renew the registration of each UEI associated with programs for which the school expects to receive funds from the U.S. Department of Education.
Because an institution may use UEIs for different purposes, it is likely an institution will need to register or renew multiple UEIs in SAM. Some considerations when completing the registration process are provided below.
- If an institution processes disbursement records in the Common Origination and Disbursement (COD) System using a different grantee or payee UEIs than the ones used for cash activity in G5, it must register both UEIs.
- If an institution has multiple UEIs, it must register each of them individually. This includes UEIs for any approved additional locations.
- Schools should allow at least 10 business days after completing the process for the registration to be active in SAM.
- After completing the registration process, schools will receive reminder emails as they approach their annual renewal deadline. Reminder emails are sent at 60 days and 30 days before a school’s renewal deadline and are sent to the Point of Contact (POC) and alternate POC on file.
Additional information about registering a UEI can be found in the user guides located under the “HELP” tab on the SAM website. If you still have questions about the SAM website or the UEI registration process, contact the Federal Service Desk at 1-866-606-8220.
For questions related to G5, contact the G5 Hotline at 1-888-336-8930. You may also email firstname.lastname@example.org.