Maksym Stepanenko
Managing Partner, Crystal Tax
International client projects since 2012: company structures, tax, immigration, DUNS and NCAGE. 50+ jurisdictions.
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NCAGE code registration turnkey: we check free of charge whether your company already has a code, prepare the data and the application, answer the codification bureau and check the record all the way to SAM.gov, NSPA and codification.
Since 2012 · 100+ NCAGE codes for clients · our own NCAGE KD8H7 and DUNS 23-021-9973 · free check for an existing code
In brief
- An NCAGE code (NATO Commercial and Government Entity) is a five-character alphanumeric code that identifies an organisation in the NATO Codification System: a manufacturer, distributor, developer, service provider or government body.
- The NCAGE code is assigned by the national codification bureau of the country where the company is located, if that country is a NATO member or a Tier 2 codification country; for all other countries the code is assigned by NSPA. In Ukraine this is a unit of the Ministry of Defence of Ukraine.
- NCAGE code registration is free: under the NATO manual ACodP-1, countries charge no fee for assigning the code. The same manual gives bureaus a target of 10 calendar days for a routine request and 3 working days for an urgent one, which is used only in exceptional cases.
- We handle everything turnkey: we check whether the company already has an old code, align the name and address in Latin script with the company register and the bank, submit the request, answer queries and check the result. If needed, we then take care of DUNS, SAM.gov, NSPA and NSN.
- Usually, in our experience, it takes 2–4 weeks from the questionnaire to an assigned NCAGE code. The timeline depends on the case, its details, the work of the authorities and force majeure.
Your situation
Pick the situation closest to yours: a short note on the route and the first step.
We are registering in SAM.gov and it asks for an NCAGE code
A company outside the United States needs an NCAGE code before it starts SAM.gov registration, for contracts and for grants alike. We obtain the code with the same name and address that will later go into SAM and prepare the next step right away.
Example. A Ukrainian IT company was applying for a grant from a US foundation; it received its NCAGE code within a few weeks and then completed SAM.gov registration with the same address spelling.
Fill in the questionnaire for this case →We want to bid in NSPA tenders
Supplier registration in the NSPA database (NSPA Source File) is a separate procedure, and an NCAGE code does not replace it. First we check and clean up the NCAGE record, then we handle the supplier registration.
Example. A manufacturer of spare parts for vehicles wanted to take part in an NSPA procurement; we first updated its outdated NCAGE record and then filed the Source File application.
Fill in the questionnaire for this case →The customer asks for an NSN for our product and we have no NCAGE
A product part number enters the NATO catalogue only together with the manufacturer's NCAGE code, so the code comes first. In parallel we prepare the package for product codification and NSN assignment.
Example. A startup making UAV components received a request from an EU integrator; while the NCAGE code was being assigned, we prepared the technical package for codification.
Fill in the questionnaire for this case →We changed our name or address and SAM rejects the data
The name and address in the NCAGE record must match the company register and the SAM.gov registration. We file an update of the NCAGE record and then align the data in SAM and DUNS.
Example. After an office move, a distributor's SAM.gov registration got stuck on address validation; we updated the NCAGE record and the SAM renewal went through.
Fill in the questionnaire for this case →We are unsure whether we have a code, it may be years old
We search the NCAGE database free of charge by name, address and registration number. Under ACodP-1 an organisation receives one code, so we update an old code once found and request a new one only when no code exists.
Example. A plant with a Soviet-era history found a code assigned under its former name; we updated that record instead of filing a new request.
Fill in the questionnaire for this case →A foreign company or startup is preparing for defence procurement
We determine which bureau covers your country and build the whole chain of NCAGE, DUNS, SAM.gov, NSPA and NSN around your goals, so the data matches everywhere.
Example. A Polish distributor of Ukrainian products received its NCAGE through its national bureau, and the Ukrainian manufacturer through the Ministry of Defence of Ukraine; one team handled both requests.
Fill in the questionnaire for this case →NCAGE code application questionnaire
About 5 minutes online or in DOCX. Within one working day we check for free whether your company already has an NCAGE and confirm the route.
What turnkey NCAGE code registration includes
Turnkey NCAGE code registration covers the check for an existing code, data preparation, the request, work with the codification bureau's queries and a check of the result. We need company documents and decisions from you, and we do the rest.
Check and route
- Free search for your company in the NCAGE database: by name, former names, address and registration number.
- If a code exists, we check its status and data: whether the code is active and whether the name and address match the register.
- We determine the route: the national codification bureau of your country, or NSPA if your country is outside NATO and Tier 2.
- We clarify the goal: SAM.gov, an NSPA tender, product codification, a request from a customer or integrator.
Data preparation
- The full legal name in Latin script, spelled exactly as in the register extract, at the bank and in the future SAM.gov registration.
- The physical address where the business operates, in a format that will pass SAM.gov validation.
- Organisation type: manufacturer, distributor, service provider, government body; under ACodP-1 one company receives one code based on its predominant activity.
- Activity codes, contacts, website, details of any previous code and of the tender, if there is one.
Request and follow-up
- Submission of a request for a new code or for a record update.
- Answers to queries from the bureau or NSPA, additional documents and explanations.
- If the request is returned, we correct the data and resubmit at no extra charge.
- Check of the assigned code and data in the public NCAGE database.
What we check before submission
Most NCAGE delays come from the data, so before submission we cross-check it against several sources.
- Whether the company already has a code under a former name, at a branch or at the parent company.
- Whether the transliteration of the name matches across the register extract, bank documents, DUNS and contracts with foreign partners.
- Whether the address matches the place where the business actually operates; SAM.gov does not accept a PO box as the physical address.
- Whether the organisation type is right: manufacturer, distributor or service provider, which affects how the code is used in codification.
Updates and reinstatement
- Change of name, address or contacts, reorganisation or merger.
- A cancelled code or two codes for one company: we prepare a justification for the bureau that maintains the record and handle the correspondence.
Optional next steps
After NCAGE, companies usually need a DUNS number, registration in SAM.gov and in the NSPA supplier database, and for products, codification and an NSN. We handle all these steps ourselves, so your company data matches everywhere.
How long NCAGE code registration takes
Usually, in our experience, NCAGE code registration takes 2–4 weeks from the questionnaire to an assigned code. The timeline depends on the case, its details, the work of the authorities and force majeure.
- Check and route: within one working day after the questionnaire, free of charge.
- Data preparation: a few working days to reconcile the name and address with the register extract, translate and agree everything with you.
- Request review: the ACodP-1 manual gives bureaus a target of 10 calendar days for a routine request and 3 working days for an urgent one. Bureaus meet it within their capacity, and the urgent procedure applies only in exceptional cases.
- Bureau queries: if the bureau asks for documents or clarifications, the timeline grows by the time needed to respond.
The official target covers only the review of a complete request. Time for searching for an old code, preparing data and answering queries comes on top of it.
If you need the code for SAM.gov, plan for its timeline too: SAM.gov advises allowing at least 10 working days from submission to an active registration. If you have a tender or grant deadline, put the date in the questionnaire and we will tell you which schedule is realistic.
Timelines get longer in predictable cases: the company already has an old code and has to prove succession after a reorganisation; the name is in Cyrillic in the register while the bank and DUNS use different Latin spellings; the bureau asks for proof of address or activity; the request is filed during holidays or a period of heavy bureau workload. We flag these points at the start so you can plan your registration with a margin.
NCAGE code registration cost
The NCAGE code itself is assigned free of charge: codification bureaus and NSPA charge no fee for it. You pay for our work, which we price individually.
- A new code or an update of an existing record, work with a cancelled or duplicate code.
- The company's country and route: national bureau or NSPA.
- The state of the documents: whether the name and address match in the register, at the bank and in earlier registrations.
- Urgency: whether there is a tender, grant or contract deadline.
- Whether DUNS, SAM.gov, NSPA registration or product codification are needed afterwards.
If the company already has a code and only the record needs updating, there is less work; if SAM.gov, NSPA and codification come on top of the code, we price the whole chain at once so the budget is clear before we start.
We work under a contract and issue an invoice and a completion certificate. Describe your task in the questionnaire or by email, and we will estimate the work within one working day. If you need a detailed review of the NCAGE, SAM.gov and NSPA chain, a 30-minute consultation is available for 100 euros.
Why companies trust us with NCAGE code registration
Five reasons companies obtain and update their NCAGE codes with us.
In business since 2012
We work in 50+ jurisdictions and have obtained 100+ NCAGE codes for clients. We know the requirements of codification bureaus, SAM.gov and NSPA from our own cases, and we went through the procedure for ourselves too: Crystal Tax holds its own NCAGE KD8H7 and DUNS 23-021-9973.
We deal with authorities, registrars and banks
Correspondence with the codification bureau, NSPA and SAM.gov support, and answers to their queries, are our job. We need documents and decisions from you.
We see the case through to the result
If the bureau returns the request or asks for clarifications, we address the remarks at no extra charge until the code is assigned.
One team for the whole chain
NCAGE, DUNS, SAM.gov, NSPA and NSN, plus the company, bank account, accounting and taxes, including Ukrainian CFC (controlled foreign company) rules, with no need to look for separate contractors.
Contract and confidentiality
We work under a contract that sets out the confidentiality terms. We disclose company data only to the extent the procedure requires.
How to get an NCAGE code: our process
NCAGE code registration runs in six steps, and at each one you know what we need from you.
- Questionnaire and free check. You fill in the questionnaire online or as a DOCX. Within one working day we check whether your company has an NCAGE code and what its status is.
- Route and contract. We determine who assigns the code: your country's national bureau or NSPA. We sign the contract and send you the list of documents.
- Data preparation. We reconcile the name, address and registration number with the register extract and prepare a Latin spelling that also works for SAM.gov.
- Request submission. We submit the request for a new code or a record update and state the purpose: SAM.gov, NSPA, codification or a contract.
- Queries and clarifications. We answer the bureau's questions, send additional documents and correct data after remarks at no extra charge.
- Code and next steps. We check the assigned code in the NCAGE database, hand you the record data and, if you wish, handle DUNS, SAM.gov, NSPA and NSN.
Documents and data for an NCAGE code
To obtain an NCAGE code you need the exact legal name, physical address, registration number and contacts of the company; the codification bureau requests supporting documents under its own rules.
About the company
- Register extract: for Ukraine, an extract from the Unified State Register with the EDRPOU code; for other countries, the equivalent document.
- Full name in the language of the register and in Latin script, plus former names, if any.
- Physical address where the main business is conducted, and the mailing address if different.
- DUNS number, if you already have one.
- Website, business phone and company email.
About the business
- Who you are: manufacturer, distributor, developer, service provider.
- Activity codes (KVED, NACE or NAICS).
- Purpose: SAM.gov, an NSPA tender, product codification, a customer requirement; a link to the tender or the customer's letter, if available.
Which documents the bureau accepts as proof of name and address depends on the country and the route; we send the exact list after the questionnaire.
Contact person
- Name, position, email and phone of the person who will answer the bureau's queries.
For a record update
- The current NCAGE code and documents on the changes: new name, address, reorganisation.
What you receive
- The assigned or updated NCAGE code and the record data in the database.
- The spelling of the name and address to use in SAM.gov, DUNS and NSPA applications.
- A plan of next steps for your goal.
Reference: what an NCAGE code is and how it differs from CAGE
NCAGE and CAGE share one five-character organisation code format: CAGE codes are assigned to companies in the United States, NCAGE codes to companies outside it.
- CAGE code is assigned only by the CAGE Program of DLA; US companies usually receive it when registering in SAM.gov. Under DLA rules, a CAGE code expires 5 years after registration or the last update.
- NCAGE code is assigned to organisations outside the United States. For NATO and Tier 2 countries the code is assigned and maintained by the national codification bureau, for other countries by NSPA. According to DLA, expiration currently does not apply to NCAGE codes.
- One code per organisation. An assigned code is never reused for another organisation and stays in the database even after cancellation, so it matters to find the old code before a new request.
- Record status. In the database a code has a status: active, cancelled or replaced by another code, for example after a reorganisation.
- Who receives one. Under ACodP-1, NCAGE codes go to manufacturers, design control authorities, distributors, government bodies, standards developers and service providers.
An NCAGE code identifies a company. It does not certify product quality or a management system (AQAP and ISO exist for that), it does not replace supplier registration in the NSPA database, and on its own it does not win a contract.
When a company needs an NCAGE code
- SAM.gov registration for US government contracts and grants.
- Participation in procurement by NSPA and defence ministries of NATO countries.
- Product codification and NSN assignment: the part number enters the catalogue together with the manufacturer's code.
- A request from an army, integrator or prime contractor that needs the supplier code for the contract.
- A parent company outside the United States for a supplier registering in SAM.gov.
How to check whether a company has an NCAGE code
NCAGE codes are searched in the NCAGE Code Request Tool on the NSPA portal, US codes in DLA CAGE Search and Inquiry. For clients we run this check free of charge, including former names and addresses.
Reference: NCAGE, DUNS, UEI, SAM.gov, NSPA Source File and NSN, what each is for
These codes and registrations serve different purposes, and supplying the defence sector usually requires several of them.
| What | Who assigns it | What it identifies | When you need it |
|---|---|---|---|
| NCAGE | National codification bureau or NSPA | Company code in the NATO Codification System | Product codification, NATO and NSPA tenders, SAM.gov for companies outside the US |
| CAGE | DLA, United States | Company code in the United States | US government contracts and grants |
| DUNS | Dun and Bradstreet | Company number in the Dun and Bradstreet database | When required by counterparties, platforms and some tenders |
| UEI | SAM.gov | 12-character company identifier in SAM | Assigned during SAM.gov registration |
| SAM.gov | GSA, United States | Registration for US contracts and grants | Federal contracts and grants, renewal every 365 days |
| NSPA Source File | NSPA | Supplier registration in the agency database | NSPA procurement, separate supplier registration |
| NSN | National codification bureau | 13-digit item number in the NATO catalogue | The customer requires the number in specifications, a tender or a contract |
By 4 April 2022, US federal systems moved from DUNS to UEI, so SAM.gov no longer uses the DUNS number. DUNS remains a standalone number, and many counterparties still ask for it.
For a company outside the United States the order is: NCAGE first, then SAM.gov registration, where the UEI is assigned. If the company has a parent outside the United States, SAM.gov also asks for the parent's NCAGE code in an All Awards registration. We handle registration in SAM.gov, NSPA and other platforms as a separate service: SAM.gov and NSPA ePortal registration.
NCAGE and NSN
NCAGE is a five-character company code, NSN is a 13-digit item number. A part number enters the NATO catalogue only together with the manufacturer's NCAGE code, so the code is obtained before codification. More about the item number is on the NATO codification page.
Reference: NCAGE for Ukrainian companies
A Ukrainian company receives its NCAGE code from the Ministry of Defence of Ukraine: under the Procedure for Codification of Supply Items this is done by the central codification authority, a unit of the ministry.
- Who assigns it. Under the Procedure for Codification of Supply Items (Order of the Ministry of Defence of Ukraine No. 673), NCAGE codes for developers, manufacturers, suppliers and other businesses are assigned by the central codification authority. It also represents Ukraine in dealings with NATO codification bodies and the national bureaus of other countries.
- How the request is filed. The Procedure allows a supplier to request an NCAGE code through the NATO web portal. We confirm the route and filing format for a specific company after the questionnaire.
- Free of charge. No fee is charged for assigning an NCAGE code: this rule of the NATO manual ACodP-1 applies to all countries that assign codes.
Typical difficulties for Ukrainian companies come from the data: the transliteration of the name differs between the register, the bank and DUNS, the registered address is given while the business operates elsewhere, or the enterprise has a code under a former name. We resolve these issues before submission. If after NCAGE you need a number for a product for the Armed Forces of Ukraine or a NATO customer, we handle codification and NSN assignment.
To work with US customers, a Ukrainian company usually needs the whole chain: the NCAGE code, then SAM.gov registration with a UEI, and a DUNS number when a specific partner or platform requires it. We agree the order and the data spelling in advance, so no step forces you to correct the previous one.
Reference: NCAGE code and SAM.gov registration
A company outside the United States needs an NCAGE code before it starts SAM.gov registration: the system will not accept the registration without it.
- For contracts and grants. According to the SAM.gov checklist, a foreign company needs an NCAGE code for both an All Awards registration (contracts and grants) and a Financial Assistance Only registration (grants and loans only).
- Parent company. If the company is owned or controlled by another organisation outside the United States, SAM.gov also asks for that organisation's NCAGE code in an All Awards registration.
- Data matching. SAM.gov validates the company name and physical address. According to DLA guidance, they must match the record of an active NCAGE code; if they differ, the registration is returned for correction, so the data is aligned before submission.
- Changes. Under ACodP-1, the United States informs the national bureau or NSPA of changes to a foreign company's data received through SAM, and the bureau updates the NCAGE record. According to DLA, NCAGE update requests are filed through NSPA or the bureau's national system.
- Timelines and renewal. SAM.gov advises allowing at least 10 working days for activation, and the registration is renewed every 365 days. SAM.gov registration and the UEI are free.
That is why we handle NCAGE and SAM.gov as one task: one spelling of the name and address, one contact for queries, one renewal calendar.
How to start
Fill in the questionnaire online or as a DOCX: within one working day we check free of charge whether your company has an NCAGE code, confirm the route (national codification bureau or NSPA) and send the list of documents. If you prefer to talk, book a free 10-minute call.
Other services
Sources
ACodP-1 NATO Manual on Codification, July 2026 edition (sections 241–244: NCAGE, no fee, 10-day and 3-working-day targets, one code per organisation; NCAGE status table); DLA CAGE Program, About and FAQ: CAGE and NCAGE, CAGE expiration, UEI; DLA CAGE Program, Trending Topics: matching name and address in SAM.gov and NCAGE; SAM.gov, Entity Registration Checklist (NCAGE for companies outside the US, 365 days, 10 working days); Grants.gov, Grant Terminology: DUNS and the transition to UEI by 4 April 2022; Order of the Ministry of Defence of Ukraine No. 673, Procedure for Codification of Supply Items. Checked: 27.09.2026.
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Frequently asked questions
What is an NCAGE code?
How much does an NCAGE code cost, is it free?
How long does NCAGE code registration take?
Do I need an NCAGE code for SAM.gov registration?
What is the difference between NCAGE and CAGE, and is there a NATO CAGE code?
How are NCAGE and NSN related?
How do I find out whether my company has an NCAGE number?
Can the name or address in an NCAGE record be changed?
What if a company has two NCAGE codes or its code is cancelled?
Does a Ukrainian company need an NCAGE code to supply the Armed Forces of Ukraine?
What if my NCAGE request is returned?
Does an NCAGE code entitle a company to bid in NATO tenders?
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