Topics Map > Campus Services > Multi-Factor Authentication
MFA-Duo - What do I do if I am transferring or leaving UW-Madison? (Employee)
This document describes what you should do when transferring or leaving employment at UW-Madison specific to MFA-Duo devices that you have.
During the roll-out phase through mid-Spring of 2019, if you are transferring to a division or department that has not yet implemented MFA-Duo please retain your MFA-Duo device(s) as you will eventually be required to use them when your new division / department is onboarded.
If you have not personally been required to use MFA-Duo with your NetID and are transferring to a division / department that uses MFA-Duo, please click here to get started in registering your device.
When transferring to another division or department within UW-Madison that also uses MFA-Duo you can continue to use the same device(s) without interruption of service.
Smart device users can continue to use their existing MFA-Duo configuration to access UW-Madison resources but would want to add their new campus Duo service in the Duo application.
Token/fob users would need an additional token from their new campus as any individual token can only be active in one Duo service.
Owing to delays in entry or periods where you may be remaining active before termination (sabbatical, vacation, etc) you may continue to be associated with your former UDDS.
As a result you will want to continue to retain your smart device app and/or keyfob in order to authenticate to Duo if required when accessing former employee resources (such as your W2, benefit information, etc).
Once you stop being prompted regularly for Duo, it is safe to uninstall the Duo application from your smart phone unless you use it at other institutions or to recycle your key fob.
City of Madison drop-off electronics/key fob recycling locations:
- 1501 W Badger Rd, Madison, WI 53713
- 4602 Sycamore Ave, Madison, WI 53704
For hours of operation and additional locations, please check: City Of Madison - Drop-off Sites
Once your Human Resources department updates your affiliation status to indicate that your employment has been terminated, you will no longer be able to access your employee information in HRS. To do so please regard the next section in this document labelled "Accessing Earning, Leave, Tax, and Benefit Statements after Leaving UW / Retiring".
Jump to: How can I access my HRS information?
Why am I losing access?
After your employment has ended, you will no longer be able to access your employee information or documents. Access to these systems is based on an active employement status.
If you are a current employee of the University of Wisconsin and have lost access in error, please contact your Human Resources department to confirm your employment status has been correctly entered. If further assistance is needed after consulting with your HR representative, please contact UW-Shared Services.
When will I lose access?
You will lose access to all Human Resource System tiles, data, and statements in MyUW the day after your effective date of termination.
- Benefit Information (Benefits statements)
- Payroll Information (Tax and earnings statements)
- Time and Absence (Timesheets and leave balances/reports)
- HR, Payroll and Benefits News
- HRS Approvals
- Manager Time and Approvals
- Mandatory Training
- Performance Management
- Personal Information
You will still be able to log into the MyUW portal and access non-Human Resource apps (such as Canvas, My Bookmarks, and WisCard Balance) for 24 months after your date of termination.
Other UW Madison Services
Please see Leaving the University of Wisconsin Madison for deactivation information for other common services such as Office 365, Zoom, and Google Drive.
The deactivation timeline for these specifically listed tools is 90 days long, should you need to backup or transfer ownership of any data.
Tax Statements (i.e. W-2): You must submit a request using the Duplicate Statement Request Form. Documents from the previous calendar year can be requested free of charge.
See accessibility & usability information
We work with our users to address access and usability barriers in the MFA user experience. Learn details about known access barriers and workarounds at MFA-Duo - Accessibility & Usability Information. If you encounter a barrier or need assistance, please contact the DoIT Help Desk or call (608) 264-4357.
How to get access to a Security Key or Duo Token/Fob
Students, to obtain a token/fob, please contact the DoIT Help Desk (608) 264-4357 or email email@example.com. Students with disabilities can also request a token or security key at the McBurney Disability Resource Center, 702 W. Johnson St., Suite #2104, Madison WI 53715 on the 2nd floor.
Faculty, Staff, and Researchers
Employees can get access to devices for MFA at their Human Resources Office or IT department. For questions contact the DoIT Help Desk at (608) 264-4357 or email firstname.lastname@example.org.