Duo Hardware Tokens

Tags duo token

Overview

UM IT provides Duo hardware tokens as an alternative method for completing multi-factor authentication (MFA).

A hardware token generates a one-time passcode used when signing in to protected UM services, including Microsoft 365.

Hardware tokens are appropriate for users who:

  • Do not use a smartphone

  • Prefer not to install Duo Mobile

  • Have a business or technical reason to use a physical authentication device

What Is a Duo Hardware Token?

A Duo hardware token is a small key fob–style device that generates a secure, time-based passcode when you press a button.

This passcode is entered during the Duo login process in place of a mobile app push or phone call.

Hardware tokens provide a similar level of MFA protection as other Duo authentication methods.

Requesting a Hardware Token

To request a Duo hardware token:

  • Submit a request through the UM IT Service Catalog.

  • UM IT will coordinate pickup or shipping arrangements.

Manager approval is not required.

Pickup & Shipping

  • Tokens are typically picked up in person at the UM IT Helpdesk.

  • Tokens may be mailed to remote workers if necessary.

  • Mailed tokens require additional coordination and include a shipping and handling fee.

Replacement & Fees

Duo hardware tokens are provided at no cost initially.

If a token is lost:

  • The first replacement is provided at no charge.

  • A $30 replacement fee applies for subsequent lost tokens.

Damaged or malfunctioning tokens do not incur a replacement fee if returned.

University Property & Return Requirements

Duo hardware tokens are:

  • Cryptographic security devices

  • University property

  • Tracked institutional assets

Tokens must be returned to the UM IT Helpdesk or Information Security Office when:

  • No longer in use

  • An employee separates from the university

  • A user transitions to another authentication method

  • The device appears broken or malfunctioning

Tokens must not be discarded.

Returning all tokens allows UM IT to:

  • Properly deactivate the device

  • Prevent unauthorized reuse

  • Evaluate hardware issues

  • Maintain accurate asset inventory

Lost, Stolen, or Malfunctioning Tokens

If your token is:

  • Lost

  • Stolen

  • Damaged

  • Not functioning properly

Contact the IT Service Desk immediately so the device can be deactivated.

Support

For assistance with Duo hardware tokens or MFA:

  • Contact the IT Service Desk

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