Canon Printer Cannot Verify Department ID

by

If your Canon printer cannot verify the Department ID, it typically means there’s a mismatch or misconfiguration in the user authentication settings, which are often used in business or office environments to control access and track usage. This feature is common in Canon imageRUNNER, imageCLASS, and some MAXIFY models.

The message usually appears when trying to print, scan, or access functions like copy or fax, and the device fails to validate the Department ID or PIN.

1. What Is Department ID?

Department ID Management is a security feature that requires users to enter an ID and password (PIN) to use the printer. It is usually set up by an administrator to:

  • Limit access to certain functions (copy, print, scan)
  • Track usage by department or user
  • Prevent unauthorized printing

2. Common Error Messages
  • “Cannot verify Department ID. Enter the correct Department ID and PIN.”
  • “Authentication failed.”
  • “Invalid ID or password.”
  • “Access denied.”

3. Causes of Verification Failure
Cause Explanation
Incorrect Department ID or PIN Mistyped or outdated credentials
Department ID Management is enabled But the driver/software is not configured properly
Wrong driver or settings Department ID not passed to printer correctly
Changes in printer settings Admin may have updated ID/PIN or disabled user
Driver or software mismatch Especially after OS or firmware update

4. Solution: Enter the Correct Department ID and PIN

On the Printer (Control Panel):
  1. When prompted, enter the Department ID and PIN using the keypad or touchscreen
  2. If unsure of the credentials, contact your system administrator

5. Configure Department ID in the Printer Driver

Windows (UFR II or PCL Driver):
  1. Go to Control Panel > Devices and Printers
  2. Right-click your Canon printer > Printer Properties
  3. Go to the Device Settings or Preferences tab
  4. Find Department ID Management or Authentication section
  5. Enable Department ID and enter:
    • Department ID
    • PIN/Password
  6. Apply and save settings

macOS (Canon PS/UFR II Driver):
  1. Go to System Settings > Printers & Scanners
  2. Select your Canon printer > Options & Supplies > Utility > Open Printer Utility
  3. Go to Job Accounting, Department ID, or Authentication Settings
  4. Enable and enter your Department ID and PIN

Tip: You may need to re-add the printer using the Canon UFR II or PCL driver (not AirPrint) to access these settings.

6. Verify Printer Department ID Settings (Admin Access)

If you have administrator access to the device:

  1. Access the Remote UI in a web browser:
    • Type the printer’s IP address into the browser (e.g., http://192.168.1.100)
  2. Log in as Administrator
  3. Go to:
    Settings/Registration > Function Settings > Authentication > Department ID Management
  4. Confirm:
    • The Department ID feature is enabled
    • The entered ID exists and is not locked
    • The ID has the correct permissions (print, scan, etc.)

7. If You’re Using Canon PRINT App or Mobile Printing
  • Department ID entry may not be supported in all mobile apps
  • Use Canon PRINT Business (for imageRUNNER/imageCLASS)
  • Log in with your Department ID and PIN when prompted
  • If not prompted, go to the app’s settings and manually enter the credentials

8. Resetting or Managing Department IDs (Admin Only)

If you’re the administrator and need to change or disable Department ID:

  1. Go to the Remote UI > Settings > Department ID Management
  2. You can:
    • Disable the feature
    • Change Department IDs
    • Reset PINs
    • Export/import user lists

9. When to Contact Canon Support

Contact Canon support if:

  • You cannot access the Remote UI or admin settings
  • You’ve forgotten the Admin password
  • You’re locked out of your Department ID
  • You experience persistent driver/software conflicts after updates

They can help with admin recovery tools or firmware reset procedures.