How to Set Up a Printer to Print MICR Checks (Step-by-Step Guide)

How to Set Up a Printer to Print MICR Checks (Step-by-Step Guide)

Kory Bixler

Despite the rise of digital payments, many businesses still need to print professional, secure checks in-house. 

Checks remain the standard for B2B payments, and they’re also still common for payroll and employee reimbursements. 

When security is paramount, you need to use a MICR printer. 

MICR stands for “Magnetic Ink Character Recognition”. It combines specialized fonts with magnetic toner to print checks that machines can quickly and accurately read. 

Specifically, MICR encodes the check’s routing number, account number, and check number.

MICR is vital for both security and efficiency, yet it isn’t as easy to set up as a standard printer. You need a specialized printer, toner, and paper, as well as particular setup steps.

To help you out, we’ve created this guide on setting up a printer to print MICR checks. We’ll also discuss how to troubleshoot common MICR issues and some security best practices.

How to Set Up a Printer to Print MICR Checks (Step-by-Step)

Step 1: Choose and Prepare Your Printer

The first step is to ensure you’re using the right printer for the job. Technically, you can use MICR toner with most laser printers. However, we don’t recommend this.

MICR printers have specialized alignment and firmware features that make them the best choice for printing MICR checks. Using a regular laser printer leaves you at risk of printing checks that get flagged or rejected by the bank.

To confirm if your printer is compatible, choose a printer with specs that say it’s “MICR ready”.

Once you’ve confirmed that you have a MICR printer, be sure to clean the printer. Wipe away any dirt, debris, or excess toner. A clean print path is key to ensuring that the MICR toner properly transfers to the paper.

Step 2: Install the MICR Toner Cartridge

The next step is to install the MICR toner cartridge in the printer. Each printer is different, so be sure to consult the owner’s manual for specific guidance.

Generally, though, you’ll need to:

  1. Open the printer door that covers the toner cartridge.
  2. Remove the old cartridge (if there’s one inside).
  3. Properly dispose of the old toner cartridge with the manufacturer or a local recycler.
  4. Insert the new toner cartridge into the printer.
  5. Close the printer door.

When handling the toner cartridge, always hold it by its handle. Avoid touching any of the other parts, as the oil and dirt from your skin can damage them.

You may want to wear gloves to protect the cartridge and to avoid getting toner on your hands.

Step 3: Install the MICR Font (E-13B or CMC-7)

MICR printing relies on special fonts that are designed to be easily readable for both machines and humans. The two main MICR fonts are:

  • E-13B - Used in the U.S., Australia, Canada, the United Kingdom, Central America, and Asia.
  • CMC-7 - Used in France, Italy, Mexico, South America, and much of Europe.

Regardless of the font you choose, you need to be sure you’re using a legitimate MICR font. Otherwise, your checks may fail to be read by the bank or trigger fraud flags.

You can obtain MICR fonts from font foundries or printer software providers. If you’ve purchased a MICR printer, it will likely include MICR-compliant fonts.

Once you have the font, you’ll need to install it on your operating system.

Follow these instructions for Windows:

  1. Download the font file from a legitimate source.
  2. Save the font file to C:\Windows\Fonts.
  3. Go to the C:\Windows\Fonts folder and double-click on the MICR font. You should see a sample of the font appear.

For Mac:

  1. Download the font file from a legitimate source.
  2. Double-click the font file in Finder, then click Install.
  3. Alternatively, open the Font Book app, choose File > Add Fonts to Current User, and double-click the font file in the window that appears.

Step 4: Load Blank Check Stock

Once you have the MICR font installed, it’s time to load the check paper (commonly known as “blank check stock”) into the printer tray.

Make sure the check paper is properly oriented for your specific printer model. It may go face up/face down and horizontally or vertically; consult the owner’s manual for guidance.

Next, adjust the paper guides to precisely align the check stock with the printer. This step is key to ensure the MICR line prints in the correct place.

Finally, be sure to only use high-quality, blank laser check stock. This check paper includes security features such as watermarks, microprinting, and warnings to would-be fraudsters.

Step 5: Setting Up Your Check Printing Software

Now that you’ve completed the physical setup process, it’s time to turn your attention to the check printing software.

You’ll need to configure the:

  • Printer selection
  • Paper size
  • Check layout

Next, import the bank details you want to appear on the check. Verify the accuracy of this information before printing to avoid any errors.

Finally, connect the check printing software to your accounting software. This way, you can automatically include the check info in your payroll/accounting data.

(If you’re printing checks from accounting software such as QuickBooks, this information should be recorded automatically.)

Step 6: Test Printing and MICR Line Alignment

The final step is to perform a test print.

Cue up a check in your software and print it.

Then, inspect the check for any printing errors. Pay close attention to the MICR line at the bottom, looking for:

  • Readability
  • Consistent character spacing (the characters should not touch)
  • Proper horizontal/vertical alignment (the MICR line shouldn’t be too high or too low on the check)
  • Smudges

This is also a good time to confirm that the account number and routing number are accurate.

If you have any issues, you can use your check printing software or the display on your printer to fine-tune the alignment. 

You may need to adjust the X/Y coordinates of the MICR line; consult the manual for your specific printer for further guidance.

Ready to start printing checks? Explore our range of MICR printers, toner, and check printing software solutions.

What You Need to Print MICR Checks

MICR-Compatible Printer Types

To ensure accurate, compliant MICR checks, use a MICR-compatible printer.

The range of MICR printer models is smaller than general office printers, but you still have lots of choices.

First, decide if you want to use a laser or an inkjet MICR printer. 

Inkjet MICR printers tend to be cheaper, but the ink is also prone to smudging. Laser MICR printers use toner that won’t smudge, but they cost more on average.

You should also decide if you need a high-volume or desktop MICR printer. 

Desktop MICR printers are designed for printing a small number of checks each day. They’re a good choice for small businesses that print checks infrequently, and they cost less than high-volume models.

High-volume MICR printers, meanwhile, are designed to print thousands of checks per day. They’re meant for banks, payroll firms, or government agencies. They also cost substantially more than their desktop counterparts.

Here are some MICR printer models we recommend:

Whichever brand you choose, make sure it complies with ANSI X9 standards. Otherwise, it might fail to meet banking industry requirements.

MICR Toner or Ink

Besides the printer, you’ll also need MICR-compliant toner or ink.

The choice will depend on whether you have a laser or inkjet MICR printer. Both of these contain magnetic iron oxide particles that allow a MICR reader to “read” the information on the MICR line.

You can’t just use regular ink or toner to print checks; it won’t work with MICR readers.

MICR toner and ink are available online from specialized retailers. We recommend the following brands:

Check Stock

To print checks, you need the proper kind of paper (aka, “check stock”). Check stock comes in two forms:

  • Pre-printed check stock comes with your company’s account and routing number already included. You can order it online from a variety of companies.
  • Blank check stock is check paper that includes security features but is otherwise blank. It’s what you’ll need if you want to print your own checks from scratch.

High-quality check stock comes with a variety of security features to prevent tampering, fraud, or counterfeiting.

ACOM’s blank check stock, for instance, includes security features like:

  • A prismatic colored background that’s difficult to photocopy
  • Microprinted words and symbols on the check’s line borders (too small to be photocopied)
  • True fluorescent fibers that only display under ultraviolet light (can’t be copied or scanned)
  • Solvent dye reaction (stains appear if a counterfeiter tries to chemically alter the checks)

MICR Font (E-13B or CMC-7)

For your checks to be MICR-compliant, you must use an approved MICR font. As we mentioned above, the two font standards for MICR are E-13B and CMC-7.

A MICR printer will typically include the required fonts. But if you purchase them for yourself, be sure to buy from a trusted font provider.

Check Printing Software

To print checks accurately and consistently, you need the right software.

Common solutions include QuickBooks, VersaCheck, and proprietary software that ships with MICR printers.

The check printing software ensures that the MICR line is properly formatted and includes secure templates that prevent copying/fraud.

Ready to start printing checks? Explore our range of MICR printers, toner, and check printing software solutions.

Troubleshooting Common MICR Printing Issues

MICR printing is usually a smooth process if you’ve set up everything correctly. However, you may run into some issues. 

Here are some common ones, as well as how to resolve them:

Misaligned MICR Line

A misaligned MICR line occurs when the check’s MICR line is too high or too low.

To fix it, you can adjust the offset values in your check printing software. You should also check the paper tray to ensure the check stock isn’t sitting at an odd angle.

Faded or Smudged MICR Characters

Faded or smudged MICR characters can ruin your checks, making them unreadable to banks.

Common causes include an old toner cartridge or debris on the check stock.

To fix this issue, replace the MICR toner cartridge and make sure the check stock is clean before inserting it into the printer.

Bank Rejection of Checks

Rejected checks are a business owner’s worst nightmare.

Usually, this happens because the MICR line wasn’t properly aligned or the MICR toner/ink didn’t transfer properly to the check stock during printing. Rejection can also occur because you didn’t use MICR-compliant toner/ink.

To solve this, perform a test print to ensure that the MICR line is in the correct position. Next, see if the toner cartridge needs to be replaced. Finally, only print checks with a dedicated MICR printer using approved MICR toner or ink.

Printer Not Recognizing Check Stock

Sometimes, your MICR printer won’t recognize the inserted check stock and will refuse to print.

The most common cause of this is using the incorrect type of paper. It’s imperative to use check stock, not regular printer paper. Another potential cause is outdated printer firmware or check printing software.

To address this issue, make sure you’re using proper check stock. Next, update your printer firmware and software. If the issue persists, contact the printer manufacturer; your printer may be defective.

Best Practices for Secure and Compliant MICR Printing

Printing your own checks is convenient and cost-effective, but it does come with some security and compliance risks.

Follow these best practices to keep your MICR printing secure and compliant:

Use secure blank check stock

Print all of your checks on blank check stock with built-in security features. This will avoid the risk of fraud or counterfeiting in the event someone steals the check stock.

Store MICR toner and blank checks securely

The MICR toner and blank checks themselves pose a security risk. Store them in a secure, locked drawer or container to prevent theft or misuse.

Additionally, consider purchasing a MICR printer with a locking tray to prevent check stock theft.

Regularly test MICR print quality

Perform regular test prints to make sure your MICR prints are accurate and clear. This is especially important if you’re printing a large volume of checks.

Keep software and printer drivers updated

Avoid rejected checks by keeping your check printing software and MICR printer drivers updated.

Understand bank requirements for check printing

For a bank to accept your check, it must comply with ANSI X9 requirements.

These requirements are quite technical, but the important points to keep in mind are ones we’ve already mentioned:

  • Use a MICR printer
  • Only print the MICR line in E-13B (unless you’re operating in a region that uses the CMC-7 font)
  • Use magnetic ink or toner
  • Properly align the MICR line

Consider the physical security of the printer

None of the security measures we’ve mentioned so far matter if the MICR printer itself is vulnerable to theft or tampering. 

We recommend keeping the printer in a secure location, ideally a locked room with limited access. 

Security cameras and access logging can also help deter bad actors from misusing the printer.

FAQs About MICR Check Printing

Even if you’re an experienced businessperson or finance professional, you may still have questions about MICR check printers. Here are answers to some common queries:

Can I use a regular laser printer for MICR?

Technically speaking, yes. However, it’s not worth the risk of unreadable checks or misaligned MICR lines. Always use a purpose-built MICR printer if possible.

Do you need a special printer for MICR?

Yes! To make sure your MICR checks comply with ANSI X9 standards, you should use a dedicated MICR printer. Using the right printer reduces the risk of the bank rejecting your checks.

Do all banks require MICR?

Generally speaking, the U.S. Federal Reserve and all U.S. banks require MICR printing for checks.

While many banks employ OCR (Optical Character Recognition) to process checks, this technology isn’t universally used and is still less accurate than MICR.

Do I need a special license for MICR fonts?

You don’t need a “special” license, but you do need to purchase the MICR font from a legitimate provider. Your purchase will include a license that grants you the right to use the MICR font commercially.

Due to the risk of fraud and counterfeiting, you won’t find MICR fonts included with a standard operating system or word processing software.

What kind of printer and check paper do I need to use to print payroll checks?

To print payroll checks, you’ll need a MICR printer and secure check paper. 

These two components ensure that banks will accept the checks and also prevent tampering from employees or check thieves.

What is the penalty for non-compliant checks?

There isn’t a specific legal penalty for non-compliant checks, assuming you’re acting in good faith and not attempting to commit fraud. 

However, banks may charge you a fee if your checks get rejected due to MICR issues.

Conclusion

As you can now see, proper MICR printer setup is key for efficient and secure check printing.

While you do have to follow specific steps, printing your own MICR checks in-house is manageable with the right guidance and a bit of practice.

To ensure successful results, follow the steps in this guide carefully.

Ready to start your own compliant MICR check printing? Explore our range of MICR printers, toner, and check printing software solutions.