Pay Stub Form

A pay stub form is a template used by an employer to provide detailed information about an employee's paycheck. It provides information for both the employer and the employee. It also lists the pay period, the date that pay was issued, information about gross earnings, deductions taken from the pay (such as various federal and state taxes), and the amount issued as pay.

Accurate pay stubs are extremely important for employees as they may need them to prove their ability to pay when they're looking to move or to take out a loan. It may also be used in some instances as proof of employment.

Pay Stub: What Is It?

A pay stub is a document related to an employee's paycheck. If an employee receives direct deposit, a pay stub is a separate document that is given to the employee to document their earning for that pay period and for the year-to-date. If an employee receives a paper paycheck for deposit, the pay stub will typically be attached to the check.

A pay stub will have several financial details about the employee's salary, taxes, and other contributions. This will include how much they earned for the current period and for the year so far. The stub will also list the federal and state taxes that have been withheld from the employee's earnings. Social security contributions as well as payments to employee benefits such as health insurance are also shown, ensuring the employee can see where their money is going.

Contents of a Pay Stub

A pay stub is that little slip of paper that is attached to a paycheck. It allows employees to keep a record of payments received. Generally, it looks something like this:

When an employee receives a paycheck, he or she can free the pay stub from the check and file it away to use at the end of the tax year. A pay stub form should contain some basic information that can be divided into three components - company information, employee information and payment details. What follows is a summary of each component.

contents of a pay stub
Company Informatio

This is pretty basic. Company information includes the company's DBA name and address. It is generally listed either along the top or bottom of the pay stub.

contents of a pay stub - company information

Employee Information

This section must include an employee's full legal name and employee ID number. It may also include social security information. If you mail paychecks to your employees, this section should also include the employee's address. An easy way to organize this information is to list it along the top row of the pay stub.

contents of a pay stub - employee information

Payment Details

This is the more extensive component of the pay stub. Basically, it should summarize how much money the employee has earned during the applicable pay period, as well as how much he or she has earned thus far this tax year. A pay stub template would consist of the following parts:

Check Number

This is the number of the check issued the employee. This comes in handy should the check need to be cancelled or tracked down.

contents of a pay stub - check number

Pay Period and Pay Date

These are pretty self-explanatory. The pay period section should list the beginning date (aka: 1/11/21) and end date (aka: 1/25/21) of the pay period in question. The pay date section should provide the date on which the check is issued. Generally, this is a few days after the end date of the pay period.

contents of a pay stub - check number

Amounts and Types of Income

This is the real meat of the pay stub. It must provide the number of hours worked, both regular and overtime. It should also specify the amounts earned for each type of income. Income types include gross wages or "regular" (in other words, hourly), as well as direct tips for food service workers and other tippable employees. Hours and amounts must be provided for both this particular pay period and the total tax year to date, often abbreviated as "YTD." This section should also include the hourly rate earned by the employee.

contents of a pay stub - pay period and pay date


A pay stub should also list deductions, for both this pay period and the YTD. Common deductions include federal tax, state tax, Medicare, and social security. The stub must provide both an itemized list of deducted amounts and the sum of all deductions.

contents of a pay stub - deductions

Pay Stub Generator

There are several different ways an employer/business owner can create professional pay stubs, depending on their needs. If the design of the pay stub is not significant and the employer wants more control over the information that will be included on the pay stub, they should use software such as Microsoft Word or Microsoft Excel. No-cost web-based programs such as Google Docs and Google Sheets are also excellent options. If design is important, there are many online tools that will allow an employer to customize their pay stubs. 

In the alternative, an employer can purchase payroll software or hire a payroll service. Payroll processing is a time and cost-saving process for a small business.

A pay stub generator creates a (blank) pay stub in four simple steps:

 1. Enter the company, employee, and income information.

 2. Enter any applicable deductions.

 3. Click the “Create pay stub” button.

 4. The pay stub will be sent to the employer's email inbox.

A pay stub generator should include the following features:

  • User-friendly.

  • The pay stub has a clean, simple design.

  • The process is instantaneous.

  • Pay stubs are exported in PDF form.

Pay Stub Generator:

Download a PDF or Word Template

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Sample Pay Stub


Sample Pay Stub

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