Free Pay Stub Template Guide - Calculator & PDF

If you need a fast, accurate paycheck stub you can print or share today, you’re in the right place. This guide includes a truly free pay stub template with calculator logic, plus downloadable versions for Google Sheets, Excel, and a fillable PDF. You’ll see exactly how calculations work (federal, FICA, state/local), what’s included for “free” and “no watermark,” and a step-by-step to get a lender-ready stub in minutes.

Overview

This resource is for small business owners, payroll novices, and contractors who want a clean, accurate paycheck stub without buying software. The built-in calculator follows IRS withholding methods and standard payroll order of operations so your net pay and YTD totals make sense at a glance. You’ll find a free pay stub template with calculator in Google Sheets and Excel, plus a simple fillable PDF if you only need a typed, printable stub.

You’ll gather a few details (pay rate, hours or salary, W-4 info, deductions), enter them in the template, and the calculator will compute taxes, deductions, net pay, and YTD automatically. Then export to PDF, share digitally, or print for your records.

What you can do with a free pay stub template with calculator

The template supports hourly and salary employees, plus 1099 contractors (with no withholdings by default). You can add overtime, bonuses, tips, and commissions, select a pay frequency, and customize with your company name and logo. Outputs include gross pay, itemized taxes and deductions, net pay, and YTD totals.

“Free” here means you can download and use the templates as-is, watermark-free, for personal or business use. If you only need a one-off stub, you can export a PDF without branding or watermarks. If you run payroll regularly, duplicate the sheet each pay period to keep an audit trail and consistent YTD math.

Who it’s for and when to use it

This is ideal for very small teams, new businesses, and DIYers who need clear math and a printable paycheck stub fast. It’s also useful for employees who need proof of income for rental applications or loan pre-approvals, and contractors who want a clean earnings statement for lenders.

If you have multi-state payroll, complex benefits, garnishments, or need automated tax filings and direct deposit, full payroll software is safer. Likewise, if you’re unsure about state/local tax rules or special deductions, a payroll professional can help you avoid costly errors.

What’s included in a compliant pay stub

A well-structured stub shows the who, what, and when of pay, plus transparent math. Most itemized wage statement rules require similar details even though they vary by state.

The federal Fair Labor Standards Act doesn’t mandate pay stubs, but it does require accurate payroll records (see U.S. Department of Labor recordkeeping guidance). For an example of strict state itemization rules, review California’s DLSE guidance.

Employer and employee information (name, address; last 4 of SSN or employee ID)
Pay period start/end dates and pay date
Pay type and earnings (hours and rates for regular/OT; salary; tips; bonuses; commissions)
Pre-tax deductions (e.g., 401(k), HSA/FSA, Section 125 premiums)
Tax withholdings (federal income tax, Social Security, Medicare, and any state/local taxes)
Post-tax deductions (e.g., garnishments, after-tax benefits)
Net pay and YTD totals for earnings, taxes, and deductions

Include hours at each rate and itemize deductions so your stub aligns with common state rules.

How the calculator works and what it calculates

The calculator starts with gross pay (hourly rate × hours, salary by pay period, plus OT and any supplemental earnings). It then reduces gross by pre-tax deductions to get taxable wages.

Federal income tax is computed using IRS Publication 15-T methods. FICA taxes are applied (Social Security and Medicare), and state/local taxes are withheld if applicable. Finally, post-tax deductions are subtracted to arrive at net pay.

Each pay period’s totals roll into year-to-date figures so lenders and auditors can verify consistent math. The template follows standard payroll order: compute gross, subtract pre-tax deductions, calculate taxes on taxable wages, then subtract post-tax deductions.

Field-by-field inputs

Clean inputs produce clean math. Use the template’s labeled fields to keep data consistent each pay period.

Employer and employee details (names, addresses, employee ID or last 4 of SSN)
Pay frequency (weekly, biweekly, semimonthly, monthly)
Pay type (hourly or salary), regular hours and rate, OT hours and rate multiplier
Supplemental earnings (bonuses, tips, commissions, shift differentials)
W-4 withholding inputs (filing status, dependents, other income/adjustments) per IRS Form W-4
Pre-tax deductions (401(k)/403(b), HSA/FSA, Section 125 health premiums)
Post-tax deductions (wage garnishments, union dues, after-tax benefits)
State and locality (for state/local withholding if applicable)

How taxes and deductions are computed

Federal income tax uses the IRS Publication 15-T percentage or wage-bracket methods, which consider your pay frequency and Form W-4 information (IRS Publication 15-T). Employee FICA totals 7.65%—6.2% Social Security up to the annual wage base and 1.45% Medicare—with an Additional Medicare Tax on higher earnings (IRS Publication 15). State and local taxes vary; the template includes fields for those amounts so you can enter the correct rates or computed values based on your jurisdiction.

Pre-tax deductions (like traditional 401(k) and Section 125 premiums) reduce taxable wages before calculating federal income tax and FICA when applicable. Post-tax deductions, such as garnishments, are taken after taxes. For thresholds and methods, consult IRS Publication 15 and the IRS Q&A for Additional Medicare Tax.

Output you’ll get (net pay, YTD)

Outputs include gross pay, taxable wages, each tax line, each deduction line, net pay, and YTD totals for earnings, taxes, and deductions. The template uses straightforward formulas and standard rounding to the nearest cent to match typical payroll reports. Basic validations catch common errors—like entering annual salary in a per-period field or forgetting to include OT hours at the higher rate.

YTD accumulates by adding the current period’s amounts to prior YTD figures for each category. If you start mid-year, you can seed prior YTD values in the designated fields to keep totals accurate.

Step-by-step: Create an accurate pay stub in minutes

A few organized minutes up front will save time and rework later. Gather your inputs, enter them in the right order, ensure pre-tax and post-tax deductions are placed correctly, and export a clean PDF for sharing.

Gather the right details first

Before you open the template, collect these items so your first pass is accurate:

Pay period dates and pay date
Pay frequency, hours worked (regular and OT), and pay rates or salary
Latest Form W-4 details (filing status, dependents, other income/adjustments)
Pre-tax deductions (401(k), HSA/FSA, Section 125 premiums)
Post-tax deductions (garnishments, after-tax benefits or dues)
Any supplemental earnings (bonuses, tips, commissions)
State and local tax requirements (if any)

Having these ready ensures your taxable wages, withholdings, and YTD math line up on the first try.

Enter pay and taxes correctly

Start with employer/employee info, then set the pay frequency. Enter hours and rates (or salary per pay period), plus OT hours with the correct multiplier (commonly 1.5× for nonexempt employees). Add supplemental earnings.

Next, input pre-tax deductions so the calculator can reduce taxable wages before computing federal, FICA, and state/local taxes. Finally, enter post-tax deductions and review the net pay and YTD totals.

Review, export, and share your stub

Confirm that pay period dates, employer details, and employee name match your records. Re-check W-4 inputs, pay frequency, and that OT was entered at the correct rate. When everything looks right, export to PDF, name the file with an easy audit label (e.g., 2025-01-31_PayStub_EmployeeID.pdf), and store it with your payroll records.

Free template downloads

Use any of these three free assets to create a paycheck stub quickly. The Google Sheets and Excel versions include protected formulas and light data validation; the fillable PDF is ideal when you only need to type and print. All are provided without watermarks for personal and business use.

Each spreadsheet has clearly marked input cells and locked calculation areas to prevent accidental edits. Duplicate the sheet for each pay period to build your YTD trail and keep a tidy archive.

Google Sheets pay stub template (with formulas)

Open the sheet, click File > Make a copy to save it to your Drive, and work from your copy. Inputs are color-coded; calculation cells are protected. Data validation helps prevent common mis-entries (like negative hours).

Use File > Download > PDF to export a crisp, one-page stub. Duplicate the sheet tab for each new pay period to maintain YTD continuity.

Excel pay stub template (with formulas)

Download the workbook and open it in Excel. Input cells are unlocked; all core formulas are locked to preserve the calculator logic.

Use Page Layout settings to fit to one page and include your logo. Save each pay period as a new workbook or copy a new tab to build a dated archive and keep YTD totals accurate.

Fillable PDF pay stub template

If you only need a typed, printable stub without formulas, use the fillable PDF. Tab through the fields to enter earnings, taxes, and deductions you’ve calculated elsewhere. Save a copy with the pay date in the filename and attach it to your payroll records or application package.

Accuracy and compliance essentials

Accurate, transparent math is your best compliance tool. Federal payroll tax rules apply nationwide, while state and local requirements (including what must appear on a pay stub) vary. Keep documentation that supports each figure on the stub—timesheets, wage agreements, W-4s, benefit elections—and ensure the math ties to your bank disbursements.

If your situation is complex—multiple states, local taxes, garnishments, or mid-year benefits changes—reference official guidance and consider professional help. Clean records and consistent YTD logic reduce questions from lenders, auditors, and employees.

Federal withholding basics you must know

Federal income tax withholding follows the IRS methods in Publication 15-T, which use your pay frequency and W-4 to compute withholding. Employee FICA totals 7.65% (6.2% Social Security up to the annual wage base and 1.45% Medicare), with Additional Medicare Tax applying to higher earners. Employers have matching FICA obligations, but only the employee share appears on the stub.

Review IRS Publication 15 for employer payroll tax rules and Publication 15-T for the actual withholding formulas. For higher earners, consult the IRS Q&A on Additional Medicare Tax thresholds.

State-by-state considerations and local taxes

Many states require itemized wage statements and have their own withholding, disability insurance, or local taxes. Your stub should reflect these lines separately so employees and reviewers see how each amount was computed.

Check your state labor department and tax agency for required fields and current rates. For example, California’s DLSE details itemized wage statement rules and penalties for errors.

What lenders and landlords look for in pay stubs

A lender-ready stub is consistent, plausible, and easy to verify. Reviewers typically check:

Employer and employee details match ID, application, and bank deposits
Pay period cadence and pay date are consistent over time
YTD math equals prior YTD plus current period amounts
Withholdings and deductions look reasonable for wages and filing status
Formatting is clean, with no cross-outs or mismatched fonts

Add a simple internal reference (invoice number or stub ID) and keep a PDF trail to make verification straightforward.

Common scenarios and edge cases

Real-world payroll rarely fits a single box. The templates handle common cases like hourly OT, supplemental wages, and simple benefits. You can also enter state/local taxes that don’t have formulas in the sheet.

For complex cases—multi-state reciprocity, disability insurance, or city taxes—pull authoritative rates and enter them in the state/local lines.

If you’re building stubs mid-year, seed prior YTD values so totals are correct from the first stub you produce. Keep your logic consistent: YTD this period equals YTD last period plus the current period’s amounts for each category.

Hourly vs salary employees

Hourly employees calculate regular earnings as hours × rate and overtime as OT hours × rate × OT multiplier. Salary employees divide annual salary by the number of pay periods (e.g., 26 for biweekly) to get per-period gross. Because withholding methods depend on pay frequency and taxable wages, hourly fluctuations and supplemental earnings will change each period’s withholding, while salary tends to be steadier unless you add bonuses or adjustments.

1099 contractors and self‑employed

Contractor “pay stubs” typically show earnings without withholdings because payers do not withhold taxes for 1099 workers. You can use the 1099 version of the template to present gross earnings by period and YTD for lender review, but remember to track and remit estimated taxes separately. For official year-end reporting, Form 1099-NEC summarizes nonemployee compensation, not a W‑2-style wage statement.

Overtime, bonuses, tips, and commissions

Enter overtime hours with the correct multiplier (often 1.5×) to compute OT earnings. Supplemental wages—bonuses, tips, commissions—can be added in the supplemental earnings line. Federal withholding for supplemental wages can follow either aggregate or flat methods per IRS rules; the template uses your standard method unless you adjust the withholding line manually to reflect a flat supplemental rate.

Pre‑tax vs post‑tax deductions and garnishments

Order matters. Pre-tax deductions (traditional 401(k), HSA, Section 125 premiums) reduce taxable wages before federal income tax and often before FICA and state tax where allowed. Post-tax deductions, like garnishments or after-tax benefits, are subtracted after taxes and do not reduce taxable wages. Enter these in the proper sections so net pay and YTD taxable wages are correct.

Multi-state work and local taxes

Working in multiple states or cities can change withholding. Some states have reciprocity agreements affecting which state gets withholding.

Many cities and localities add their own tax lines. Use official state/local guidance to determine which jurisdiction applies and enter those amounts on the state/local lines. When in doubt, consult a professional to avoid under-withholding.

FAQs

Below are concise answers to the questions readers ask most often about using a free pay stub generator and templates.

What’s the difference between a truly free template and a free sample with a watermark? A truly free template lets you edit and export without watermarks or branding and reuse it for ongoing payroll. A “free sample” often shows a preview but requires payment to download a clean final file.
Is it legal to create my own pay stubs? Yes, for your own business—if the information is accurate and supported by records. The FLSA requires accurate payroll records; many states require itemized wage statements.
How do I calculate net pay from gross? Start with gross, subtract pre-tax deductions to get taxable wages, compute and subtract taxes (federal, FICA, state/local), then subtract post-tax deductions. The remainder is net pay.
Can I use this for 1099 contractors? Yes, but it will show earnings without withholdings by default. Contractors handle estimated taxes separately and receive a 1099-NEC at year-end.
How do I use the Google Sheets/Excel versions? Open the file, make your own copy, fill in only the input cells, and export to PDF. Duplicate the sheet for each new pay period to maintain YTD.
How do I verify YTD is correct? Confirm that YTD this period equals prior YTD plus the current period amount for each category (earnings, each tax, each deduction).

Troubleshooting and quality checks

A few final checks can prevent most lender rejections and employee questions. Make sure your pay period cadence is consistent, all deduction and tax lines are plausible, and your YTD totals reconcile to prior stubs. If you’re backdating stubs or starting mid-year, seed beginning YTDs carefully and maintain a clear file trail.

If something looks off—like unusually low withholding or a sudden jump in YTD—revisit pay frequency, W-4 inputs, and whether you placed deductions in the correct pre- or post-tax section.

Spotting errors that cause rejections

Review the stub for these red flags before you export:

Mismatched employer or employee details vs the application or ID
Pay period dates that don’t match the pay date cadence
YTD totals that don’t equal prior YTD plus current period amounts
OT hours paid at the regular rate instead of the OT multiplier
Pre-tax deductions entered as post-tax (or vice versa)
Missing state/local tax lines where they should apply
Inconsistent fonts or formatting that suggest editing artifacts

If any item triggers a question, fix it and export a fresh, clean PDF to avoid delays.

Recalculating YTD when backdating stubs

When creating stubs mid-year, enter “Prior YTD” starting balances for each category (earnings, each tax, each deduction). The template then adds the current period’s amounts to compute new YTDs. If you produce multiple historical stubs, advance YTD sequentially: each stub’s YTD becomes the “prior YTD” for the next stub. This prevents double-counting and keeps the audit trail clean.

Alternatives and when not to use a template

Templates are perfect for simple, low-volume payroll or one-off proof-of-income needs. They’re fast, transparent, and free. But as complexity grows—multiple states, many employees, changing benefits, garnishments, and quarterly/annual filings—automation and built-in compliance updates from payroll software can save time and reduce risk.

If you’ve had notices from tax agencies, need certified payroll reports, or manage intricate benefits and leaves, consider moving up to software or engaging a payroll professional.

Using payroll software vs manual templates

Consider these trade-offs when deciding whether to upgrade:

Payroll software: automatic tax tables and filings, direct deposit, self-service portals, and error checks; recurring cost and setup.
Manual templates: full control, zero cost, transparent formulas, and easy one-off stubs; requires manual updates for rates and higher error risk as complexity increases.

Choose the path that fits your headcount, multi-jurisdiction needs, and appetite for ongoing compliance tasks.

When to consult a payroll professional

If you pay across multiple states or localities, handle frequent bonuses/commissions, administer pre- and post-tax benefits with mid-year changes, or manage garnishments and leave programs, it’s wise to get professional guidance. A pro can confirm state/local rules, set up correct deduction order, and ensure filings and deposits are on time.

References and further reading

IRS Publication 15 (Employer’s Tax Guide): https://www.irs.gov/pub/irs-pdf/p15.pdf
IRS Publication 15-T (Federal Income Tax Withholding Methods): https://www.irs.gov/pub/irs-pdf/p15t.pdf
IRS About Form W-4: https://www.irs.gov/forms-pubs/about-form-w-4
IRS Additional Medicare Tax Q&A: https://www.irs.gov/newsroom/questions-and-answers-for-the-additional-medicare-tax
U.S. Department of Labor, FLSA Recordkeeping: https://www.dol.gov/agencies/whd/recordkeeping
California DLSE, Itemized Wage Statements: https://www.dir.ca.gov/dlse/ItemizedWageStatements.htm