Paycheck Stub Template Guide: Free Download Pack

Download a paycheck stub template you can trust, fill it correctly in minutes, and stay compliant in 2025.

This guide is for small business owners, HR/payroll generalists, and contractors who need a clean, accurate pay stub for employees or proof of income.

What Is a Paycheck Stub? Required Components at a Glance

Get clear on what must appear on any pay stub so yours is accepted and compliant.

Whether you say pay stub, paycheck stub, or check stub template, the core components are the same.

Core fields every stub must include

A pay stub summarizes how pay is calculated and where money goes each pay period. Most states require the following elements to be clearly shown:

• Employer name and address
• Employee name and address; optional employee ID
• Pay period start and end dates, and pay date
• Hours and rates by type (regular, overtime, double-time); show salaried pay as a period amount
• Earnings: regular wages, overtime, PTO/holiday, bonuses, tips, commissions
• Gross pay (before any deductions)
• Pre-tax deductions (e.g., Section 125 health, HSA, traditional 401(k))
• Taxes: federal income tax (FIT), Social Security, Medicare, state income tax (if applicable), and local/city taxes (if applicable)
• Post-tax deductions (e.g., Roth 401(k), union dues, garnishments)
• Employer-paid items (listed, even if not deducted from net, where required)
• Net pay (take-home), plus pay method (check/direct deposit)
• Year-to-date (YTD) earnings, taxes, and deductions

These fields help employees reconcile pay and help lenders and landlords verify income.

Some states specify exact labels, so match state language where required to avoid rework or penalties.

Optional but helpful fields (branding, memo, employer ID)

Optional fields make stubs easier to read and verify. They’re not always required but are often expected by reviewers:

• Employer EIN and employer phone/email for verification
• Last 4 of SSN/ITIN or masked ID (e.g., XXX‑XX‑1234) instead of full SSN
• Accrual balances: PTO, sick time, and comp time beginning/accrued/used/remaining
• Check/direct deposit number and bank name (masked)
• Company logo and brand colors (don’t obscure legibility or required fields)
• Notes/memo (e.g., period-end reminders, adjustments, reimbursements)
• Work location/state and employee residence state (helps multi-state tax handling)

Use optional fields to reduce questions and speed up verification without cluttering the stub.

Clear labels and consistent formatting improve acceptance rates.

Download Free Paycheck Stub Templates (Excel, Google Sheets, Word, Fillable PDF)

Choose a free paycheck stub template in the format you prefer, then customize it for W‑2 employees or 1099 contractors.

Each version mirrors a clean, ADP-style layout and supports with/without YTD for straightforward reviews.

Excel/Google Sheets template (.xlsx/.gsheet): auto-calculation ready

If you want calculations done for you, use a spreadsheet. It lets you automate regular pay, overtime, deductions, and YTD for consistent results.

• What you get: a structured layout with formulas for regular pay, overtime (1.5x), gross pay, pre-tax vs. post-tax deductions, FICA placeholders, state/local tax fields, and net pay.
• How to use: enter hours and rates, select the pay period, add any bonuses/PTO, and the sheet computes totals and YTD.
• Suggested formulas:
• Regular pay: hours_regular × rate_regular
• Overtime pay: hours_ot × rate_regular × 1.5 (adjust if your state/company uses a different OT multiplier)
• Gross pay: sum of taxable earnings (exclude reimbursements)
• Taxable wages: gross pay − pre-tax deductions
• Notes: federal withholding should follow IRS Publication 15‑T (2025). Set the Social Security rate/wage base and Medicare thresholds per current-year rules.

Use this when you need the math done correctly and want one source of truth for each pay run.

Word/Docs template (.docx): printable and easy to brand

If you’re mostly printing or attaching PDFs, start with a Word/Docs template. It’s easy to add your logo, brand colors, and memo notes without touching formulas.

• What you get: a clean, printable pay stub with labeled sections for earnings, taxes, deductions, YTD, and net pay.
• How to use: type values from your payroll calculator or the spreadsheet into the labeled fields, then save as PDF.
• Formatting tips: use tab stops and right‑aligned amounts for tidy columns; keep font sizes legible (10–11 pt minimum).

Use this when you want a professional, printable pay stub with minimal setup and predictable output.

Fillable PDF template: quick typing and consistent layout

When speed and consistency matter, use a fillable pay stub template PDF. It’s ideal for one‑off stubs or secure email sharing.

• What you get: fillable fields for employer/employee details, period dates, earnings, deductions, taxes, YTD, and net pay.
• How to use: tab through fields, enter numbers from your payroll calculations, then save as a flattened or password‑protected PDF.
• Pro tip: mask sensitive data (e.g., last 4 of SSN) and use a password when emailing.

Use this when you want a consistent look across stubs without wrestling with spreadsheets.

How to Create a Paycheck Stub Step-by-Step (Spreadsheet Walkthrough)

Follow these steps to build or adapt an Excel/Google Sheets pay stub that calculates correctly.

This workflow fits hourly, salaried, and mixed-compensation plans and scales with your team.

Set up pay periods, hours, and pay rates (regular, overtime, PTO)

Start by defining one row per pay period with standardized fields. Include pay period start/end, pay date, and pay frequency to anchor calculations.

• Set inputs: hours_regular, hours_ot, hours_double, hours_PTO, rate_regular, and any flat earnings like bonuses/commissions.
• Use OT correctly: for FLSA‑nonexempt employees, federal rules require at least 1.5× the regular rate after 40 hours/week (state rules can be stricter). If your state requires daily OT (e.g., California), add daily triggers.
• PTO/holiday: track paid hours and calculate at the regular rate unless policy or state law says otherwise.

With inputs set, your sheet reliably produces consistent, auditable calculations each period and simplifies later reviews.

Calculate gross pay, pre-tax deductions, taxes, and net pay

Compute each section in the correct order so taxable wages and withholdings are accurate. Small sequencing mistakes can distort FIT, FICA, and state/local taxes.

• Gross pay: sum regular + OT + double‑time + PTO + tips + bonuses + commissions; keep non‑taxable reimbursements separate.
• Pre-tax deductions: subtract cafeteria‑plan health, HSA, FSA, and traditional 401(k) from taxable wages per plan rules; remember traditional 401(k) is subject to FICA but excluded from federal income tax.
• Taxes:
• Federal income tax: use IRS Publication 15‑T (2025) wage bracket or percentage method based on the employee’s Form W‑4.
• FICA: Social Security (up to the annual wage base) and Medicare (plus 0.9% Additional Medicare on earnings above the federal threshold for the calendar year).
• State/local income taxes: apply the correct rates and local rules (some states/cities have none).
• Net pay: net = gross pay − taxes − post‑tax deductions − garnishments + non‑taxable reimbursements.

Test with a sample check to confirm math (e.g., change hours from 38 to 42 and verify OT and taxes behave as expected).

This spot check prevents downstream corrections.

Add YTD figures and verify totals

YTD helps employees and lenders validate earnings and taxes. It must be cumulative, accurate, and tied to your payroll register.

• Maintain running totals by category: YTD gross, YTD taxable wages, YTD FIT, YTD SS/Medicare, YTD state/local, YTD deductions, YTD net.
• Mid‑year starts: import prior YTD from your previous system or earlier pay stubs so the current stub shows complete calendar‑year totals.
• Reconciliation: monthly, validate that the sum of pay periods equals quarterly totals and that FICA withholding aligns with the wage base and rates.

A consistent YTD system prevents errors during W‑2/1099 preparation and speeds lender verifications.

W–2 vs 1099 Paycheck Stub Templates: Which Should You Use?

Choose a W‑2 employee pay stub template when you withhold taxes and a 1099 contractor pay stub template when you don’t.

Misclassification risks penalties, so match the template to the worker’s status and your withholding obligations.

When to include YTD and when to omit it

For W‑2 employees, include YTD by default because it’s standard and often required by state pay statement laws. For 1099 contractors, YTD is optional but helpful to the worker for recordkeeping and to clients who reconcile payments.

• Include YTD when: an employee needs proof of income, you’re in a state that requires it, or you’re mid‑year and continuity matters.
• Consider omitting YTD when: generating a one‑off contractor receipt and the contractor manages their own YTD; if omitted, label “No YTD—contractor statement” to avoid confusion.
• Mid‑year transitions: import prior YTD to W‑2 stubs; for 1099s, provide a separate earnings summary if needed.

Always align with what your state requires for employees and stay consistent across pay periods.

Handling reimbursements, tips, and per diem correctly

Not all payments are taxable wages, and mixing them can cause compliance issues. Label and separate items so math and taxability are clear.

• Reimbursements: bona fide expense reimbursements under an accountable plan are not wages; list them separately and exclude from gross and taxable wages.
• Tips: report cash tips and auto‑gratuities correctly; allocated tips can affect reporting and taxes for certain industries.
• Per diem/allowances: IRS‑compliant per diem within federal rates is generally non‑taxable; excess amounts become taxable wages.
• Service charges vs. tips: mandatory service charges are wages to the employer and taxable to the employee.

Document your treatment on the stub with clear labels (e.g., “Non‑taxable Reimbursement”) to avoid misinterpretation and rejections.

Compliance Essentials: Federal, State, and Local Requirements

Use the latest federal methods, then layer in state and local rules that apply to where employees work and live.

When in doubt, cite authoritative guidance and keep an audit trail for each pay run.

Federal rules and 2025 references (IRS Pub 15‑T)

Federal income tax withholding must follow IRS Publication 15‑T (2025) for wage‑bracket or percentage methods and current W‑4 elections. FICA rules require withholding Social Security up to the annual wage base and Medicare on all wages, plus Additional Medicare at higher incomes.

• Overtime: The Fair Labor Standards Act (FLSA) generally requires 1.5× after 40 hours/week for nonexempt workers; state rules can be stricter.
• Fringe benefits: pre‑tax health, HSA/FSA, and traditional 401(k) follow Section 125/401(k) rules on what reduces FIT and/or FICA.
• References:
• IRS Publication 15‑T: https://www.irs.gov/pub/irs-pdf/p15t.pdf
• DOL FLSA overtime: https://www.dol.gov/agencies/whd/flsa
• SSA wage base/limits: https://www.ssa.gov/oact/cola/cbb.html

Confirm you’re using the correct year’s thresholds before running payroll. Updating rates early in the year avoids cumulative errors.

State-by-state pay statement rules (overview and key differences)

States vary on whether stubs are required and what must be listed. Some mandate specific fields, delivery methods, and access to electronic stubs.

• California (Lab. Code §226): requires nine specific items, including gross/net, total hours, all deductions, pay period dates, employer/legal entity, employee ID/last 4 SSN, and hourly rates/OT; strict penalties for violations.
• New York (LL §195.3): requires wage statements each pay period with hours, rates, gross/net, deductions, allowances; retain records for six years.
• Oregon, Washington, Massachusetts, and others require written/electronic itemized statements each pay period.
• Texas and Florida do not require pay stubs statewide, but federal recordkeeping still applies; many employers provide them as best practice.
• Find your state’s rule via the DOL state contacts: https://www.dol.gov/agencies/whd/state/contacts

When operating in multiple states, meet the strictest applicable rule across your workforce to simplify administration.

Local taxes (city/county), SUI/SDI, and multi-state employees

Local taxes and state insurance programs often need separate lines on stubs. Handle them explicitly to avoid under‑ or over‑withholding and to support audits.

• Local income taxes: common in Ohio (municipal), Pennsylvania (local earned income), New York City, and Philadelphia; display them on the stub with the correct locality name.
• State disability/unemployment and paid leave: show CA SDI, NJ TDI/FLI, WA Paid Family & Medical Leave, and state unemployment (SUI) where employee contributions are required.
• Multi‑state work: withhold state income tax based on work location and reciprocity agreements; consider resident vs. nonresident rules and local situs. Keep work location and residence on the stub for clarity.

When an employee works in multiple states in one period, allocate wages and withholdings per the time worked in each jurisdiction per state guidance.

Is It Legal to Make Your Own Pay Stub? Acceptance & Fraud Warnings

Yes—if the information is true and complete, it’s legal to create or use your own pay stub for recordkeeping or proof of income.

However, falsifying stubs is fraud and can trigger lender denial, eviction, fines, or criminal charges.

When lenders/landlords accept self-created stubs (and when they won’t)

Some landlords accept self‑generated stubs—especially from sole proprietors or freelancers—if they include supporting documents. Mortgage lenders, by contrast, often require employer‑issued stubs, W‑2s/1099s, bank statements, and a verification of employment (VOE).

• Typically accepted with: bank statements showing matching deposits, invoices/contracts, prior‑year 1099s or Schedule C, and a government ID.
• Commonly rejected when: math doesn’t reconcile to deposits, no employer contact/EIN is shown when claiming W‑2 wages, or YTD is missing/inconsistent.
• Tip: if self‑employed, provide a profit‑and‑loss snapshot and prior tax returns alongside your stub.

Call ahead to confirm what your lender or landlord will accept before submitting. Clear documentation reduces back‑and‑forth and processing delays.

How to avoid fake-stub red flags and document verification tips

Prevent issues by making stubs verifiable and mathematically consistent. If you’re reviewing stubs, use simple checks to spot errors or fraud.

• Red flags: rounded numbers that never vary, identical fonts misaligned across lines, inconsistent YTD math, missing employer details, or net pay not matching bank deposits.
• Verification steps: contact the employer/payroll department, match YTD to prior stubs, compare to W‑2/1099 or IRS transcript (Get Transcript: https://www.irs.gov/individuals/get-transcript), and confirm bank deposit amounts/dates.
• Best practice: include employer EIN/contact, show pay period dates, and keep a traceable audit trail.

Providing context and corroboration speeds acceptance and reduces suspicion from reviewers.

Generator vs Downloadable Templates: Which Is Best for You?

Both a pay stub generator and a downloadable template can produce acceptable stubs—the right choice depends on speed, accuracy needs, branding, cost, and privacy preferences.

Choose the path that minimizes errors and fits your workflow.

Pros and cons: speed, accuracy, branding, cost, and data privacy

Consider these tradeoffs before you choose:

• Generators (pros): very fast; often include tax logic and YTD; mobile‑friendly; easy for one‑offs. (cons): may cost per stub; data goes to a third party; limited control over formulas and layout.
• Downloadable templates (pros): no per‑stub fees; full control over branding and formulas; keeps sensitive data in‑house. (cons): setup time; you must maintain tax rates and YTD; risk of formula errors without review.
• Hybrid approach: use a spreadsheet template for routine runs and a fillable PDF for sharing/printing, so you balance accuracy and presentation.

Pick the option that protects privacy and reduces rework for your team size and pay frequency.

Total cost of ownership: free vs watermark vs paid

Look beyond “free” labels to total cost over a year. Many “free” tools add watermarks or lock print/export behind a paywall.

• Watch for: watermarks on free downloads, per‑stub fees ($4–$10), monthly plans, or limited edits/prints.
• Hidden costs: time spent retyping, formatting errors, rejected documents, and privacy risks if you upload PII.
• Smart spend: if you process payroll regularly, a maintained spreadsheet + secure PDF export is often the lowest cost with the most control.

Document your workflow so anyone on your team can reproduce accurate stubs consistently.

Annotated Paycheck Stub Example (Line-by-Line)

Use this walkthrough to understand each line and avoid common mistakes.

Replace the example numbers with your real payroll data and retain the same structure.

Regular pay, overtime, PTO, and bonuses

• Regular pay: hours × rate (e.g., 80 hours × $20 = $1,600).
• Overtime: OT hours × rate × 1.5 (e.g., 5 × $20 × 1.5 = $150).
• PTO/holiday: paid at the regular rate unless policy/state requires otherwise (e.g., 8 × $20 = $160).
• Bonuses/commissions: list as separate earnings lines; some employers withhold FIT at supplemental rates per IRS methods.
• Gross pay: sum of earnings ($1,600 + $150 + $160 + bonus, etc.), excluding reimbursements.

Showing each earning type clearly makes audits and lender reviews straightforward. It also helps employees self‑verify their hours and rates.

Pre-tax vs post-tax deductions and benefits

Different deductions affect taxes differently, and your stub should reflect that. Put pre‑tax and post‑tax items in separate sections with clear plan names.

• Pre‑tax (reduces FIT and often FICA): Section 125 medical, dental, vision; HSA/FSA. Traditional 401(k) reduces FIT but not FICA.
• Post‑tax: Roth 401(k), union dues, charity, some insurance not under Section 125, wage garnishments.
• Order of operations: taxable wages = gross − pre‑tax; withhold taxes; subtract post‑tax; add non‑taxable reimbursements to arrive at net pay.

Label deductions with the plan type so employees and reviewers can verify tax treatment at a glance.

Local taxes and other withholdings

Show each jurisdiction and program so totals are traceable. Use the locality or program’s official name to avoid confusion.

• Local income taxes: e.g., Philadelphia Wage Tax, NYC resident tax, Ohio municipal tax; list the locality name and amount.
• State programs: CA SDI, NJ TDI/FLI, WA Paid Leave; identify the program acronym and rate/amount.
• Employer contributions: show separately if your state requires disclosure; they don’t reduce net pay but increase transparency.

Consistent labeling minimizes questions and speeds approvals during underwriting or audits.

Printing, Sharing, and Recordkeeping Best Practices

Make your stubs look professional, protect sensitive data, and keep records that stand up to audits. These habits save time, reduce risk, and support clean year‑end reporting.

Print settings for professional stubs; digital delivery tips

Good output settings prevent reprints and rejections. Small formatting tweaks make amounts and labels easier to scan.

• Use US Letter, 300 dpi, 0.5" margins, and right‑aligned amounts; embed fonts when exporting to PDF.
• Save PDFs as PDF/A where possible; name files consistently (YYYY‑MM‑DD_EmployeeName_PayStub.pdf).
• Mask IDs (last 4 SSN/ITIN) and avoid showing full bank account numbers.
• Share via password‑protected PDFs or secure portals; avoid sending PII in email subject lines.

Run a test print on plain paper before using check stock or mailing to catch alignment issues.

Retention, privacy, and audit trails (employer vs contractor)

Keep enough detail to reconstruct pay and protect personal data. Requirements vary by law and industry, so err on the side of retention and access control.

• Retention: keep payroll records at least 3 years under FLSA; many tax records 4+ years; some states require longer. Contractors should retain income records 3–7 years.
• Privacy: restrict access to PII, encrypt at rest/in transit, and avoid storing full SSNs in spreadsheets.
• Audit trail: log who prepared and approved each stub, preserve versions/formulas, and file backup documentation (timesheets, W‑4, benefits elections).

Clear retention and access policies lower compliance risk and speed responses to inquiries.

Quick Answers (FAQs)

What needs to be on a paycheck stub?

Every pay stub should show:

• Employer/employee info
• Pay period and pay date
• Hours and rates
• Earnings by type
• Gross pay
• Pre‑tax deductions
• Taxes (federal, Social Security, Medicare, state, local as applicable)
• Post‑tax deductions
• Net pay
• YTD totals

Some states mandate specific labels and accrual balances. Include masked identifiers (last 4 SSN/ITIN) and a contact for verification.

When in doubt, follow your state’s pay statement rules and IRS/DOL guidance.

How do I calculate YTD mid-year?

• Add all prior pay periods’ totals in each category (gross, taxes, deductions, net) to current‑period amounts.
• If you switched systems, import prior YTD from your last payroll report or the last stub of the year‑to‑date.
• If an employee joined mid‑year, YTD starts from their first paycheck with you; don’t include prior employer amounts on your stubs.
• Reconcile monthly to ensure cumulative totals match your payroll register.

Can I use a stub without SSN/ITIN?

Yes—use a masked identifier (e.g., last 4 digits) or an internal employee ID to protect privacy. Many states do not require a full SSN on the stub, and showing the full SSN increases risk.

Ensure the stub still includes enough information (name, period, employer details) to verify identity and employment. Keep full SSNs in secure HR/payroll systems, not on printed stubs.

Do all states require pay stubs?

No. Many states require itemized pay statements each pay period (e.g., CA, NY, MA, OR, WA), while some don’t mandate stubs but still require payroll recordkeeping.

Even in states without a stub requirement, providing a pay stub is best practice and helps with disputes, verifications, and compliance. Check your state’s rule via the DOL’s state contacts page: https://www.dol.gov/agencies/whd/state/contacts

Download the Free Template Pack + Compliance Checklist

Get the free paycheck stub template pack and fill with confidence today. It’s built for W‑2 employees and 1099 contractors, with bilingual (English/Español) options and with/without YTD versions.

• Included:
• Excel and Google Sheets pay stub templates with auto‑calcs (regular, OT, PTO, pre/post‑tax, FICA placeholders, state/local lines, YTD).
• Word/Docs printable pay stub template with easy branding.
• Fillable pay stub template PDF for fast completion and sharing.
• Compliance checklist covering federal, state, and local fields, plus printing and privacy best practices.
• How to use:
• Choose W‑2 or 1099 and with/without YTD.
• Enter pay period, hours/rates, and benefits elections; confirm taxes with IRS Pub. 15‑T (2025) and your state/local rules.
• Export to PDF, mask sensitive data, and retain a copy for your records.

Disclaimer: This guide is educational and not legal or tax advice. Always verify current‑year IRS, DOL, and state/local requirements before issuing pay stubs. References: IRS Pub. 15‑T (2025), DOL FLSA, SSA wage base, and your state labor/tax agency websites.