Template · Free download
Pay Stub Template
Employer pay stub template with current and YTD columns, the 9 items California Labor Code 226 requires, New York WTPA fields, and a sample that adds up.
Sign in with Google below to download the PDF and CSV straight away.
Get your free download
Sign in with Google to unlock the PDF and CSV instantly. No form to fill in.
Free. By continuing you agree to our terms and privacy policy. We record your email and this download; marketing emails only if you tick the box.
What you get
- A complete sample earnings statement with current and year-to-date columns where every figure reconciles
- The nine wage-statement items California Labor Code 226(a) requires, mapped to fields on the stub
- New York Labor Law 195(3) wage-statement items and notes on other states, the UK, and India
- Field-by-field definitions for gross pay, pre-tax deductions, FICA wages, and net pay
- A blank stub layout you can load into your payroll system or spreadsheet
- A pre-release checklist payroll can run before statements go out
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
This is an employer's payroll record: the itemized wage statement an employer issues with each payment of wages. Only the employer that actually paid the wages should issue one, and every figure must come from real payroll records. Creating or altering a pay stub to show income that was not paid, to support a loan, lease, benefits claim, or visa application, is fraud. False statements to a federally insured lender, for example, are a federal crime under 18 U.S.C. 1014.
What the law requires on a pay stub
The FLSA does not require employers to give pay stubs, but it does require accurate payroll records (29 CFR 516.2). Most states do require a written or electronic wage statement each payday, and the content rules differ. California and New York set the most detailed requirements, so a stub built to their standard will satisfy most other states.
California Labor Code 226(a): the nine required items
Source: California Labor Code 226, leginfo.legislature.ca.gov. Penalties under 226(e): the greater of actual damages or $50 for the first violation and $100 per employee per later violation, up to $4,000 per employee.
| # | Required item | Where it appears on the sample stub |
|---|---|---|
| 1 | Gross wages earned | Earnings section, Gross pay line |
| 2 | Total hours worked (not required for salaried exempt staff) | Earnings section, Total hours |
| 3 | Number of piece-rate units and each piece rate, if paid by piece | Earnings section, separate line per piece rate |
| 4 | All deductions (employee-authorized deductions may be combined and shown as one item) | Deductions section, one line each |
California extra: paid sick leave balance
California Labor Code 246(i) also requires employers to show the amount of paid sick leave available on the wage statement or on a separate written notice provided on the payday. Most payroll systems print it on the stub. California employers must keep copies of wage statements for at least three years (Labor Code 226(a)).
New York Labor Law 195(3): wage statement items (Wage Theft Prevention Act)
- Dates of work covered by the payment
- Employee name
- Employer name, address, and phone number
- Rate or rates of pay and the basis (hour, shift, day, week, salary, piece, commission, or other)
This is a preview — the full template continues in the download.
Sign in above to download the full template.
How to use this template
- 1
Map your legal requirements
List every state where you have employees and pull the wage-statement items each one requires. California and New York are the strictest; build the stub to the strictest standard you face.
- 2
Set up the header fields
Enter the legal employer name and address, the employee name with only the last four digits of the SSN or an employee ID, pay period start and end dates, and pay date.
- 3
Configure earnings and deduction lines
Create one earnings line per rate (regular, overtime, double time, shift premium) with hours and rate, then list each pre-tax, tax, and post-tax deduction separately. Never lump deductions into one line.
- 4
Reconcile before release
Check that gross minus all deductions equals net for both the current and YTD columns, and that YTD equals last period's YTD plus this period.
- 5
Deliver and retain
Issue the statement with every payment of wages, keep a copy (California requires at least three years), and give employees a way to access past statements.
Frequently asked questions
What has to be on a pay stub?
It depends on the state, because federal law does not require pay stubs. California Labor Code 226(a) sets nine items: gross wages, total hours, piece-rate units, all deductions, net wages, pay period dates, employee name and last four SSN digits or ID, employer name and address, and every hourly rate with the hours worked at it. New York adds employer phone and overtime rate details.
Are employers required to give pay stubs?
Not under federal law. The FLSA requires accurate payroll records but no statement to the employee. Most states require a wage statement each payday, either on paper or electronically with employee access and a way to print. A handful of states have no general requirement, so check each state where you have employees.
How do you calculate net pay on a pay stub?
Start with gross pay, subtract pre-tax deductions to get each taxable wage base, calculate Social Security (6.2%), Medicare (1.45%), and income tax withholding on those bases, then subtract post-tax deductions. In the sample, $2,625.00 gross minus $697.58 in total deductions gives $1,927.42 net.
Can I make my own pay stub to prove income?
No. A pay stub is a record the employer issues from its payroll. Creating one yourself, or editing a real one to show higher pay, is fraud and can be a federal crime when used for a loan. Self-employed people prove income with tax returns, 1099s, bank statements, or a CPA letter instead.
How long do employers keep pay stub records?
Keep payroll records at least three years under the FLSA (29 CFR 516.5) and employment tax records at least four years for the IRS. California requires copies of wage statements for at least three years. Many employers keep payroll data for seven years to cover state audit windows.
What is the difference between a pay stub and a salary slip?
They are the same document under different names. Pay stub is the US term, payslip is used in the UK, and salary slip is common in India. Each shows gross pay, itemized deductions, and net pay for the period, with content rules set by local law.