If your staff gets a check or direct deposit, what they see is their net salary. They may wonder how you arrived at that figure. How much of their wages, for instance, was deducted for income tax? In the pay cycle, how many hours were they reimbursed for? How much money have they received this year? 

A pay stub helps you make this information clear. Salary stubs provide important information about your workers’ gross pay—as well as the deductions made from their paychecks each pay period.

What is a Paycheck Stub?

Pay stubs are sometimes also known as pay slips or paycheck stubs. The pay stub explains the specifics of an employee’s compensation each pay period when they get their paychecks from you. 

While federal law does not force companies to give employees a pay stub, some states have legislation requiring some type of documented pay statement. Even if you don’t live in a jurisdiction that mandates pay stubs, the Fair Labor Standards Act compels you to maintain an account of your workers’ working hours. 

While paychecks can still be given physically, they are frequently provided digitally. 

How do you offer pay stubs as an Employer?

Anytime you pay an employee, it’s crucial to include pay stubs with the payment. This serves as a record of the transaction. It’s important so that both you and your employee can see exactly what amount they received.  

When creating pay stubs for employees, double check to make sure that all of the information is correct. This will be important for your employees tax returns, and to prevent any fraud.  n the next section, we’ll go over what information should be included and how to get it from your employees.

What Does a Paystub Look Like?

Paystubs don’t have to fit in just one format. You can customize it to look however you like. The most important thing is that all necessary information is provided, and that it’s correct. The information should be clearly laid out, so employees know exactly how much they were paid as well as other details like tax withholding, etc.

What Information Is Included on a Paystub?

There’s a list of items that must be included whenever you create a paystub for employees. You can find this information online, but there are also software solutions that will make the process easier and keep you in compliance with all applicable laws and regulations.

General Information

Pay stubs will usually include information about both the individual and the employer (such as name, address, and social security number, as well as company name and address). You will want to get this information off the employee when they start.   

Gross wagesIncome 

Your employee’s gross pay (also known as gross income) is their earnings before taxes. This is the full amount your worker has made before federal, state, and other deductions have been made from their compensation. 

If your employees are paid on an hourly basis, their gross wages are determined by multiplying their hourly wage by the number of working hours in a pay period. For small businesses with salaried staff, divide their compensation by how many pay periods they have in a year to get their gross income.

  • Gross compensation for each pay period as well as YTD earnings 
  • Hours of work 
  • Average pay rate
  • Increased profits, such as overtime
  • Time off that has been accrued, such as paid time off

Employer Contributions

Include the contributions you make as an employer to things like the FICA tax, insurance premiums, retirement plans and other similar programs. As an employer, you must make specific contributions on your employee’s behalf (for example, the employer portion of the FICA tax, also known as the Federal Insurance Contributions Act). Further employer payments, such as donations to insurance premiums or your worker’s pension or savings plan, are also possible. 

These payments aren’t taken from your employee’s compensation, but they may be recorded on their pay stub. 

It’s helpful if you  Employer contributions should be note these contributions d for each pay period as well as the overall amounts per year.


The amount your employees made in gross pay is not the amount they bring home each payday. Your employee’s compensation is subject to some deductions, which are itemized on each stub they receive. As the employer, you are responsible for withholding taxes.

The following deductions should be noted on an employee’s pay stub: 

  • Deductions for income taxes 
  • Employee benefits deductions 
  • Deductions made voluntarily
  • Wage garnishments/involuntary deductions

Net Pay

The worker’s net pay, also known as take-home pay, is the amount of money they recieve on payday. Show both the The net pay for the current pay period as well as the full year to date amount. YTD net pay are shown on pay stubs. 

Consider using a pay stub generator to make the whole process as simple as possible. The use of a pay stub generator is easy and takes less than two minutes. To use a paycheck calculator program, you only need to provide information such as the business name and your salary details.

The Reason Behind Giving Your Employees Pay Stubs

Pay stubs attest to the fact that both the company and the employee have agreed on a payment system. It makes it easy for both parties to keep track of vital information that may be needed in the future. 

While pay stubs are not regulated by the federal government, they are advantageous to both employers and employees. You may wind up with disgruntled employees and put your business in danger if you do not generate pay stubs for your employees every paid month. Being transparent about employee compensation, benefits and taxes prevents fraud, and assists your employees with preparing their taxes and making sure they are able to budget and meet all their expenses.

In Short

For an employer, a pay stub is helpful for tax purposes and for resolving any issues with employee pay. There’s no reason not to provide employees with a pay stub, especially with modern options such as pay stub generators

It offers a record of your employee’s salary, assists them in understanding their taxes, contributions, and deductions, and allows them to verify that they were paid appropriately. It may also be used as proof of income or work, which is often required when asking for a loan or other type of credit.

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