Free Pay Stub Template: Tips & Laws on What to Include

Cody Cromwell
Written by
Last update:

Downloadable Free Pay Stub Templates

A pay stub is a printed list of all your earnings for a given period. Pay stubs are also called wage and salary statements as money is referred to as an ‘allowance’.

Recent years have seen a surge in pay stubs being used by employers, particularly in the UK. Pay stubs are now ubiquitous because they allow employers and employees to keep track of wage payments for ease and efficiency.

If you’re interested in learning more about pay stubs and how to create them, check out the Pay Stub Guidelines.

Below is a list of templates that you could use to create your free pay stub.

Single Paycheck

More often than not, a single paycheck is for a single employee. There’s a lot of paperwork involved with this kind of pay stub. It’s also a bit of hassle, but if you are comfortable with it, the payoff is that you get more detailed information and a chance to make the pay stub more personal.

Free Pay Stub Template for Restaurants

Free Pay Stub Template for Household Employers

What a Pay Stub Template Should Include

First impressions are important, and the pay stub you give your employees will help provide a clear snapshot of what your company is like. It’s also the first impression that the IRS will get, so don’t be caught out with errors your staff are unlikely to notice. By knowing the requirements, you’ll be able to prepare them with ease.

As your employees have their pay stubs, the IRS will have them too. So to help you prepare your employee’s pay stub correctly, we’ve collated the primary requirements the agency will be looking for.

Include the date, pay rate, gross pay, and tax withheld. All this information should be included on the top part of the pay stub. You should also include the business name and the name of the employee.

A good idea is to provide your employees with some helpful hints should they have a question or need advice. This will give them the opportunity to take a good look at the pay stub and understand what’s being provided.

Finally, PSST! Should your employee need to discuss the information contained on the pay stub, they’ll need their paystub handy when they do it.

Sample Pay Stub Template

This pay stub template is designed for a larger business with 10-99 employees. This template is designed to be printed on a standard 8.5 x 11 sheet of paper, the size of a full size, 5-hole-punched paper.

You will want to use the exact size and shape paper because these instructions are for filling in the template such that there is no empty space or nothing left to round off. By default, when writing on the template, the margins need to be 0.5 inches by the page edge and the printable area has a border around it. This border is the same as the margin size.

The address should have the company’s name, your first and last name, and the location of your office. In this particular pay stub template, the date should go to the next page on the top left.

What you should do in your pay stub template is write your employee number and your job title on it. When you print this pay stub template, it should be 8.5 x 11. Make sure that you print on the actual size of the paper so you don’t have to lose any space in the margins.

State Pay Stub Requirements

After you complete your position analysis, you should be able to determine your final pay stub requirements. If you are employed in a state that doesn’t require pay stubs, you can simply print your final pay stub. Here’s a detailed list of requirements that you can refer to:

What Each Field on a Pay Stub Means

The purpose of a pay stub is to provide the employee with a tool to keep track of their earnings, base their taxes on a correct figure, and help the employer maintain the accuracy of their payroll.

The income tax withholding on your paycheck is computed by your employer and matched with the federal withholding tables. The IRS requires them to provide you with a copy of the federal withholding tables. They’re not required to provide you with a copy of the state tax withholding tables.

The federal tax table is one way for the employer to figure out the proper amount to withhold. It reflects the tax rates and exemptions that have been in effect at the 7-year intervals, as well as the growth in average wages.

The Social Security and Medicare taxes are reflected in the Social Security and Medicare fields. This is a combined payroll tax and is paid only by the employer.

The state and federal income tax withheld from your paycheck is then sent to the employer to be matched with a state tax withholding table. Many states do not keep a separate tax table for the employer. Rather, they match the federal withholding tables for the same reason.

Where to Find 50+ Other Free Pay Stub Templates

In the last couple of years, owing to an increase in the number of freelancers and small businesses, there has been a demand for free pay stub templates. These pay stubs are used by contractors and sole proprietors to file their taxes, and most taxpayers use them to check and confirm the pay stub they have received.

With a growing number of freelancers switching from being employees to being self-employed, and thus filing their own taxes online, the demand for free pay stub templates is also increasing. These templates are designed to meet the requirements of freelancers by providing them with all the essential information about how much they have earned and for what amount.

The pay stub is an essential part of the freelancer’s tax filing and is also a good indicator of the amount of money the company has spent for a freelancer’s services. Therefore, you need to make sure that you have all the necessary information about the freelancer’s earnings recorded in an organized and simplified form.

Though the number of online freelancing websites offering free pay stub templates has been growing, you can create and attach a professional looking pay stub with a few simple and time effective changes. You can also customize the pay stub to suit the specific needs of the job and the company’s requirements.

Online Pay Stub Generators

What to Include in Your Statement

Most online pay stub generators have a set template, and you just need to fill it in according to your payroll company and the information they require from you.

However, now it has become necessary for most payroll companies to adapt to the times, and they are allowing an important bit of information that traditionally was not allowed to be part of the pay stub. We have looked high and low and we have found the best ones, but we have also found what we consider to be the most important part of the statement.

This is the pay stub template that we are going to use as our example, which you can download here, and the information you need to include includes: date, name of the employer, gross wages, tax withheld and the final gross wages.

Also, you can check out the pay stub template here.

Pay Stub Retention

Bottom Line

PayStub for Employee

A pay stub is a document that shows your employee’s earnings for the pay period. A pay stub should have the following information, as required by law (although employees often include more and some employers include less):

  • Employer’s name
  • Employee’s Social Security number
  • Hours worked in pay period
  • Wages earned
  • Earning basis (such as hourly, weekly, or monthly wage)
  • Any overtime bonus
  • Any on-call, insubstantial, or sleeper shifts
  • Taxable income
  • Amount of Federal income tax withheld
  • Amount of employee-side tax adjustment
  • Payroll tax deduction
  • Deductions that were made from the employee’s wages
  • Deductions made by the employee
  • Date of the pay check
  • Signature of employee and employer

The pay stub has also been called by many other names based on the state in which you work. Freedom pays comes from Ohio; red pays comes from New York; and Virginia pays come from Virginia.

Pay stubs are necessary documents for tracking an employee’s wages and taxes in an employer-employee relationship. Employers are required to provide pay stubs to an employee. Pay stubs must include certain information, as well as other specific details that must be included.