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Fillable Form Pay Stub

Calculate employee payroll and complete pay stubs with this form. A pay stub, payslip, or paycheck stub, is a document that an employer attaches to an employee’s paycheck on a payday.

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What is a Pay Stub?

A pay stub, payslip, or paycheck stub, is a document that an employer attaches to an employee’s paycheck on a payday. It contains information about an employee’s compensation, itemizing the wages earned for a pay period and year-to-date payroll.

Pay Stubs can be in the form of an electronic or printed document. Nevertheless, it must show taxes, deductions, contributions, and the net pay or amount the employee receives. Using this file, employees can make sure that they are paid appropriately. Employers, on the other hand, can use it to settle any salary discrepancies. In addition, they may use it to fill out an employee’s Form W-2 during a tax filing period.

When an employee is paid with a paper check, his or her pay stub is usually attached to the paycheck. For salaries directly deposited to a bank account, an employee’s pay stub is usually available online if a paper copy is not provided by the employer.

Federal labor laws do not require companies to issue pay stubs to their employees; however, many states have laws and regulations that require employers to provide a written pay statement for the protection of employees.

How to fill out a Pay Stub?

Get a copy of Pay Stub template in PDF format.

Filling out a pay stub is simple. Once you are done with the computation of an employee’s earnings and deductions for a pay period, the next step is to complete his or her paystub. Use the following guide:

Business Nameasks forthe employer’s official business name.

DBA asks for the doing-as-business name.

Addressasks for the employer’s business address.

City, State, & ZIP asks for the city, state, and ZIP of the business.

Employee Name asks for the full legal name of the employee.

Employee No. asks for the employee’s number in the company.

SSN asks for the employee’s Social Security Number.

Marital Status asks for the employee’s marital status.

Exemptions asks for any income-related exemptions that the employee may have, if applicable.

Pay Period indicates the pay period the pay stub was created.

Pay Date indicates the pay date that the pay stub was given.

Pay Mode indicates the mode that the payment was given.

Check Number indicates the check number given to the employee, if applicable.

Earnings indicates the types of income the employee has earned, as well as the respective rates, hours worked, and current total.

Taxes and Deductions indicates the types of taxes and deductions the employee has, as well as the respective current total and year-to-date total.

YTD Gross indicates the employee’s year-to-date gross income.

YTD Deduction indicates the employee’s year-to-date deduction.

YTD Net Pay indicates the employee’s year-to-date net pay.

Current Total indicates the employee’s current total earnings for the pay period.

Deductions indicates the employee’s total deductions for the pay period.

Net Pay indicates the employee’s net pay for the pay period.

Start filling out a Pay Stub sample and export in PDF.

Frequently Asked Questions About Pay Stub

What is on a paystub?

A pay stub shows in detail how much money an employee has earned and how much money the employer has paid out. The stub may include details on bonuses, deductions to pay for benefits, taxes, etc. Pay stubs are prepared by the employer and given to the employees as a record of their income and employment history.

A pay stub contains a summary of earnings and deductions which are calculated automatically by the payroll system, which are maintained by the employer. The pay stubs are prepared electronically but can also be printed as hard copies. They show gross earnings, which is the amount an employee earns before any deductions for taxes or other benefits (such as insurance) are taken out of their salary.

The following items should normally be included on the pay stub:

  • gross earnings;
  • deductions for taxes, contributions to social funds or other payments, if any;
  • net amount paid out.

How do I get pay stubs?

You can get your pay stubs from your employer in a number of different forms including printed paper copies, online versions, and mobile phone apps.

The method you use to get your pay stubs depends on the type of job you have as well as the policies companies have regarding their employees getting access to them.

Can I see my pay stub online?

You may view your pay stub online if your company uses web-based payroll services. Many businesses provide their employees access to an online portal, which allows payment stubs to be viewed and printed from a personal computer.

Is a pay stub the same as a paycheck?

A pay stub is different from a paycheck, in that it contains information about your specific income for a given time period. This information includes the amount of money you have earned, your tax deductions, any mandatory deductions, or other expenses. A pay stub can give you more insight into how much money is left over after all of the taxes are paid out. A paycheck is less detailed, and only tells you the total amount that has been deposited into your account.

What does 30-day Pay Stub mean?

A 30-day pay stub is a paystub that you get from your employer when they have paid you for less than a full month's work. In most cases, this is the pay stub that your employer will issue to you when you start working for them and/or any time there is a break in employment during the year.

The 30-day pay stub shows most of the same type of information that you find on a regular pay stub with one big difference. The 30-day pay stub only shows the dates worked and it doesn't show your hourly rate or any deductions such as taxes, insurance, or benefits.

What is a pay period?

A pay period on your pay stub is the period of time for which you are being paid (usually by the hour), without regard to the pay rate or your pay period mileage.

It's usually a one-week "work cycle," but shorter periods can be used if they make payroll more efficient. Some governments and large companies use two-, four- or six-week pay periods for the convenience of their payroll department.

It's important to know what your pay period is because that information determines how much you will be paid for your time. Also, most company benefits are figured based on a one or two-week "work cycle."

The standard U.S. work period is one week (ending on Saturday). Some governmental employers use the work period of one bi-weekly pay period (ending on Wednesday). Other very large companies have multi-week pay periods.

What is your net pay?

Net pay is the amount of money that employees receive after withholding taxes. The net pay is the total take-home pay or the amount an employee takes home each paycheck after all deductions are removed. Employers will withhold part of their workers' paychecks to cover state and federal taxes, Social Security, Medicare, and any other deductions required by law.

The amount withheld from a paycheck is determined by the state, the employer, and the employee. State agencies set rules for withholding, while employers must withhold taxes based on information they receive from employees on their W-4 forms. Employees may adjust how much money is withheld from each check to ensure that they pay what's necessary for taxes without giving too much money to the government.

What is a year-to-date gross income?

A year-to-date gross income is the sum of all gross earnings, which are inclusive of tips and any other cash amounts received by the employee in the pay period — from January 1 to December 31. A gross income does not include any deductions from pay, such as taxes, pension contributions, or insurance schemes.

How much taxes come off your paycheck?

The amount of taxes that come off a paycheck depends on the tax bracket each person falls in. There are different tax brackets so which one you fall under depends on how much money you make a year. If there is some part of the pay that goes to fees then that amount would not be considered when determining into which tax bracket someone falls under.

What if your employer doesn’t give you a paystub?

Employers are responsible for generating and providing pay stubs to their employees. If your employer refuses to provide your pay stub, you need to understand your rights and options under the law. You may seek help from a lawyer to learn more about their legal options in employment disputes.

Can you go to jail for fake pay stubs?

Creating fake pay stubs and using them for certain transactions is illegal. Moreover, this has been a common practice in recent years. Fake pay stubs have been used for several things such as documentation of income and even getting a raise from your current employer.

However, if you think that fake pay stubs are only being used by unemployed people or those who want to deceive the government about their real income, then you are wrong. Even employed people have been known to use fake pay stubs to get the things they want or to get out of trouble with their employers.

Nevertheless, faking pay stubs is punishable by law. If you are found guilty of this offense, then you will be subjected to severe penalty, including imprisonment.

Is making a pay stub illegal?

Making your own pay stub is not illegal but it is against the law to falsely represent yourself as an employee of a company and it is illegal to use someone else's information to unlawfully file for unemployment.

A company may also create its own pay stub template and distribute it to its employees.

Is it illegal for an employer not to provide a payslip?

Employers are required by law to provide payslips to their employees, which must contain certain information about the employee's employment, including details on deductions from their salary. This requirement has recently been extended to payments made to contractors.

Should hours worked be on a payslip?

Your hours worked should be on your payslip because it's a legal requirement. Your payslip must show:

  • The number of hours you've actually worked in the pay period
  • The number of overtime hours in the pay period
  • The total amount of pay for the pay period

Your payslip must also show your hourly rate of pay, how many sick days you took and any allowances you're paid.

Does sick leave need to be on a payslip?

Any sick leave should show on your payslip. If it doesn't, you may report it to your employer, who may be able to add the information. Sick leave is often recorded in a different way on payslips and should not affect your normal pay.

Should I get my payslip before I get paid?

Your employer must provide your payslip on the day or before you get your salary. This will vary depending on when you get paid.

What are the advantages of receiving a payslip?

The advantages of receiving your payslip include knowing how much you will be paid for the pay period, which includes knowing your basic salary, any allowances, and deductions on tax. It also includes knowing how many hours you have worked over the month on an hourly basis so that you can keep track of your total earnings. Moreover, your payslip is essential in order to make sure that your employer calculates your pay correctly. Without this, you could find yourself underpaid, overpaid, or even not paid at all.

How do I know if my payslip is real?

To know if your payslip is real, check the following:

  • Owner's Name, Position, and Employer details — With each payslip have a name and a position. The person who drafted it should be clearly identifiable. It is highly unlikely that you would be paid by a company without knowing anything about your superior or whoever signed for them. Find out if they are real people – companies usually post their contacts on their websites. If you find a payslip with no name, phone number, or company details, do not use it as it might be fraudulent.
  • Department and position within the department — In some cases, fictitious departments are created to justify additional payments which have nothing to do with your work. This is why it is important to know the exact name and position of the person who signed for your payslip.
  • Job Title, Hours Worked, and Gross Salary — Your job title should match your current role. If it's different, you might be involved in some sort of tax fraud. You should also check that the number of hours on that contract matches the number of hours you have actually worked. This is not always the case.
  • Pay Frequency, Income Tax, and Social Insurance Contributions — The pay frequency should match with the calendar month's days – otherwise, it would be impossible to draw a salary. On top of that, your earnings must be consistent with the number of contributions paid into your account each month. If not, you might be dealing with some sort of tax evasion.
  • Gross Salary vs Deductions — The values between the columns "gross salary" and "deductions" should match each other. If you find out that they do not, you must check if one of them is missing, whether an error has occurred or you are dealing with some sort of tax evasion.
  • Unused Deductions — If you found deductions that you have not used, it may indicate that your employer is trying to improve their financial situation by decreasing the amount of income tax payable. This can mean that they are planning to underreport your earnings or are avoiding other taxes.
  • Contractual Details, Typed or Hand Written — A contract must be written on paper or, if it's an e-mail exchange, it must be printed and sent by registered post. If you do not have a copy of the original document, you should ask your employer to provide this for you. You should also look at the format of the payslip. Is it typed? Is it only one page? Does the font resemble the one used by your employer? If yes, most probably it is real. If not, you must check who drafted it and if they have any connection to your company – otherwise, that document can be a fake.
  • Income Tax Withheld from Salary Payments — Your payslip should state the amount of income tax withheld from your salary. It is unlikely that someone would go through the trouble of forging a payslip if they weren't going to withhold any money from your salary. However, you should check if the numbers match with those on your yearly tax return in case you received it.

Can we fake payslips?

You can create fake payslips; however, it is illegal to use them in transactions with the IRS and other companies.

Some of the risks are:

  • Your fake payslip is used to commit fraud. This can result in criminal charges and jail time, as well as fines and restitution/fraud payback to the companies affected.
  • You may be sued by the company you submitted the payslips to (e.g., your employer, the IRS, etc.).
  • You may be sued by other companies affected (e.g., credit card companies, car dealerships, etc). You may be required to pay back any money you made from using the fake payslips.
  • If you use them to try and get a loan or mortgage, this is fraud and it will be found out. You will not get the loan and it can result in criminal charges and jail time, as well as fines and restitution/fraud payback to the companies affected.
  • If you use them to register for any sort of account (credit card, car insurance, etc), the company may find out your real details at a later date and freeze your account. If you try to withdraw money, they may take it all back along with any interest.
  • It is illegal to use fake payslips for any purpose.
  • You have little recourse if something goes wrong this includes your wages being garnished or frozen due to mistaken identity, companies coming after you for owed money, etc.
  • You can be caught out if a company decides to check your payslip information with your employer and you will then face disciplinary action from the employer as well as criminal charges.

Can HR verify salary?

Your employer's Human Resource Department can verify salary data.

Why do recruiters ask for payslips?

Some recruiters ask for an applicant's payslip to assess how much it will cost to hire that applicant. Nevertheless, it is unnecessary. The only relevant factors for employers to consider, when hiring staff, are whether or not an applicant has the skills and experience required for the job and how much that person should be reasonably paid based on those skills and experience. Anything else is irrelevant to determining pay rates.

What can I use instead of pay stubs?

Instead of your pay stub, you can use your payment receipts, your letter from the school indicating how many credits you will be earning, and a letter from your employer instead of a pay stub. You can use other proof as well but the essential part is that it should cover a full calendar year, show your name and social security number, indicate how much money was earned in wages, and should have either a signature or a stamp from the employer.

Can you request a pay stub from an employer?

Yes, you can request a pay stub from your employer as proof of income. Some employers may ask that you provide some sort of documentation showing how long you've been working for them and what your salary is before they will agree to give you a pay stub, but most will comply if asked. If you don't bring up the subject first, some companies only send out paystubs upon request.

How do I get my pay stubs from an employer?

To get copies of your pay stubs from your employer, you may send a request from your employer's Finance Department, Human Resources Department, or the Employment & Benefits Department. You can also visit your employer's office in person.

If you are denied access to your pay stubs, you may ask for a copy of payroll records instead if they could release this information. If they refuse, you can file a complaint with the Department of Labor, or bring a lawsuit in court.

Is it safe to email pay stubs?

In general, it is safe to email pay stubs. Just make sure that the information of the recipient is correct to avoid sending your pay stubs to the wrong people. For an additional security measure, you can delete the email from your sent folder. In case you need another copy of it, simply print a copy. If you need another one, you can ask for a replacement pay stub from your employer or Human Resources department.

Can I sue my employer for not giving me pay stubs?

You may sue your employer for refusing to give you pay stubs, as it is your right as a worker to know the details of your salary. You may do so if suing your employer is the only and final way to obtain your pay stubs.

Should you throw out pay stubs?

You may keep your pay stubs for up to a year just to make sure that you have all of the information you need to complete your tax return. Whether it's because you're missing one last bit of info for this year or just want to make sure that next year's return will be as simple as possible, now is a good time to start organizing those receipts and pay stubs.

What happens if I lose a paystub?

If you lost a pay stub, you can request from your employer a statement that summarizes your pay and deductions for a given period. Such a statement is called a pay stub summary.

You can ask your employer to send you such a written document by mail, or the employer may ask you to pick up the statement in person.

If you prefer just a copy of your pay stub, you may inform your employer.

Can you buy a car with fake pay stubs?

Faking your proof of income to get approved for an auto loan is illegal in every state. Auto lenders need to know that your income can support your monthly payment and allow you to meet your financial obligations should you get in an accident and need repairs.

Most states forbid the practice of faking an income for other types of loans such as mortgage loans, student loans, car refinance loans, credit cards, as well as applying for a loan that is higher than your actual income.

If you're wondering whether this practice is illegal, the answer is yes. The consequences if you get caught are serious and can include time in jail, fines, repayment of the loan amount plus interest, and possibly damages.

If the lender discovers that you used false information to obtain a loan or credit card, they'll probably cancel your account immediately. And if they find out later down the road, like after you've had your credit report updated with this new account, you'll be in even more serious trouble.

When lending companies discover that false information has been used to obtain credit, they file a fraud claim and the credit bureaus will almost certainly find out about it and notify everyone who requests your report. Your credit score is lowered substantially and your name may go on a list of people who are not to be trusted.

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