18 Free Pay Stub Templates & Examples (Word, Excel)

Pay Stub Template

Payday is usually a sunny day for many employees. Getting monetary compensation for overtime and long workdays puts employees in a glee. However, the same can’t be said for HR managers who have to explain to employees why there are some deductions or why the pay differs from the preceding months’ salary. Forward-thinking HR managers issue pay stub templates to itemize employee pay and deductibles. This article will delve into how to read a pay stub as an employee, the importance of providing one, and if it is necessary.

What Is a Pay Stub?

A pay stub is a slip that itemizes employee deductions from the gross salary and displays the take-home pay after the removals. A pay stub, payslip, or paycheck stub details the gross earnings, tax deductions, insurance deductions, and other deductions for a particular pay period.

Employers usually attach the pay stub to the paycheck at the end of the agreed payment period. However, if your employer pays via direct deposit, you will receive an email with the pay stub or a hand-delivered slip.

What Is a Pay Stub Template?

A pay stub template is a pre-designed customizable pay stub that you fill with the breakdown of salary details from gross to net pay. There are different templates available to suit other job groups and tax brackets. Find a suitable template online to enlist the earning details.

Pay Stub Templates & Examples

Pay Stub Template #01

Pay Stub Template #02

Pay Stub Template #03

Pay Stub Template #04

Pay Stub Template #05

Pay Stub Template #06

Employee Pay Stub

Employee Reference Guide




Pay Statement Guidelines

Pay stub for an employee paid an hourly wage

Pay Stub Template #14

Pay Stub Template #15

Pay Stub Template #16

Paycheck Stub


    Understanding the Paycheck Stub

    Paycheck stubs provide insightful information about an employee’s pay. It is an essential financial management tool for the employer and the employee. Stubs show year-to-date net revenue, the current net income, and employee deductions.

    Note: The law does not obligate employers to issue pay stubs. However, federal and different state laws require you to provide up-to-date payroll information for employees when needed.

    You may need a pay stub when applying for a mortgage. Underwriters require pay stubs to verify your capacity to finance a house loan.

    Additionally, the pay stub may come in handy when seeking tax benefits such as tax refunds. In such cases, ensure you have valid pay stubs.

    Constantly review your pay stub to check any erroneous deductions and nip them in the bud. It is essential to understand the deductions, especially when you move shop to a different employer.

    Types of Paycheck Stub

    The general content of a paycheck stub is similar across different institutions. However, companies opt for other pay stub formats that form the basis of types of paycheck stubs. The main paycheck stubs you need to know are:Software compatible pay stub works well with electronic payment systems. The stub streamlines the payment and enhances faster payment tracking.

    • Software compatible pay stub works well with electronic payment systems. The stub streamlines the payment and enhances faster payment tracking.
    • The standard stub is a plain check printed on A4 paper. It allows for more specific inclusion of missing sections.
    • Business checks have three sections. The employer retains the top section while the middle section contains employees’ pay details while employee records go in the bottom.
    • Spreadsheet stub that you prepare using Microsoft Excel. The stub allows more incredible customizability.

    Essential Elements of a Pay Stub Template

    Details of a pay stub template vary significantly depending on the organization. However, there are must-haves of any reliable stub. We break down fundamental elements that should appear in a pay stub.

    Employer Information

    The company name and legal address on the top alongside the license number is the first information on a pay stub. Companies can also use letterheads to capture their name.

    Employee Information

    Provide general employee information such as their full names, address, contact number, SSN, and employment grade. The information should be accurate and correct.

    Payment details

    The check number, pay period, and income type are essential stub elements. Pay details should be as specific as possible.

    Gross Wages

    Gross earnings are the initial payment you receive before deductions. It is usually your basic salary + overtime pay and bonuses. Gross salary periods may be year-to-date, monthly, or current gross income for the financial period stated.


    There are many deductions factored into your gross pay. Such deductions include:

    • Federal taxes
    • Local taxes
    • FICA
    • Insurance
    • Retirement contributions
    • Employer taxes

    The deductions do not cut across every employee since some may have loan payments or charitable contributions. All subtractions are, however, appear in the stub.

    Net Pay

    The take-home salary or the net pay is the money that hits your bank account. After all the deductions from the gross earnings, employers display the net income at the bottom.


    Is making a fake pay stub illegal?

    It is not illegal to make fake pay stubs. However, providing a phony pay stub as proof of income to a financial institution is unlawful. Submitting fake pay stubs attracts fines up to $1 million or a jail term.

    Does Excel have a pay stub template?

    Yes, there is no easier way to create pay stubs than Excel templates. Choose the type and theme you want from the plethora of templates and add a personalized touch to the pay stub.

    Do lenders verify pay stubs?

    Yes, lenders verify pay stubs to determine your ability to repay the loans. Underwriters verify mortgages while other financial institutions have their own

    Why do banks ask for pay stubs?

    Banks ask for pay stubs to verify your financial ability to finance your loans if they give you one. Financial institutions use pay stubs to approve a borrower’s playing ability, among other financial metrics.


    Pay stubs detail how the IRS, 401k, and insurance firms deduct money from the gross pay to the final net income. The pay stub is an effective financial tool to give insightful information into an employee’s salary. Constantly review pay stubs to avoid employee conflicts and catch discrepancies before they pile into a giant financial mess.