What Should a Pay Stub Look Like? A Complete Guide
Most employees are familiar with the general appearance of a pay stub, but not everyone fully understands the key details it should contain. While pay stubs serve as a record of earnings, deductions, and taxes, knowing how to read them correctly is essential for both employees and employers.
If you’re an employer, understanding what does a pay stub look like is even more important, as it ensures compliance with labor laws and helps maintain accurate payroll records.
In this guide, we’ll break down what do pay stubs look like, what they should include, how to read them correctly, and why they matter. Keep reading to make sure your pay stubs meet all necessary requirements and provide clear financial transparency.
What Exactly is a Pay Stub?
What is a pay stub? A pay stub is part of a paycheck that lists details about an employee’s pay, such as taxes and other deduction options taken out of the employee’s earnings. How often you administer pay stubs to your employees depends on your pay cycle.
For example, if you choose to pay your employees bi-weekly, you will be administering pay stubs every two weeks, which would be 26 a year. Employees should receive a pay stub with each paycheck.
There is no single format that determines what does a salary pay stub look like. Pay stubs from different companies often have varied designs. In terms of the physical format, there are generally two types:
Physical Pay Stubs
Although many companies are turning to software for their payroll needs, there is still some value in creating physical, paper pay stubs. Not everyone has access to a home computer, meaning not everyone would be able to access their pay stubs in a time of need, such as for proof of income when completing a rental application.
Electronic Pay Stubs
Electronic or paperless pay stubs are becoming the standard, and they provide a variety of benefits to both small businesses and their employees. Unlike paper pay stubs, electronic pay stubs are an environmentally friendly option. Plus, depending on the number of employees you have, electronic check stubs may cost you less to produce per pay period.
There are multiple payroll services and software that you can choose from to help create electronic pay stubs. If you’re wondering what does a check stub look like, electronic versions typically include the same details but may vary slightly in layout depending on the payroll software used.
There is no federal regulation on pay stubs, but each state has its own laws about providing pay stubs for employees, so you will want to review state laws to ensure that your business complies by issuing pay stubs. However, it is important to note that some states require employers to offer paper checks as a payment option or that employees can opt-out of online pay stub delivery.
It is a good idea to give your employees the option of paper or electronic pay stubs, regardless of whether your state requires it or not. Although most employees may prefer to receive their pay stubs electronically, you want to ensure that pay stubs are accessible to all of your employees.
Some pay stubs might be smaller, and some may have their information arranged differently than others. Regardless, as long as they are easy to read, the physical look is not the most important aspect of pay stubs. The priority should be the information that they include.
What Information Should a Pay Stub Contain?
A pay stub provides a detailed breakdown of an employee’s earnings, deductions, and net pay. If you’ve ever wondered what does a paystub look like, here’s a breakdown of the essential details found on one:
General Payroll Details:
- Payroll cycle (weekly, biweekly, semimonthly, or monthly)
- Wages for all employees
- Tax withholdings (determined by an employee’s W-4 form)
- Benefit withholdings (such as health insurance and retirement contributions)
Specific Pay Stub Components:
- Employer’s name and contact information
- Employee details (name, address, Social Security number)
- Pay period covered (start and end dates)
- Gross wages (total earnings before deductions)
- Other earnings (such as vacation pay, bonuses, or commissions)
- Payroll deductions (including health insurance, retirement contributions, and garnishments)
- Tax withholdings (federal, state, and local, if applicable)
- Total deductions (sum of all withholdings and deductions)
- Net earnings (take-home pay after deductions)
- Total paycheck amount (amount paid to the employee)
- Year-to-date (YTD) totals (gross pay, net pay, federal tax, and other deductions)
Pay stubs provide essential financial information and should always align with an employee’s W-2 form, which is used to file personal tax returns. Employees are encouraged to keep their most recent pay stubs as proof of income, as they confirm gross earnings and payment frequency.
Each pay stub reflects wages earned for a specific pay period, along with YTD amounts for tracking total earnings and deductions over time. By subtracting withholdings from gross pay, the final amount—net pay—is determined. This is the actual amount the employee receives and the sum deposited into their account at the end of each pay period.
Tax Deductions –
Deductions are a crucial part of an employee’s pay stub and can make up a significant portion of the listed items. If you’re unsure what does a salary pay stub look like, understanding these deductions can help. These are the types of deductions that may appear on your pay stub:
1) Employee Tax Deductions:
These deductions are mandated by federal, state, and sometimes local governments and are automatically withheld from an employee’s paycheck. They include:
- Federal income tax – Calculated based on the employee’s earnings, filing status, and W-4 withholdings.
- State and local taxes – Some states and municipalities require additional withholdings based on residency or work location.
- FICA taxes – Employees contribute a portion of their wages to Social Security and Medicare under the Federal Insurance Contributions Act (FICA).
2) Benefits and Voluntary Deductions:
These deductions depend on the benefits offered by the employer and the options chosen by the employee. Examples include:
- Health, dental, and vision insurance premiums – Employees may have premiums deducted for employer-sponsored insurance plans.
- Retirement plan contributions – Contributions to 401(k), 403(b), or other retirement savings plans. Some employers match a portion of these contributions.
- Health Savings Account (HSA) or Flexible Spending Account (FSA) contributions – Employees may set aside pre-tax income for medical expenses.
- Charitable donations – Some companies allow payroll deductions for charitable giving.
3) Employer Contributions:
While not deducted from an employee’s paycheck, employer-paid contributions often appear on pay stubs to show additional compensation provided by the employer. These may include:
- Employer-paid health insurance premiums
- Employer-matched retirement contributions
- Employer’s share of FICA taxes (Social Security and Medicare)
4) Common Payroll Deductions and Allowances:
A paystub may list several specific deductions, including:
- Federal income tax – Withheld based on earnings and W-4 elections.
- State and local taxes – Depending on the employee’s residence and work location.
- Social Security tax – 6.2% of taxable wages (up to a wage cap), matched by the employer.
- Medicare tax – 1.45% of wages (with an additional 0.9% for high earners), also matched by the employer.
- Workers’ compensation contributions – In some states, employers are required to contribute to workers’ compensation insurance, which may be reflected on the pay stub.
- 401(k) contributions – Employee-elected retirement savings deductions, often with employer-matching contributions.
Why Understanding Deductions Matters —
Pay stub deductions impact an employee’s take-home pay and overall financial planning. Employees should regularly review their pay stubs to ensure the correct amount is withheld for taxes and benefits. Employers must also ensure that payroll deductions comply with federal and state regulations to avoid errors and penalties.
By understanding these deductions, employees can make informed decisions about their tax withholdings, retirement contributions, and benefit selections—helping them maximize their earnings and financial well-being.
Creating Pay Stubs
Employers need to know how to properly create a paystub to accurately pay their employees on time and avoid any discrepancies in pay. You can use Excel to create spreadsheets for your pay stubs, but this process is often tedious and prone to errors.
If you’re wondering what does a check stub look like, accuracy is key. Inaccurate pay stubs may hurt your employees, and continuously incorrect pay stubs may cause them to lose trust in you as an employer. If prolonged, it may cause trouble when tax season comes along.
FormPros can help you easily create pay stubs that are accurate and easy for your employees to read. FromPros will not only help your business generate pay stubs, but you can also create W-4 forms, W-2 forms, 1099-NEC for contractors, and more. Using FormPros saves you time and helps you grow your business.
