Create Pay Stubs & Paycheck Stubs in All 52 US States

Introduction: Why State-Specific Pay Stub Rules Matter

Every US state has its own rules around pay stubs and paycheck stubs. What must appear on a stub (tax deductions, overtime info, pay period dates, etc.) can vary state by state. Creating accurate pay stubs according to these rules helps employers avoid penalties, keeps employees informed, and ensures compliance.

Common Elements Every Pay Stub Should Contain

No matter which state the employee is in, a compliant stub should always include core pieces of information. These typically are:

• Employer details (business name, address, identification)
• Employee details (name, address, identification number or SSN last digits)
• Pay period dates (start, end) and pay date
• Earnings breakdown—including regular hours, overtime, bonuses or commissions where applicable
• Deductions—federal tax, state tax, Social Security, Medicare, insurance, retirement, etc.
• Net pay (what the employee takes home after deductions)

How State Requirements Differ

While the basics are shared across all states, there are many important variations that change what you must show on a pay stub:

• Some states require that overtime hours or overtime pay be separately listed in the stub.
• State tax withholding rates and how they are calculated differ greatly; in some states there's no state income tax at all.
• Pay frequency requirements vary—how often an employer must pay employees (weekly, biweekly, semi-monthly, etc.).
• Local or city taxes may need to be withheld in addition to state taxes in some places.
• Specific state mandates for layout, labeling, or required notices (for example, minimum wage or other employee rights info) on pay stubs.

Steps to Create a Pay Stub Compliant with Any State

Here’s a process you can follow to make sure the stub you create works for any US state:

1. Determine the state (and city/county if relevant) where the employee is working or resides.
2. Check that state’s pay stub legislation or regulations: what fields are mandatory, how overtime must be shown, what deductions are allowed or required.
3. Collect all necessary information for that specific employee: gross wages, hours, any benefits or deductions, tax status, and filing allowances.
4. Fill in the common stub template correctly: employer and employee info, pay period, earnings, deductions.
5. Include state-specific fields (for example, whether state tax is withheld, local tax, overtime breakdown, etc.).
6. Calculate net pay carefully, subtracting all required deductions in the correct order.
7. Review the stub layout: clarity, correct labels, readability, and compliance with state design expectations.

Examples of State Variations to Watch For

Here are a few examples of how requirements might change from state to state:

• States with no state income tax—no state withholding appears.
• States where local taxes are applied in certain cities or counties.
• States that mandate itemized overtime pay on the stub.
• States with specific minimum wage or pay frequency laws that require additional information.

Benefits of Using a Single Tool That Supports All States

Using a pay stub generator that is aware of all state variations can save time and reduce errors. Benefits include:

• Automatic inclusion of correct state tax or withholding rules.
• Reduced risk of legal issues from non-compliant stub contents.
• Consistent format and user experience across employees in different states.
• Easier auditing, financial record keeping, and tax filing.

Conclusion

Creating pay stubs and paycheck stubs that comply with state rules across all 52 US states requires attention to state-specific requirements, accurate data entry, and clear presentation. Using a stub template that includes all required fields and checks for state variations makes the job much easier. If you want to see one done properly, generate a sample pay stub now, and compare it to standard layouts in our Regular Pay Stub guide.