Introduction
Using a paycheck stub template can save you time and ensure accuracy. Whether you're an employer tracking payroll or someone generating their own stub, knowing how to properly fill it out is key. This easy guide walks you through each essential field step by step.
1. Add Employer and Employee Information
Start by entering:
- Company name, address, and contact information
- Employee’s name, address, and identification details (e.g., last 4 of SSN or employee ID)
These help establish who the pay stub is issued by—and to whom.
2. Enter Pay Period Details
Clearly define the timeframe:
- Pay period start and end dates (e.g., 06/01–06/15)
- Pay date—when payment is issued
- Optionally include a check number for tracking
This info ensures the stub matches the correct payroll cycle.
3. Report Hours and Earnings
Accurately record work compensation by adding:
- Regular hours worked and pay rate
- Overtime or extra hours pay
- Bonuses, commissions, or other supplemental income
Then calculate gross pay based on total earnings.
4. Include Deductions
List all applicable deductions, categorized as:
- Payroll taxes (federal, state, Social Security, Medicare)
- Pre-tax benefits (health insurance, retirement, HSA/FSA)
- Post-tax deductions (garnishments, voluntary contributions)
Ensure each deduction is clearly labeled to avoid confusion.
5. Calculate Net Pay
Subtract total deductions from gross pay to arrive at the net pay—this is the amount payable to the employee.
6. Add Year-to-Date Totals
Provide transparency by including cumulative figures since the start of the year for:
- Total earnings
- Total deductions
This helps both employers and employees track ongoing payroll activity.
7. Review and Finalize
Before finalizing:
- Double-check all amounts and math
- Ensure consistency across consecutive pay stubs
- Optionally add your company logo or professional branding
8. Create a Polished Version Fast
If you're using online tools, make sure your chosen platform accurately handles tax calculations and formatting. Whether you work from a word processor, spreadsheet, or pay stub generator, your template should reflect the data clearly and neatly.
For streamlined accuracy, use our Pay Stub Generator to fill and download a polished version instantly, or check out layout best practices in our Regular Pay Stub guide.
Conclusion
Filling out a paycheck stub template is straightforward when you follow the right structure and include all key fields. From employer and employee specifics to earnings, deductions, and net pay—ensuring clarity and accuracy is essential. Use this guide and our resources for efficient, reliable stub creation.
