If you’re in search of modern pay stub templates, you’ve come to the right place. Our website offers a wide range of samples for you to choose from, each designed to meet your unique needs. With our easy-to-use templates, you can quickly create professional-looking pay stubs that accurately reflect your employees’ earnings. Whether you need a pay stub for a single employee or an entire team, our modern templates will save you time and effort. So why wait? Browse our collection today and find the perfect pay stub template for your business.

Browse through our collection of modern paystub and check stub templates to find the one that best fits your needs.

Everything you need to know when making a Check Stub Template

Getting paid is important and tracking all that information is just as vital. Sometimes we’re just concerned about the final amount or concerned about getting our employees paid on time every time and don’t think to be concerned about the paperwork behind it. That paperwork is critical evidence necessary for everyone’s record-keeping purposes. 

How having a paystub template helps with payroll and financial record keeping

With a pay stub template or check stub template, you bring a uniform way of presenting the payroll information to your employees and easily have all the financial information necessary by the Finance department. A paystub template generator will also produce a similar-looking pay stub for every employee, making it easy to find the common items that tend to appear on a paystub statement. 

This helps with accounting as well as other financial expenses to show detailed breakdowns of employee costs and how best to incorporate them in the overall budget and future forecasted budget.

Benefits of using check stub templates for businesses and employees

This is also a way for employers to cross-check exactly how much they either paid out to the employee for various benefits or how much they ended up withholding for tax reasons. But, again, that needs to have verification, which comes from a paystub template. 

Also, with a paycheck stub template, there’s no need for the business to keep manually creating every single pay stub from the beginning. Instead, they can use their check stub template for each employee every pay period. 

So whether you’re looking to track tax withholding or reporting, they are the perfect piece of evidence when it comes time to resolve any issues related to audits or disputes. It can also help check off the compliance and regulatory box, as many States have laws specifically revolving around paystubs, when they should be given, and how a pay stub template sample should look. 

Your employees will also end up thanking you because having a proper pay stub or a paystub template download feature will help your employees when it comes time for them to file their own taxes, as long as the information on them is uniform, accurate, and produced in a timely fashion. 

It’s not just about paying taxes; having these types of paystubs ready to go helps the employee with key aspects of their life. It’ll simplify the application process for a loan, as well as other financial areas, such as showing proof of a salary for renting an apartment. 

Fully understanding all the different parts of a check stub and how best to design a template

Let’s take a closer look at all the various items that should appear on a paystub template sample. These are key pieces that will help you understand where your salary calculations come from and where you end up having to make payments to. 

Regardless of your layout, typically, the first area on the top or top left will be the company information, which is your employer. This will have everything from the company’s legal name to its legal address and place of business as well as contact information.

The best paycheck stub template will also have a space for a company to put their EIN or Employer Identification Number, which is similar to a Tax ID number or social security number but for a business. 

Then also, somewhere, usually below and near the employer information, will be the employee’s name and where they live. Here is where some items may differ in their layout but should still be included on any check stub template. 

What you need to enter for the Employee information

First, you’re going to have some type of employee identification number which is a reference number a company may use to easily track employees. This may be followed by a social security number or a partial one for privacy reasons. From here, there should be a reporting period or date range for the amount of time the employee worked. This pay date range can be anything from weekly to bi-weekly to monthly. The final date should be the pay date itself.

Another area that’s also critical is their marital status and the number of their exemptions. Marital status is either married or single. There can be subcategories, but for the purposes of taxes, these are the primary options. Exemptions are tax exemptions your employees can take. They need to provide you with this information ahead of time, and the responsibility to know how many exemptions to claim is solely on the employee themselves. 

Just put whatever your employee places on their signed W-2 or W-4 form to ensure you remove the business from any liability issues related to inaccurate exemption information from your employee.  

How the rest of the pay stub template typically looks

From there, a sample paystub template starts to look like a spreadsheet, showing the various types of incomes, rates, and hours worked. Regular income or salary is the expected type to see consistently on a monthly basis. You should see the rate and the hours. These can be fixed every month if the employee is a salaried employee and there’s no fluctuation in their pay.

There could be other types as well such as overtime worked. This could come at a different rate and have extra hours, as well as reimbursements from the company, bonuses, or other payments and benefits such as tuition reimbursement. Therefore, depending on the paystub template sample, each line item will have a subtotal of current pay or total gross pay, or even just gross pay. 

From there, we will head to a completely new section which is called deductions. These are all the various subtractions from your paystubs that should be on every paystub template generator. These include but aren’t limited to social security taxes. Also, Medicare, State Taxes, Federal Taxes, and in some cases, City taxes as well. All of these are paid as you earn money and withheld by your employer to ensure that you don’t owe anything or close to nothing by the time you file your taxes annually. 

You will see a totals bar on the bottom that can show year-to-date totals for gross salaries, deductions, and your overall net pay, as well as having it broken down for the time period of each particular paystub disbursement.

Clarification of terms on your paystubs

Tax withholding – the amount of money your employer holds from your pay to pay out for taxes. This is an estimate based on your total earnings.

• YTD – stands for the year to date and is typically a rolling figure of totals
• Gross Pay – This is your actual pay or your entire monthly (or pay period) salary. This is what you earn, but you still need to pay taxes.
• Deductions – As mentioned earlier, these are all the subtractions to your gross pay from taxes and social services to paying off 401K loans and other items. 
• Net Pay – The amount of money that you should receive in your bank account from your employer 
• Reporting Period – The date range and relevant portions related to your salary and deductions. 

Why not just create a check stub template in something like Word or Excel?

While it may appear like a simple and reasonable idea to be able to create your own in-house paystub template, you’re adding unnecessary work that is only asking for trouble down the line. First of all, there are professional options out there such as our own below, where all the information is presented in the correct format, and all you need to do is select the pay stub template sample design you’re looking for. 

Then it’s simply about entering in the information and the payment information and having the built-in calculations handle the rest. These calculations are constantly updated with whatever new information comes from the IRS and State tax calculations and are meant to ensure that your employees are getting paid the right amount and paying enough in taxes, social security, and Medicare. 

Even if you think you’re excellent with calculations, you don’t want to take the risk or even risk forgetting to update it year over year. It can lead to regulatory issues, unnecessary audits, and, even worse, employees who may be frustrated if the calculations aren’t in their favor. 

Design everything with Paystubsnow

We have plenty of pay check stub template options to choose from. You can even incorporate other design needs, such as company branding and logos, and preview your paystub template sample before committing to it. 

In addition, with our online tool, you can create as many paystubs as needed and always have the confidence that all the calculations for deductions and other items are always as accurate as possible. Do take the time here to ensure you’re fully satisfied with the overall look. You really shouldn’t be changing the design of the pay stub template often, even if it is possible, as you want to have uniform records in case you need to review documentation or need to perform an audit. 

As always, you can see what a preview looks like so the Logo appears properly on your check stub template without having it look warped or incorrect. 

You can also do a paystub template download and print it out for record-keeping purposes. Since you’re already going to use one of our predefined pay stub template options, there won’t be any erroneous templating or styling issues. 

You can also get a check stub template pdf download that allows you to keep things digital and save them on paper but still have the right records. Those can also be sent to employees in a PDF format that ensures they can also get it, without the need to have to send it via the regular post. Of course, it all depends on if you have local regulations you need to follow, but in most cases, an electronic copy should suffice. 

Adding additional calculations and formulas to your check stub templates

You might think to yourself that there is some specialized or customized option that you’re going to need to add to your paystub template. We have added the most common options to both the earnings side and the deduction side. On the earning side, we already have options such as holiday pay, vacation pay, tips, bonuses, and even floating holidays. 

For deductions, we have all the common taxes plus various other less common deductions, and all are ready to be pre-calculated as you see fit. Yet if that doesn’t seem to be enough, there’s always the option for you to add your own custom earning or deduction directly. 

Do keep in mind, though, that when it comes to the calculations, you should confirm those custom options on your side. They will be recorded based on what you’re going to enter into the paystub template generator, and thus you need to ensure accuracy. 

Troubleshooting with us

If you feel that there are any issues with your calculations when using our paystub template generator, then always feel free and reach out to us. We will always look into our calculations and designs, and if we don’t see any issues, we will come back with an appropriate explanation that should be enough for you and your accounting and payroll team as well. 

Always double-check the information you put into your paystub template generator, as that’s what will come out ready to be sent to employees during each pay period. There shouldn’t ever be any issues with information that was entered into the system to be transposed improperly to the final product. As always, you will have ample opportunities to download a paystub template pdf. 

Don’t let yourself have the hassle come up every single pay period when you can use a proper, detailed, and properly designed paystub template generator. That means you only have to enter the information you already have and not worry about lost files or poor formatting when it comes to making a professional pay stub. 

Your employees are legally required to receive this, and a pay check stub template should always look the same every single pay period. If you need to change any design issue or formatting, you’ll always need to inform your employees and check if it’s not breaking any local regulations for the tax year. Have your employees focus on what they need to and not have an overworked payroll team. That could lead to potential errors and inaccurate calculations. 

Also, if you end up creating a pay check stub template that doesn’t seem correct or up to your standards, you can always edit any pay month and send it out as an addendum to previous pay stubs. This will allow you to have the track record of the original as well as any changes that may occur, all the while staying compliant. 

Whenever you’re ready to relieve this burden from your financial operations and realize you don’t have to invest in an expensive accounting and payroll system, feel free to use our pay check stub template generator below and seamlessly send the check stub template pdf to your employees without fuss through our platform. It’s also not hard to use or customize to your needs at all, with a minimal to no learning curve.