Pay Stub Template
A pay stub shows an employee exactly how gross pay became net pay — hours, rate, taxes and deductions — and is often legally required. This template lays out earnings, each tax and deduction, net pay and year-to-date totals; the Excel version calculates the math so payroll is fast and correct.
Last reviewed 2026-07-08
Template preview
- Employer:
- Your Company · 123 Main St
- Employee:
- Employee Name · ID 0042
- Pay period:
- Jun 16–30, 2026
- Pay date:
- 2026-07-05
- Pay rate:
- $30.00/hr
| Item | Current | YTD | Notes |
|---|---|---|---|
| Gross pay (80 hrs) | $2,400.00 | $28,800.00 | Regular |
| Federal tax | −$288.00 | −$3,456.00 | Withholding |
| Social Security / Medicare | −$183.60 | −$2,203.20 | FICA |
| Health insurance | −$95.00 | −$1,140.00 | Pre-tax |
| Total deductions | −$566.60 | ||
| Net pay | $1,833.40 | ||
How to fill in each field
Gross pay
Show hours × rate (or salary) as gross pay before any deductions.
Common mistake: Only showing net pay, so the employee can't see how it was derived.
Taxes & deductions
List each tax and deduction on its own line (federal, FICA, benefits).
Common mistake: Lumping deductions together, which employees and auditors query.
Net pay
Net pay = gross minus all deductions; the Excel version computes it.
Common mistake: Arithmetic errors when totaling deductions by hand.
Year-to-date (YTD)
Include YTD columns; employees rely on them for taxes and loans.
Common mistake: Omitting YTD totals, a common legal and practical shortfall.
Related templates & variants
A pay stub documents payroll. To log the hours behind it, use the timesheet template; to claim reimbursable costs, the expense report template. This is not payroll or tax advice.
A free weekly timesheet template — date, task, hours in/out and totals. Download in Excel (auto-totaling) or Word with a field-by-field guide.
A free expense report template — date, category, amount, receipts and totals for reimbursement. Download in Excel (auto-totaling) or Word with a guide.
A free Excel invoice template with auto-calculating totals and tax. Download the .xlsx, or copy the table. Includes formulas and a field-by-field guide.
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Frequently asked questions
What should a pay stub include?+
Employer and employee details, the pay period and pay date, gross pay (hours × rate or salary), each tax and deduction, net pay, and year-to-date totals. Many jurisdictions mandate several of these.
Does the Excel pay stub calculate net pay?+
Yes — the .xlsx totals deductions and subtracts them from gross to compute net pay, updating as you edit the figures.
Are employers required to provide pay stubs?+
It varies by jurisdiction — many require a pay statement each period showing earnings and deductions. Check your local rules; this template is not payroll or legal advice.
Sources & further reading
- What is a pay stub? Everything you need to know (ADP)— adp.com
- What must appear on a pay stub (Government of Saskatchewan)— saskatchewan.ca
We review authoritative guidance when building each template. Links are for reference only.