What Is a Pay Stub?

A pay stub is the small report—digital or on paper—that rides along with every paycheck and shows exactly how your wages went from gross to net. It lists the hours you worked, the rate you’re paid, every tax and benefit deduction, and the final amount that hits your bank account. Think of it as a mini bank statement for each pay period; it keeps both employers and employees on the same page about money.

The Basics: How a Pay Stub Keeps Pay Transparent

While payroll software calculates earnings automatically, a pay stub turns those numbers into something people can read at a glance. It answers three simple questions:

1. What did I earn? – gross pay, overtime, bonuses.

2. What was taken out? – federal and state taxes, Social Security, Medicare, 401(k), health-care premiums, garnishments.

3. What do I take home? – the net pay that lands via direct deposit or printed check.

Because every deduction is itemized, staff can spot errors quickly and HR can resolve disputes before they snowball.

Key Parts of a Pay Stub Explained

A standard pay stub includes these building blocks:

Employees often save stubs to verify income for loans, rentals, or visa applications because lenders trust the detailed breakdown.

Are Pay Stubs Required by Law?

No federal rule forces companies to hand out pay stubs, but most states do. For example, California, New York, Florida, and Ohio mandate that workers receive a written or electronic wage statement each pay period. Even in states without a statute, providing a pay stub is smart business practice: it builds trust, meets Fair Labor Standards Act record-keeping rules, and protects employers during audits.

Benefits of Pay Stubs for Employees and Businesses

• Financial clarity. Staff can track gross pay, deductions, and net pay without waiting for a W-2.

• Tax prep. Year-to-date fields make it easy to estimate quarterly taxes or adjust withholding.

• Dispute prevention. Visible hours worked and overtime rates let workers flag discrepancies fast.

• Compliance cushion. Stubs document minimum-wage and overtime calculations, shielding the company from penalties.

• Loan support. Banks accept printed or PDF pay stubs as proof of steady income.

A well-designed pay stub does more than satisfy regulations—it boosts morale by proving the company values accuracy and openness.

How to Create Pay Stubs the Easy Way

1. Use payroll software. Solutions like Shifton’s integrated payroll engine export a professional PDF with one click.

2. Confirm state rules. Some jurisdictions demand specific line items (e.g., sick-leave balance in California).

3. Automate deductions. Link benefits, garnishments, and retirement contributions so each pay stub is calculated the same way every run.

4. Offer self-service. Let employees download historical stubs from a secure portal; no more emailing PDF attachments.

5. Archive for at least three years. This meets Fair Labor Standards Act guidance and simplifies year-end reporting.

Conclusion

A pay stub is your paycheck’s receipt, translating payroll math into plain English. It records gross wages, taxes, deductions, and the net amount you actually receive, giving both workers and employers a clear audit trail. Whether required in your state or not, distributing accurate stubs—electronically or on paper—reduces confusion, speeds up tax prep, and proves your company values transparency. With modern HR tools like Shifton, generating compliant pay stubs takes minutes, not hours, and keeps everyone confident that every cent is counted.