How to Make a Pay Stub (What It Must Show, with a Free Maker)
A pay stub is the itemized record that shows how a paycheck went from gross pay to the amount that actually hit the bank. Employees use it to prove income; employers and the self-employed use it to keep clean, defensible payroll records.
This guide covers exactly what a correct pay stub must show, how each number is calculated, and when you are likely to be asked for one.
What a pay stub must include
A complete pay stub lets anyone reconstruct the paycheck from top to bottom. Include:
- Employer name and address, and the employee's name.
- The pay period dates and the pay date.
- Gross pay — hours worked times rate, plus any bonuses or overtime.
- Each tax withheld: federal, state, Social Security and Medicare.
- Other deductions: health insurance, retirement, garnishments.
- Net pay — the take-home amount.
- Year-to-date totals for pay and each deduction.
From gross pay to net pay
Start with gross pay: regular hours times the hourly rate, plus overtime (typically 1.5x over 40 hours a week) and any bonuses. From there, subtract taxes and deductions to reach net pay.
Getting the order and the year-to-date columns right matters — lenders and agencies read those running totals to verify income over time, not just a single check.
When you need a pay stub
Pay stubs come up whenever someone has to prove steady income:
- Renting an apartment — landlords ask for recent stubs.
- Applying for a mortgage, auto loan or personal loan.
- Verifying income for benefits or immigration paperwork.
- Keeping records as a self-employed contractor who pays themselves.
Keep it accurate and consistent
A pay stub is a financial record, so accuracy is non-negotiable — the numbers must reconcile with your payroll and tax filings. Never invent figures on a stub; a false pay stub used to obtain credit is fraud.
Keep the format consistent period to period so year-to-date totals add up cleanly, and retain copies for your records and the employee's.
Frequently asked questions
Is a pay stub the same as a paycheck?
No. The paycheck (or direct deposit) is the money; the pay stub is the itemized statement explaining how gross pay became net pay after taxes and deductions.
Do employers have to provide pay stubs?
Most US states require employers to give employees an itemized wage statement each pay period, though the exact rules vary by state. Even where not required, it is standard practice.
Can I make my own pay stub if I am self-employed?
Yes — self-employed people often generate pay stubs to document the income they pay themselves. The figures must accurately reflect real earnings and any taxes set aside.
How do I create a pay stub?
Use PaperKit's free Pay Stub Maker to enter hours, rate and deductions and get a clean, itemized PDF pay stub with gross, net and year-to-date totals in minutes.