Before distributing pay stubs to your employees, you want to ensure that all essential details are included, from total earnings to deductions and taxes. With our handpicked selection of the five best pay stub templates in Google Docs, you can guarantee that every crucial element is captured accurately.
These templates are designed to streamline the payroll process so you can create organized and comprehensive pay stubs effortlessly. Don’t overlook any crucial information — read on to discover the best free pay stub templates for your needs.
Table of Contents
What Is a Pay Stub?
A pay stub is an official document that provides a detailed summary of an employee’s earnings for a specific period. It outlines the breakdown of their total compensation (or “gross” pay), including pay-related components, such as salary, hourly wages, bonuses, and commissions.
Additionally, a pay stub includes deductions for taxes, insurance premiums, retirement contributions, and other withholdings. The remaining amount (or “net” pay), represents the employee’s take-home income after all deductions have been subtracted.
While pay stubs are not federally required in the United States, some states have laws mandating their provision to employees. Regardless of legal requirements, accurately tracking employee hours and providing transparent compensation information aligns with the Fair Labor Standards Act and promotes fair employment practices.
Related: Free Payroll Template for Google Sheets [Easy 2023 Guide]
What Should a Pay Stub Include?
When creating a pay stub, make sure it includes the following details:
- Employee information (e.g., full name, employee ID, contact information, etc.)
- Start and end dates of the pay period for which the pay stub is generated
- Detailed breakdown of an employee’s earnings, including regular work hours, overtime hours, commissions, bonuses, and paid time off
- Deductions and employee taxes (e.g., federal income tax, social security tax, Medicare tax, and insurance)
- Year-to-date totals, or a summary of the employee’s earnings and deductions from the beginning of the calendar year to the current pay period
- Take-home pay (net pay) after subtracting all applicable deductions from the employee’s gross earnings
- Company or employer information (e.g., full name, address, and contact details)
Remember that pay stubs are different from paychecks. Pay stubs provide a detailed breakdown of an employee’s earnings and deductions, while paychecks only typically indicate the employee’s net pay.
Best Pay Stub Templates in Google Docs
Ready to find a check stub template for your business? Here are our five editable free pay stub templates you can consider:
1. Basic Employee Pay Stub Template
Whether it’s mandatory or optional in your area, giving out pay stubs to your employees offers numerous benefits. Not only does it facilitate accurate tax reporting for employees, but it also helps them understand the deductions applied to their earnings. If you’re looking for a simple yet effective pay stub template, this pay stub template is just what you need.
2. Hourly Wage Pay Stub Template
Are you compensating your employees based on an hourly rate? If that’s the case, this hourly wage pay stub template is a valuable tool for you to use. It allows you to record the total earnings of your workers, including their regular pay, overtime pay, and any additional bonuses. We have also provided designated sections where you can indicate all applicable deductions, taxes, year-to-date ratios, and payment details.
3. Salary Pay Stub with Paid Time-off & Overtime Calculations
If you provide your employees with a fixed salary, this pay stub template is tailored to your needs. In addition to their regular pay, this template offers the flexibility to include other sources of earnings, such as overtime pay or commissions. Furthermore, we have incorporated a convenient balance tracker to help you monitor your employee’s accrued paid time off.
4. Contractor Pay Stub
As an independent contractor, you likely won’t receive a pay stub from your employer. This can make it harder for you to report your income properly during the tax season.
To avoid such a situation, we offer our contractor pay stub template designed specifically for independent contractors like yourself. Simply download the template and fill in your relevant details. Make sure to clearly indicate the contract price, hours worked, and any withholdings in the template.
5. Commission-Based Pay Stub
Pay stubs are not limited to employees on a fixed salary or hourly wages. They are also applicable to employees paid on commissions. So, we designed this template in compliance with the Fair Labor Standards Act, which states that commission-based employees should also have a base salary. This template also allows you to indicate the commission rate, earnings, deductions, and other necessary information relevant to commission-based compensation.
Why Use Our Templates
In addition to the added convenience these templates offer, here are several other compelling reasons why you should use our pay stub template downloads:
Our pay stub templates are designed with all the standard fields required, including employer and employee information, as well as a comprehensive breakdown of earnings and deductions. This provides transparency and helps employees understand how their pay is allocated.
We understand that every business is unique, so our templates are easily customizable. You can add or remove sections as needed and tailor them to match your company’s branding. What’s more, you have the flexibility to include any additional information specific to your business requirements.
Consistency is key when it comes to pay stubs. Our templates are designed with an easy-to-understand structure to ensure a uniform layout and format. If you need to generate multiple pay stubs, you can conveniently duplicate the template using the “Make a copy” feature in Google Docs.
How to Make Pay Stubs for Employees
Already have a copy of one of our templates? Start making your employee pay stubs by following the instructions below:
Step 1: Gather Employee Information
Collect the essential details from your employee, such as their full name, address, social security number, employee ID, and any other relevant identification or contact information.
Step 2: Determine the Pay Period
Clearly indicate the start and end dates for each pay period. This ensures that the pay stub accurately reflects the specific time frame to which it applies.
Step 3: Calculate Earnings and Deductions
Calculate your employee’s gross pay according to their hourly rate or salary. This might involve their regular work hours, overtime, commissions, bonuses, and any other applicable earnings.
Then, calculate the applicable deductions from the employee’s earnings. Common deductions include federal and state income tax withholdings, social security taxes, and Medicare taxes. Other deductions, such as health insurance premiums and retirement contributions, may also apply.
To determine your employee’s net pay, simply subtract the deductions from the gross pay.
Step 4: Use Pay Stub Templates
Once you have completed the calculations, input the figures into one of our pay stub templates along with your employee’s information. Accurately enter their earnings, deductions, and net pay based on the calculations for the specific pay period.
Review the pay stubs carefully for any errors before distributing them to your employees.
Frequently Asked Questions
Why Do Banks Ask for Pay Stubs?
When applying for financial products, such as loans or mortgages from a bank, it is common for them to request pay stubs. This helps them verify your income, assess your creditworthiness, and comply with regulations.
Does Google Docs Have a Pay Stub Template?
There is no pay stub template available in the Google Docs Template Gallery. However, if you need a ready-to-use pay stub template, feel free to browse our collection at Spreadsheet Point.
Why Is a Pay Stub Important?
Some U.S. states, such as New York, may require employers to generate and issue pay stubs. They can also serve as important documents in employee tax reporting. Meanwhile, employees can utilize pay stubs to track their earnings, deductions, and taxes.
Although not federally required, some state laws may mandate the provision of pay stub templates. If this is the case, you can easily create these documents by using one of our five best pay stub templates in Google Docs.
Need more of these advanced resources? Check out our premium templates today, by using the code “SSP” to get them at 50% off!