How to Create a Professional Paystub
Whether you're a small business owner, freelancer, or employer, creating accurate paystubs is essential for payroll management. This comprehensive guide covers everything you need to know about paystub creation, including required information, tax calculations, and state requirements.
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Table of Contents
1. What is a Paystub?
A paystub (also called a pay slip, paycheck stub, or earnings statement) is a document that accompanies an employee's paycheck. It provides a detailed breakdown of earnings, deductions, and taxes for a specific pay period.
While federal law doesn't require employers to provide paystubs, most states have their own requirements. Professional paystubs help with:
- Proof of income for loan applications
- Documentation for rental applications
- Tax filing and record keeping
- Resolving payroll disputes
2. Required Information on a Paystub
A professional paystub should include the following essential information:
Employee Information
- Full legal name
- Address
- Social Security Number (last 4 digits)
- Employee ID (optional)
Employer Information
- Company name
- Business address
- EIN (Employer Identification Number)
Earnings
- Gross pay (before deductions)
- Hourly rate or salary
- Hours worked (regular and overtime)
- Pay period dates
Deductions
- Federal income tax
- State income tax
- Social Security (FICA)
- Medicare
- Health insurance premiums
- 401(k) contributions
3. Understanding Tax Calculations
Accurate tax calculations are crucial for paystub creation. Here's a breakdown of common taxes:
2026 Tax Rates at a Glance
| Social Security (FICA) | 6.2% (up to $168,600) |
| Medicare | 1.45% (no limit) |
| Additional Medicare | 0.9% (over $200k) |
| Federal Income Tax | 10% - 37% (varies) |
Pro tip: Our paystub generator automatically calculates all federal and state taxes based on the employee's location and filing status. No manual calculations needed.
4. State-by-State Requirements
Paystub requirements vary significantly by state. Here's a quick overview:
States Requiring Paystubs
California, Colorado, Connecticut, Hawaii, Iowa, Maine, Massachusetts, Michigan, Minnesota, New Hampshire, New York, North Carolina, Vermont, Washington
Access States
These states require employers to make pay information accessible electronically or upon request.
5. Common Mistakes to Avoid
- ✗Incorrect tax calculations
Always use current tax rates and proper withholding formulas.
- ✗Missing pay period dates
Every paystub must clearly show the pay period start and end dates.
- ✗No year-to-date totals
YTD figures help employees track their annual earnings and tax withholdings.
6. How to Create Your Paystub
Creating a professional paystub is easy with iRunDocs. Our generator automatically handles all tax calculations and formatting.
Enter employer information
Company name, address, and EIN
Add employee details
Name, address, and SSN (last 4)
Input earnings
Hourly rate or salary, hours worked
Review live preview
See your paystub update in real-time
Download PDF
Professional, print-ready document
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