Free download, no email required
Pay Stub Template
One layout in three formats. The Excel file does the arithmetic; the Word and PDF files are for filling in by hand. All three show the fields a wage statement needs in most states.
Excel
.xlsx
Formulas for regular and overtime pay, Social Security and Medicare at 2026 rates, gross pay, total deductions, net pay, and year-to-date carried forward from a prior-YTD column. Yellow cells are inputs. Opens in Google Sheets and Numbers.
Download Excel templateWord
.docx
The same layout as a fill-in document, with bracketed placeholders for every field. No formulas; you enter the amounts. Opens in Google Docs and Pages.
Download Word templateA printable blank of the Word layout for handwriting or for marking up in a PDF editor.
Download PDF templateWhat the template shows
State wage-statement laws differ in detail, but this set of fields satisfies the common core. The state-by-state guide lists the extras some states require, such as hours for salaried staff or accrued sick leave.
- Employer
- Legal name, address, and EIN if you choose to show it.
- Employee
- Name, address, and an employee ID or the last four digits of the SSN. Never the full SSN.
- Pay period
- Start date, end date, pay date, and frequency. The pay date is the one lenders match to deposits.
- Earnings
- Regular and overtime hours at their rates, plus bonus, commission, and other lines, each with a current and YTD amount.
- Taxes and deductions
- Federal, Social Security, Medicare, state, and local tax, then pre-tax and post-tax deductions on their own lines.
- Net pay
- Gross pay less total deductions, current and YTD.
Where a template stops
The template cannot know an employee's federal withholding. That number comes from the W-4, the filing status, the pay frequency, and the IRS percentage-method tables, and state tax adds a second set of tables. It also will not stop Social Security at the $184,500 wage base, apply the Additional Medicare threshold, or notice when January's tables change.
The generator does all of that for every US state and Canadian province, keeps year-to-date per employee, and produces the same fields as a PDF for $2.49 a stub, with a free watermarked preview first. The template is the right tool when you already have the tax figures and want a clean layout; the generator is the right tool when you do not.
Questions
For a filled-in example with every field explained, see the pay stub example.