How to Create and Print Out Pay Stubs

Most accounting and payroll software programs make it easy to create and print out check stubs to give to employees along with payroll checks or to show the amount direct-deposited into their bank accounts. However, a small company or independent contractor may use less powerful software or another system, such as hard copy journals, to track payroll. If this is the case, pay stubs can be created and printed using a computer spreadsheet application.

Create a custom header for the spreadsheet with the company's name, address and phone number. To do so in Excel, go to "Header" from the "View" menu and click "Custom Header." Enter the company information and close the header. It will not appear in the spreadsheet window, but it will print onto the pay stub.

Type the employee's name and employee number if applicable into the first row. Follow this information with the pay period and pay date.

Skip two rows beneath the name and type "Regular Pay" into the cell. In the next cell, type "Overtime." Follow with "Vacation," "Holiday," "On Call," and "Sick." Skip another line and create a row for any benefits, such as health insurance or retirement.

Go to the third cell in the third column and enter "Rate." In the next cell to the right, enter "Hours." Follow with "Current" and "YTD." Fill these columns with the numbers that correspond to the first column, pertaining to this employee.

Insert columns for any current and year-to-date taxes to the right of the pay information. Fill in the correct amounts. Enter the gross pay beneath the tax information, followed by the net pay. Doublecheck all figures, and then print the pay stub on the computer printer.

Tips

  • Make sure to save a copy of each employee's pay stub for company payroll records.

Resources

About the Author

Tricia Goss' credits include Fitness Plus, Good News Tucson and Layover Magazine. She is certified in Microsoft application and served as the newsletter editor for OfficeUsers.org. She has also contributed to The Dollar Stretcher, Life Tips and Childcare Magazine.