How to Create a Pay Stub Statement

by Grace Ferguson; Updated September 26, 2017
Pay Stub

A pay stub is a statement that details an employee’s earnings for a particular pay date. The employee’s year-to-date (YTD) taxes and other deductions may also be reflected on the pay stub. If an employer cannot afford to purchase payroll software or if he is the sole employee, he may need to create pay stubs to use as proof of income. A pay stub can be created online or by using a spreadsheet.

Step 1

Go to Paycheckcity.com and select the basic package. To print your earnings statement you will need to register for a free membership. If you would like to create the pay stub and view it only, you do not need to register. If you opt to register, Paycheckcity.com will e-mail a user ID and access code to you. The access code can be changed when you sign in.

Step 2

Choose either the salary paycheck calculator or the hourly paycheck calculator. Enter the required information. For instance, for an hourly pay stub, enter the tax year, state, pay rate, hours, gross pay, gross year-to-date (if applicable), pay frequency, federal and state tax information, voluntary deductions such as medical or retirement contributions, and amount.

Step 3

Click “Calculate” to view your pay stub. Click “Print” if applicable. Your earnings statement will also have the basis for calculations such as year-to-date information and any extra taxes you choose to have withheld.

Step 4

Create your pay stub using a Microsoft Excel spreadsheet. Open a new spreadsheet in Excel. Select the number of cells your headings will encompass. Typically, your pay stub headings will include: week ending, regular hours, regular pay rate, regular pay, overtime hours, overtime pay rate, overtime pay, gross pay, federal tax, state tax, Social Security, Medicare, and net pay. Select “Format” and then “Cells.” Select “Alignment,” “Wrap Text” and click “OK.”

Step 5

Go to “Format” and format each heading in Step 4 by date, number or currency. Save the file so you can have it as a pay stub template for future use. Enter the information for each column and print the statement.

About the Author

Grace Ferguson has been writing professionally since 2009. With 10 years of experience in employee benefits and payroll administration, Ferguson has written extensively on topics relating to employment and finance. A research writer as well, she has been published in The Sage Encyclopedia and Mission Bell Media.

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