How to Make a Check Stub Template

check in macro image by Alexey Klementiev from

As an employer, you provide pay stubs to employees each payday that include a number of payroll details. If you choose to use a manual payroll system rather than purchasing payroll/accounting software that has a built-in template for paycheck stubs, you may need to create your own template.

Determine how you would like to design the template. If the template is solely for record-keeping purposes, you can keep the design simple, without borders and pictures. If you are distributing the check stub to your employees, you'll want to include your business name, contact information, and logo (if applicable). If you are using an office program such as Microsoft Word, type your business information and insert your logo at the top of the page. If you are using a spreadsheet program such as Microsoft Excel, expand the column and the row in which you would like to insert the information.

Create headings for the template. The check stub headings should include the employee’s name, pay period end date, pay rate, regular hours, regular pay, overtime hours, overtime pay, gross pay, statutory deductions (taxes, etc.), voluntary deductions (e.g. health benefits and retirement contributions) and net pay. Highlight the areas of the spreadsheet/page you wish to place a border around and insert the border.

Enter formulas in the formula bar if you are using a spreadsheet program. If you are using the check stub solely for recordkeeping, you can include more than one payroll stub on the worksheet. Consequently, certain columns, such as regular hours, regular pay, gross pay and net pay, will have totals. Once you have entered the formula for the appropriate columns, the system automatically calculates the totals. Including data from preceding payroll stubs lets you know the total hours and wages paid, as well as deductions withheld thus far.

Save the blank template. Each time you use the template, start by choosing “Save as” to save the new document under a different name before you begin entering data. This will ensure that template remains blank.


  • Assign a record number to each paycheck stub you create.


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.

Photo Credits

  • check in macro image by Alexey Klementiev from