12 Best Pay Stub Templates

1. Standardize Essential Fields
Include core information such as employer name, employee name, pay period, gross pay, deductions, taxes, net pay, and year-to-date totals in a consistent order and labeling across all templates. This consistency reduces confusion and makes it easy for employees and payroll auditors to read.

2. Include Compliance and Disclaimer
Ensure withholdings, benefits, and other deductions are accurate and clearly itemized, and add a disclaimer stating the template is not a tax document. Include a note about year-to-date figures and who to contact with questions.

3. Automate Calculations and Audit Trails
Use formulas for all totals and deductions, lock important fields to prevent accidental edits, and include a unique stub or reference ID. Save a printable, uneditable PDF version for records to maintain a clear audit trail.