Free Pay Stub Template (2026)
A free, IRS-compliant pay stub template for US employers. Shows gross pay, taxes withheld (federal, state, FICA), pre-tax deductions, net pay, YTD totals, and employer info. Word + PDF.
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What's inside
Employer header
- Company name + address
- EIN (Employer ID)
- Pay period start & end
- Pay date
- Check number
Employee info
- Employee name + ID
- SSN (last 4 only)
- Department
- Filing status
- Allowances
Earnings breakdown
- Regular hours + rate
- Overtime hours + rate
- Holiday pay
- Bonuses + commissions
- Reimbursements (non-taxable)
Deductions
- Federal income tax
- State income tax
- Social Security (6.2%)
- Medicare (1.45%)
- Pre-tax: 401(k), health insurance, HSA
- Post-tax: garnishments, child support, union dues
Net & YTD
- Current pay period net
- Year-to-date gross
- YTD taxes withheld
- YTD net pay
- Available PTO balance
Beyond the template
MyCo automates this workflow
Stop emailing PDFs. MyCo's mobile app handles pay stub (2026) digitally — with e-sign, automatic file storage, and HR record-keeping.
Book Your Free Demo →FAQs
Is providing pay stubs required in the US?
Federal law (FLSA) does not require pay stubs. But most states do require them. California, New York, Texas, Florida all have specific state-level requirements for pay statement contents.
What must a pay stub include legally?
Most US states require: employer name + address, employee name, pay period, gross wages, hours worked, all deductions (itemized), net pay, year-to-date totals. CA, NY, and others add detailed requirements.
How long should I keep pay stubs?
IRS requires employers to keep payroll records for at least 4 years. State requirements may be longer (CA: 4 years; NY: 6 years). Best practice: 7 years total.
Can I provide pay stubs digitally?
Yes, in most states. Employees must be able to access and print them. Some states (CA) require employer to provide a paper copy on request.
Does MyCo generate pay stubs?
Yes. MyCo generates digital pay stubs every payroll run, accessible by employees in the mobile app. PDF download available for any past period. Fully IRS-compliant and state-compliant in all 50 states.