How to Make a Pay Stub in 2026 (Step-by-Step Guide)

Whether you're an authorized small business owner, freelancer, or independent contractor, knowing how a pay stub is structured can help with payroll review and record-keeping. A user-created draft does not independently prove income or employment.

What Is a Pay Stub?

A pay stub (also called a paycheck stub, earnings statement, or wage statement) is a document that accompanies each paycheck. It details your gross earnings, tax withholdings, deductions, and net pay for a specific pay period.

Pay stubs typically include:

• Employee information — name, address, SSN (last 4 digits)
• Employer information — company name, address, EIN
• Pay period dates — start date, end date, pay date
• Earnings — hourly rate × hours worked, or salary amount
• Tax withholdings — federal income tax, state income tax, Social Security, Medicare
• Deductions — health insurance, retirement contributions, etc.
• Year-to-date totals — cumulative earnings and deductions

Step-by-Step: Creating Your Pay Stub

Step 1: Gather Your Information

Before generating a pay stub, collect:

• Your full legal name and address
• Your employer's name, address, and EIN (Employer Identification Number)
• Your pay frequency (weekly, bi-weekly, semi-monthly, or monthly)
• Your hourly rate or annual salary
• Hours worked during the pay period
• Any overtime hours

Step 2: Choose a Pay Stub Generator

An online pay stub generator can organize genuine payroll inputs and provide configurable estimates. BestPaystubGen uses a simplified federal annualization method and state profiles described in its methodology; those estimates must be checked against current official instructions and real payroll records.

Step 3: Enter Your Employment Details

Fill in the employer and worker information only when you are authorized to do so. Make sure every detail matches genuine source records.

Step 4: Set Your Pay Period

Select your pay frequency and the dates for this specific pay period. The generator will automatically calculate year-to-date totals based on your selections.

Step 5: Enter Your Earnings

Input your hourly rate and hours worked, or your salary amount. If you have overtime, enter those hours separately — overtime is typically calculated at 1.5× your regular rate.

Step 6: Review and Download

Review all entered and estimated amounts, including:

• Federal income tax estimate — based on the selected status and simplified annualization assumptions
• State income tax — varies by state (some states like Texas and Florida have no state income tax)
• Social Security — 6.2% of gross earnings (up to $184,500 in 2026)
• Medicare — 1.45% of gross earnings

Compare the complete draft with current official instructions and source records before exporting the PDF.

Verify Current Federal Instructions

Federal withholding is not determined by tax brackets alone. It can depend on pay frequency, Form W-4 inputs, additional withholding, supplemental wages, and current IRS procedures. Review IRS Publication 15-T and IRS Publication 15 for the current official method.

Who Needs Pay Stubs?

• Small business owners paying employees
• Freelancers organizing genuine earnings records
• Independent contractors (1099 workers)
• Self-employed individuals reconciling invoices, platform statements, and business payments
• Workers reviewing employer-issued wage statements

Tips for Accurate Pay Stubs

1. Double-check all information — reconcile every field with genuine records
2. Use current official instructions — rules can change during the year
3. Include all deductions — pre-tax and post-tax
4. Keep copies — store digital copies for your records
5. Reconcile year-end totals — employer-issued forms and payroll records remain authoritative

Frequently Asked Questions

Is it legal to make your own pay stub? An authorized employer may prepare an accurate pay statement, and an individual may organize genuine figures for personal records. A generated draft does not independently verify income or employment and must not impersonate an employer or misrepresent historical payroll.

How much does it cost to make a pay stub? You can preview pay stubs for free with BestPaystubGen. Professional watermark-free PDFs start at $7.99 for a single stub or $14.99 for a 3-pack.

What information do I need to make a pay stub? You'll need employer details (name, address, EIN), employee details (name, address, SSN), pay period dates, and earnings information (hourly rate/salary and hours worked).

Ready to create your first pay stub? Try the free generator →