When it comes to streamlining your payroll process, consistency is key. That’s why a standardized pay stub template isn’t just a nice-to-have, it’s essential. Whether you’re a small business owner issuing a handful of paychecks each month or managing payroll for a growing team, using a well-structured, easy-to-edit check stub template can help ensure accurate record keeping, transparency with employees, and compliance with state laws like Ohio's recent requirement for detailed pay statements.
With the rise of digital documentation and remote work, providing clear and comprehensive employee pay stubs has never been more important. These documents not only support employee trust but also offer crucial documentation for everything from tax filing and loan applications to resolving disputes.
Below, we’ve rounded up five free pay stub templates to help you create pay stubs that reflect employee earnings clearly and professionally. Each template is built in Google Sheets for quick customization and easy distribution.
Pay Stub Templates
Basic Pay Stub Template
The basic pay stub template is a straightforward, receipt-style document that captures all the required information for a standard paycheck stub. It includes fields for regular pay, holiday pay, benefits contributions, and taxes withheld — with both current and year-to-date (YTD) values. This layout helps both employers and employees maintain a clear view of compensation trends over time.
Benefits of this template:
- Tracks gross pay, deductions, net pay, and total hours
- Includes a sick leave tracker and summary section
- Fully editable and ready for printing or digital distribution
- Designed for small businesses, freelancers, and contract work
This is a great starting point for small businesses or contractors looking to generate pay stubs quickly and affordably while maintaining professional standards.
Download Basic Pay Stub Template
Pay Stub Template With PTO
If your company offers multiple types of paid time off, the pay stub template with PTO adds much-needed clarity. At the top of the stub, a table tracks hours accrued, used, and remaining for vacation, sick leave, and personal time. This format empowers employees by giving them real-time visibility into their time-off balances.
Benefits of this template:
- Integrated time-off tracking alongside employee’s earnings
- Includes gross pay, tax withholdings, and benefits contributions
- Clean, printable format for record keeping and employee access
- Ideal for businesses with generous leave policies or compliance requirements
This version supports transparency in PTO policies and simplifies compliance with internal leave tracking.
Download Pay Stub Template With PTO
Pay Stub Template With Overtime
For teams with hourly workers, the pay stub template with overtime includes dedicated fields for overtime hours at 1.5x pay, in addition to regular hours and holiday pay. Overtime calculations are clearly delineated, helping ensure fair compensation and minimize payroll errors.
Benefits of this template:
- Overtime tracking for hourly employees
- Year-to-date tracking for each payroll category
- Pre-tax and post-tax deduction fields
- Optimized for high-compliance industries and unionized workforces
Use this to generate accurate pay stubs that reflect all types of employee compensation — ideal for manufacturing, service, and healthcare sectors.
Download Pay Stub Template With Overtime
Pay Stub Template With PTO and Overtime
Need the best of both worlds? The pay stub template with PTO and overtime combines time-off tracking and overtime calculation into one streamlined document. It’s an all-in-one solution for employers juggling a mix of salaried and hourly employees.
Benefits of this template:
- Displays time-off balances and overtime hours earned
- Includes earnings, deductions, employer contributions, and net pay
- Easy-to-read, dual-column format for current and YTD data
- Supports complex pay structures with mixed workforces
This is one of the most comprehensive free pay stub template in our collection and is especially helpful for HR teams managing diverse employee types.
Download Pay Stub Template With PTO and Overtime
Contractor Pay Stub Template
Freelancers and self-employed workers need pay documentation too. The contractor pay stub template is designed for independent contractors and project-based work. It’s structured to reflect how contractors bill for their time or services, offering flexibility for different contract types.
Benefits of this template:
- Itemized task-based pay with rate, hours, and deductions
- Includes contractor and company name, invoice numbers, and PO references
- Tracks cumulative payments over time with a YTD column
- Fully customizable and ready to support tax season or client audits
Whether you’re a contractor creating proof of income or a business owner documenting payments, this check stub template is a user-friendly option for your record keeping.
Download Contractor Pay Stub Template
Choosing the Right Pay Stub Template
Every business is unique, and so are your payroll needs. When choosing a pay stub template, consider the following:
- Employee details: Do you need to include PTO balances, overtime hours, or special deductions?
- Level of customization: Will you be adding your company logo, adjusting colors, or inserting new fields?
- Payroll process: Are you issuing pay stubs every pay period via direct deposit, or printing physical checks?
- Business type: Are you hiring W2 employees, 1099 contractors, or both?
A great pay stub template should include all required information: employee name, company information, pay period, pay date, hourly rate, number of hours worked, gross pay, net pay, deductions, and year-to-date summaries. Not only does this simplify record keeping, but it also supports accurate reporting during tax season and increases employee trust in your payroll process.
Key Elements of Pay Stubs
A clear and complete pay stub should include the following elements:
Pay Stub vs. Pay Check
A pay stub (also called a paycheck stub or check stub) itemizes an employee's earnings, taxes, and deductions, while a paycheck is the actual payment — either in paper form or via direct deposit. While a paycheck delivers the money, the pay stub delivers the context.
Pay stubs are often required as proof of income for things like mortgage applications, lease agreements, and financial aid. For employers, they offer a transparent snapshot of payroll practices and help meet federal and state record-keeping requirements.
Most modern payroll platforms generate electronic pay stubs, reducing the need for physical checks and supporting secure digital documentation.
Improve Your Payroll Processes With Lattice
While a free pay stub template can help small teams or freelancers manage payroll manually, businesses looking to scale need a more automated, centralized solution. Lattice HRIS streamlines your payroll workflows by:
- Automatically generating employee pay stubs and tracking acknowledgments
- Making employee details and compensation history accessible in one place
- Ensuring all required information is collected and documented for compliance
Documentation like pay stubs plays a critical role in supporting employee engagement, legal compliance, and financial transparency. With Lattice, your HR team can simplify payroll documentation and give employees self-service access to what they need — whenever they need it.
To get started, take a self-guided tour or schedule a demo to see how Lattice can help you simplify your payroll process and support your employees with ease.
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✨ Disclaimer: This resource was developed with the help of artificial intelligence, though reviewed, edited, and approved by (real) humans.
