What has to be on a pay stub?

Quick answer: what usually has to be on a pay stub

In most U.S. states, employers provide pay stubs (sometimes called wage statements) that show the employee’s earnings and deductions for the pay period.

The exact required items can vary by state, but a compliant pay stub commonly includes: gross pay, deductions, net pay, pay period dates, and year-to-date totals. Your payroll provider can generate a pay stub that matches your state rules.

RunWise Pay is a free matching service, not a payroll provider—so we can help you connect with a payroll service that handles pay stubs and payroll reporting. Before you hire, confirm what’s included in writing.

• Confirm your state’s wage-statement (pay stub) requirements—rules vary and can change.

Core items most pay stubs should show (practical checklist)

Use this checklist when reviewing a pay stub from any payroll system. If something looks missing, ask your provider to explain or add it.

1. Employer and employee basics (often includes the employer name/address and employee name).
2. Pay period dates (start and end dates for the pay run).
3. Hours and rate details (if paid by the hour): hours worked, hourly rate, and overtime hours if applicable.
4. Gross pay (total earnings before deductions).
5. Itemized deductions (what was withheld and how it breaks down).
6. Net pay (take-home amount after deductions).
7. Year-to-date (YTD) totals for earnings and key withholdings (often earnings and some deductions).
8. Payment method or payment date (for example, direct deposit date) and sometimes the check number.

If your business pays commissions, bonuses, tips, or multiple pay types, the stub should clearly separate the earnings so employees understand what they were paid for.

Because state requirements differ, treat this as a “most common” list—not a guarantee for your specific state. Confirm specifics with a qualified payroll provider or your accountant/HR professional, and check current IRS/state guidance yourself.

• A pay stub should be easy for employees to understand: what period, what you earned, what was taken out, what you received.

Deductions & taxes: what employees expect to see

Payroll deductions usually fall into a few buckets: federal and state income taxes, Social Security and Medicare (FICA), and other items like health insurance or retirement contributions (if your business deducts them).

A good pay stub shows deductions in an itemized way, not just one total number. For example, employees should be able to tell how much was withheld for each category and how it affects their net pay.

If you operate in more than one state, be careful: pay stub rules and withholding requirements can differ. Your payroll provider should be set up correctly for each employee’s state and pay location.

General information only: rules and calculations can be affected by IRS settings, state law, and employee elections. Confirm your setup with the payroll provider and review the pay stubs before you run payroll the first time (or after a switch).

• Ask whether the pay stub includes both “this pay period” amounts and “year-to-date” totals.

How often you must provide pay stubs (and how to handle switching providers)

Many states require pay stubs to be provided with each pay run, but the “how and when” can vary. Some states require a certain timing around payday (for example, providing it on or before the time wages are due).

When you switch payroll providers, one common risk is missing stub formatting or missing required fields because settings weren’t carried over. Before the first pay run with a new provider, check the stub output for at least one regular employee.

Here’s a safe way to handle it:
1. Confirm your state wage-statement rules (including what must be itemized).
2. Run a test pay run (if the provider offers this) or review a sample pay stub.
3. Verify required fields are present: pay period dates, gross, deductions, net, and YTD totals.
4. Confirm how pay stubs will be delivered (print, online portal, email alerts, etc.).
5. Keep copies for your records.

RunWise Pay is free for you and helps businesses get matched with payroll services—but you stay in control. Compare quotes and documentation, and confirm what’s included in writing before you sign.

Typical payroll service costs can vary a lot depending on team size and pay frequency (for example, a base monthly fee plus a per-employee fee is common). Ranges are not quotes—ask the provider to share an itemized price and confirm the pay stub features are included.

• Switching providers: verify pay stubs in writing before the first real pay run.

Pay stub red flags to watch for (before you trust a payroll system)

If something feels off, it probably is. Watch for these payroll red flags:

• Vague pricing that doesn’t explain what’s included (ask for an itemized list).
• Missing or unclear pay stub sections (especially pay period dates, gross vs. net, or deduction breakdowns).
• “We’ll handle everything” promises without a written confirmation of what will be produced (confirm what’s included in writing).
• Poor support when you have questions about pay statements.
• Pressure to sign quickly before you review sample pay stubs.
• No clear way to access or download past pay stubs.

A pay stub is employee-facing documentation. If the stub doesn’t clearly show earnings and deductions, it can lead to employee confusion and payroll disputes.

General information only: for tax and compliance responsibilities, confirm requirements with a qualified payroll provider and/or accountant/HR professional, and double-check current IRS and state rules and deadlines yourself.

• If required fields are missing, ask the provider to fix it before you run payroll.

Need a payroll service that handles pay stubs and compliance?

If you’re setting up payroll for the first time, switching providers, or fixing a pay stub problem, you don’t have to figure it out alone. RunWise Pay is a free matching service that connects small and mid-size U.S. businesses with payroll service providers.

To get matched, you’ll share business contact and intent details—like your business name, contact name, phone, state, how many people you pay, and your preferred language. We do not collect employee SSNs, EINs, bank account numbers, or any employee personal records.

Next steps:
1. Get matched with providers that support your state and pay needs.
2. Review provider quotes and ask how they generate pay stubs (including what fields are shown).
3. Confirm what’s included in writing, including pay stub delivery and archive access.
4. Choose the provider you want—RunWise Pay does not hire on your behalf.

If cost comes up, ask for the full pricing structure. Common cost patterns include a base monthly fee plus a per-employee fee, but the real number depends on your team size, pay frequency, state, and included features. Ranges are not quotes.

• Start with a sample pay stub—clear fields make compliance easier.