What is a pay stub? A pay stub is the statement that comes with each paycheck or direct deposit. It shows how your pay was calculated: your gross earnings, every tax and deduction taken out, your net pay and running year-to-date (YTD) totals. You may get it on paper or through an online payroll portal.
What does a pay stub mean at work?
Your pay stub is your paycheck’s receipt. It lets you check that you were paid for the right hours at the right rate and that deductions are correct.
You may hear it called a pay slip, earnings statement, pay statement or check stub. They all mean the same thing.
The federal Fair Labor Standards Act requires employers to keep pay records, but it doesn’t require them to give employees a pay stub. Many states do require pay statements, and some, such as California and New York, list exactly what each statement must show. Most employers provide them anyway. Your state labor department can tell you the rules where you work.
How to read every line of a pay stub
1. Header information
- Employee and employer details: names, address and sometimes an employee ID.
- Pay period: the dates the pay covers, for example Oct 1–Oct 14.
- Pay date: the day you were paid.
2. Earnings
- Regular pay: hours × rate, or your salary for the period.
- Overtime (OT): extra hours, usually at 1.5× for non-exempt workers.
- Other earnings: bonus, commission, holiday pay, PTO used, shift differential.
- Gross pay: the total of all earnings before deductions.
3. Taxes
- FIT or Fed W/H: federal income tax withheld, based on your W-4.
- SS, OASDI or FICA-SS: Social Security tax.
- MED or FICA-MED: Medicare tax.
- SIT or State W/H: state income tax, where it applies.
- Local tax, SDI or PFL: city or county tax, state disability or paid family leave, in some states.
4. Deductions
- Pre-tax: traditional 401(k), health insurance, HSA, FSA.
- Post-tax: Roth 401(k), some life insurance, union dues, wage garnishments.
5. Net pay and YTD
- Net pay: what you actually receive.
- YTD: year-to-date totals for every line since January 1 (or the start of your employer’s tax year).
- PTO balance: many stubs also show leave used and remaining.
Sample pay stub summary
| Line | This period | YTD |
|---|---|---|
| Regular pay (80 hrs × $24) | $1,920.00 | $38,400.00 |
| Overtime (4 hrs × $36) | $144.00 | $1,296.00 |
| Gross pay | $2,064.00 | $39,696.00 |
| Total taxes | −$340.00 | −$6,540.00 |
| Total deductions | −$180.00 | −$3,600.00 |
| Net pay | $1,544.00 | $29,556.00 |
Figures are made up to show the layout.
Examples of pay stubs in emails and messages
Payroll email: “Your pay stub for the Oct 15 pay date is now available in the portal.”
Employee to HR: “My pay stub shows 72 hours, but I worked 80. Can you check?”
Landlord request: “Please send your two most recent pay stubs with the rental application.”
Pay stub vs W-2
| Pay stub | W-2 | |
|---|---|---|
| How often | Every payday | Once a year |
| Shows | One paycheck plus YTD totals | Full-year wages and taxes |
| Used for | Checking pay, proof of income | Filing your tax return |
How to use your pay stub correctly
- Check hours and rate every time. Compare against your timesheet.
- Look for new or changed deductions. Benefit changes often appear here first.
- Watch YTD totals near year-end. They should match your W-2.
- Save copies. Lenders, landlords and agencies often ask for recent stubs.
- Report errors quickly. Contact payroll with the pay date and the line you think is wrong.
What should you check on every pay stub?
It takes about two minutes to check a pay stub, and it’s the easiest way to catch a payroll mistake early. Look at these each time:
- Pay period dates: are they the dates you actually worked?
- Hours and rate: do regular and overtime hours match your own records?
- Gross pay: does hours × rate, plus any bonus or shift differential, add up?
- Tax withholding: did federal tax change without a W-4 update or a raise?
- Deductions: are health, 401(k) and other deductions the amounts you chose?
- PTO balance: if your stub shows it, is your paid time off building up as expected?
- Net pay: does it match what reached your bank account?
What should you do if your pay stub is wrong?
Most payroll errors are honest mistakes, such as a missed timesheet or an old deduction amount. Here’s a calm way to get them fixed:
- Write down the problem. Note the pay date, the line that looks wrong and what you expected.
- Contact payroll or HR in writing. A short email creates a record: “My stub for the June 14 pay date shows 72 hours, but I worked 80. Can you check?”
- Ask when the fix will appear. Corrections often show up on the next regular paycheck as an adjustment line.
- Check the next stub. Make sure the correction actually happened.
If you believe wages you’re owed are not being paid and talking to your employer hasn’t helped, the U.S. Department of Labor’s Wage and Hour Division handles federal minimum wage and overtime complaints. Many states have their own labor department as well.
How long should you keep your pay stubs?
At a minimum, keep each year’s stubs until you receive your Form W-2 and confirm the year-end totals match your last stub. Many people keep them longer, because stubs are useful proof of income for apartment applications, loans and disputes about pay. If your employer uses an online payroll portal, download copies before you leave the job, since access often ends when your employment does.
Related terms
See more in our Payroll and Tax hub.
FAQ
Is a pay stub the same as a paycheck?
No. The paycheck or direct deposit is the money. The pay stub is the statement that explains how that amount was calculated.
Are employers required to give pay stubs?
Federal law does not require pay stubs, but many states do. Most employers provide them on paper or online.
What does OASDI mean on a pay stub?
OASDI stands for Old-Age, Survivors and Disability Insurance. It is the Social Security tax withheld from your pay.
How do I get a copy of an old pay stub?
Check your employer’s payroll portal or ask HR or payroll. Many employers keep several years of pay records.
Can a pay stub be used as proof of income?
Yes. Landlords, lenders and government programs often accept recent pay stubs as proof of income.
Sources
- U.S. Department of Labor: Fact Sheet #21, Recordkeeping Requirements under the FLSA
- IRS Topic 751: Social Security and Medicare Withholding Rates
This article is general information, not legal or tax advice. Check with a qualified professional for your situation.
