A payment stub is the document your employer gives you alongside your paycheck that breaks down how much you earned and what was deducted

Whether you receive a physical paper stub or a digital one through your employer's payroll system, this document shows your gross pay (what you earned before deductions), the taxes and other amounts withheld, and your net pay (what you actually take home). It covers a single pay period — usually one week, two weeks, or one month, depending on how often your employer pays.

Payment stubs matter because they are proof of income. Landlords, lenders, and government programs use them to verify that you work and how much you earn. They also let you catch payroll errors before they compound — if your hours are wrong or a deduction is missing, the stub is where you spot it first.

Key Takeaways

  • A payment stub shows your gross pay, deductions, and net pay for a single pay period and serves as proof of current income.
  • Employers must provide a stub with every paycheck, either printed or through a find online portal you can access anytime.
  • The stub lists federal and state taxes, Social Security, Medicare, and any voluntary deductions like health insurance or retirement contributions.
  • You should keep stubs for at least one year to verify your annual income and catch errors before they affect your taxes or benefits.

What appears on a payment stub

The top section identifies you and the pay period. It shows your name, employee ID, the dates the pay period covers, and the date you were paid. This matters because you may have multiple stubs from the same employer if you worked there across different periods.

The earnings section lists your gross pay — the total you earned before anything was taken out. If you are paid hourly, it shows your hours worked and hourly rate. If you are salaried, it shows your salary for that period. Some stubs also break out overtime, bonuses, or shift differentials separately.

The deductions section is where most of the detail lives. Federal income tax withholding is what your employer sends to the IRS based on the W-4 form you filled out when you were hired. Social Security tax (6.2% of your gross pay) and Medicare tax (1.45% of your gross pay) are mandatory. State and local income taxes appear here if your state or city collects them. Voluntary deductions — health insurance premiums, retirement plan contributions, flexible spending account deposits — also show here.

The bottom line is your net pay, the amount that actually hits your bank account or appears on your check. This is gross pay minus all deductions.

How to read the year-to-date totals

Most stubs include a year-to-date (YTD) column alongside each pay period amount. This running total shows how much you have earned, how much tax has been withheld, and how much you have taken home since January 1 of that year. YTD numbers let you spot patterns — if your withholding suddenly jumps, or if your hours drop sharply, the YTD column makes it visible.

The YTD total for Social Security tax stops growing once you hit the annual wage cap, which changes each year. In 2024, that cap was $168,600 — once you earn that much, Social Security tax stops being withheld from your remaining paychecks that year. Medicare tax has no cap and continues all year. This is why your net pay may look different in December than it did in January, even if your hours stayed the same.

Why employers must provide payment stubs

Federal law requires employers to give you a stub with every paycheck. Most states have the same requirement, and some states are stricter — they require stubs to be provided in a specific format or within a certain timeframe. If your employer pays you electronically, they must give you access to your stub electronically, usually through a payroll portal or app.

If you do not receive a stub, or if your stub is missing information, tell your employer in writing. Keep a copy of that message. If the problem continues, you can file a wage claim with your state's labor department — they investigate whether your employer is breaking wage and hour law.

Keeping stubs for proof of income

Landlords typically ask for recent stubs — usually the last two or three — to verify you have steady income. Lenders want stubs when you explore for a mortgage, car loan, or credit card. Government programs that determine income-based benefits use stubs to confirm what you earn. In all these cases, the stub is official proof because it comes directly from your employer and shows your actual earnings, not an estimate.

Keep stubs for at least one year. At tax time, you can compare your stubs to your W-2 form (which your employer sends in January) to make sure the totals match. If you find a discrepancy, your stubs are the evidence you need to correct it. After a year, you can discard them unless you are dealing with a specific claim or dispute.

Digital stubs and online access

Many employers now use payroll software that lets you view and read your stubs online instead of printing them. You log into a portal with a username and password, and your stubs are there to view anytime. Some employers still print stubs and hand them to you or mail them; both methods are legal as long as you receive one with each paycheck.

If you lose access to your online portal — you change jobs, forget your password, or the company switches payroll systems — contact your employer's payroll or HR department. They can print old stubs for you or give you access to an archive. Many employers keep stubs available for several years, though they are not required to by law.

Common mistakes on payment stubs

The most frequent error is wrong hours. If you worked 40 hours but your stub shows 38, or if overtime is missing, catch it when ready. Tell your payroll department in writing and ask them to correct it on the next check. Do not assume it will fix itself.

Tax withholding errors happen too. If you recently changed your W-4 — because you got married, had a child, or took a second job — your withholding should change on your next paycheck. If it does not, follow up. Withholding mistakes compound over the year and can mean a big tax bill or a smaller refund than you expected.

Missing deductions are less common but matter. If you contribute to a retirement plan or a health savings account and it does not appear on your stub, ask payroll to verify the deduction is set up. If you recently started a new insurance plan and the premium is not showing, make sure it was processed.

Frequently Asked Questions

What is the difference between gross pay and net pay?

Gross pay is what you earned before any deductions. Net pay is what you take home after taxes and other deductions are subtracted. If your gross pay is $2,000 and your deductions total $400, your net pay is $1,600.

Can my employer refuse to give me a payment stub?

No. Federal law requires employers to provide a stub with every paycheck. If your employer refuses or consistently fails to provide one, contact your state's labor department to file a wage claim.

Do I need to keep every payment stub forever?

No. Keep stubs for at least one year so you can verify your W-2 at tax time and have proof of income if you need it. After that, you can discard them unless you are involved in a specific dispute or claim.

Why did my net pay go down if my hours stayed the same?

Several things could cause this: your tax withholding changed (usually because you updated your W-4), a new deduction started, or you hit the Social Security wage cap. Check your stub's deduction section to see what changed.

What should I do if I find an error on my payment stub?

Contact your payroll or HR department in writing and describe the error — wrong hours, missing deduction, incorrect tax withholding. Ask them to correct it and confirm when the correction will appear. Keep a copy of your message and their response.