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Need to Print a Pay Stub? Use One of These Free Templates

written by: •edited by: Michele McDonough•updated: 10/8/2014

Although paycheck stubs primarily benefit employees by providing information about their wages and deductions, they protect the employer as well as they offer proof that employees are paid correctly. Use one of these templates for Microsoft Word and Excel to create pay stubs whenever you need one.

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    No Paper Paycheck?

    Even in this digital age, you still need paper records sometimes. Many businesses no longer offer paper paychecks as a way to compensate employees. Instead, they offer paperless options such as direct deposit or prepaid debit cards. Doing so is cost effective and saves time.

    These options are more secure than paper checks, as well, as payments made by direct deposit are traceable and cannot be lost or stolen as a paper check might be. Unlike a paper paycheck, there is no risk of someone forging a direct deposit. Prepaid debit cards can be set up to require a PIN so that, even if lost or stolen, the money cannot be accessed by anyone but the employee. Even if there is no PIN, an employee can call and cancel a lost or stolen debit card and have a new one issued immediately. A lost or stolen paper check must have a stop put on it and a specified amount of time must pass before a new one can be issued.

    With all of these benefits, there are few reasons not to switch to a paperless pay plan. However, nothing is truly paperless, it would seem. You still must provide check stubs to your employees. You can simplify this process using one of the following pay stub templates. There is a pay stub template in .dot format for use in Microsoft Word and compatible word processing programs, and a .xlt template for use in MS Excel.

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    Pay Stub Template for MS Word

    Pay Stub Template for Word 

    This pay stub template is compatible with all current versions of Word, including 2003, 2007 and 2010. Replace the sample logo with your company logo in the header of the template. You will also need to edit the header to replace the sample text with your business information and the employee's information.

    The first table in the template lists the descriptions, rates, hours, totals and year to date totals for a variety of payment types, such as regular, overtime and holiday pay. The second column describes deductions for the current pay period and year to date totals. These tables will automatically perform certain calculations. For instance, the Earnings column in the first table multiplies the rate by the hours in the same row. To perform these calculations, you must update the fields. You can do this by pressing the F9 key at the top of your keyboard.

    The column at the bottom of the page provides an overview of the current pay period and the year to date earnings, including the amount deposited into the employee's account.

    Download Page: Pay Stub Template for Word

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    Pay Stub Template for MS Excel

    Pay Stub Template for Excel 

    This pay stub template for Microsoft Excel is very similar to the one for Word, but with many more built-in functions.

    Replace the sample logo with your company logo in the header of the template. You will also need to edit the header to replace the sample text with your business information and the employee's information.

    The first table in the template lists the descriptions, rates, hours, totals and year to date totals for a variety of payment types, such as regular, overtime and holiday pay. The second column describes deductions for the current pay period and year to date totals. The column at the bottom of the page provides an overview of the current pay period and the year to date earnings, including the amount deposited into the employee's account.

    All of the earnings are automatically calculated, as are the deduction totals and most of the items in the table at the bottom of the pay stub.

    Download Page: Pay Stub Template for Excel

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    You may wish to download each of these templates and try them out to determine which one works best for you. On the other hand, you may simply prefer Excel to Word or vice versa. Either way, you can customize these pay stub templates to suit your needs.

References

  • Photo Credit: PhotoSpin
  • Screenshots taken by author.