Pay Stub Requirements by State – 2025

Pay stubs, or check stubs, play a vital role in the employer-employee relationship, providing a detailed record of earnings, deductions, and net pay. For employees, pay stubs serve as essential proof of income, helping them track their wages, understand deductions, and manage their finances. For employers, accurate pay stubs ensure transparency and compliance, supporting clear communication and record-keeping for tax and legal purposes.

However, it’s not a one-size-fits-all approach: each state has its own rules regarding pay stubs. Some states require specific details to appear on the stub—such as hours worked, overtime, and deductions—while others set rules for how employers must distribute pay stubs, whether in paper or electronic form. Navigating these variations is crucial for businesses to maintain compliance and avoid potential penalties.

State-by-State Pay Stub Requirements

No federal law mandates pay stubs; instead, the IRS requires employers to retain accurate pay records for at least four years after each tax filing. There are two main factors that can change between pay stubs from different states. Each state sets its own pay stub regulations, including rules for distribution and required details. We’ll go over distribution first. No Requirement: In these states, employers don’t have to provide pay stubs to employees.

Does your state require check stubs?

1. No Requirement: In these states, employers don’t have to provide pay stubs to employees.

2. Access: Employers in these states must provide employees with access to pay stubs, which can be in electronic or paper format.

3. Written/Printed: These states mandate that employers provide written or printed pay stubs.

4. Opt-Out: In these states, employers can provide electronic pay stubs, but employees must have the option to opt out and receive paper copies.

5. Opt-In: In this state, employers must get employee consent before giving electronic pay stubs; otherwise, they must provide paper copies.

Locate Your State Below to See Which Type It Is

What information is found on a pay stub in different states?

The specific information required on pay stubs varies by state, with some mandating detailed disclosures to ensure transparency between employers and employees. Here are some examples of the information required for several states:

• Employee’s name
• Employer’s name
• Employer’s address
• Pay period dates
• Hours worked
• Itemized deductions
• Gross pay
• Net pay

• Employee’s name
• Employer’s name
• Employer’s address
• Last 4 digits of SSN or;
• Employee Identification Number (EIN)
• Pay period dates
• Total hours worked
• Hourly rates
• All deductions
• Gross wages
• Net wages

• Employee’s name
• Employer’s name
• Employer’s address
• Employee’s SSN
• Inclusive dates of the pay period
• All withholdings and deductions
• Gross wages earned
• Net wages

• Employee’s name
• Employer’s name
• Employer’s address
• Hours worked
• Rate of pay
• Itemized deductions
• Gross wages
• Net pay

• Employee’s name
• Employer’s name
• Employer’s address
• Employer’s phone number
• Pay period dates
• Hours worked (both regular and overtime)
• Rate of pay
• Allowances
• Deductions
• Gross wages
• Net Wages

• Employee’s name
• Employer’s name
• Date of payment
• Number of hours worked during the pay period
• Hourly rate
• All deductions or increases made during the pay period

Confused? Let FormPros Help!

If your state isn’t listed above, or if you’re still unsure about what information should appear on a pay stub, don’t worry—FormPros has you covered. In fact, we make the process simple by providing a pay stub generator that automatically adjusts to meet your specific state’s regulations. As a result, you can create a fully compliant pay stub every time, no matter where your business operates.

In addition to pay stubs, FormPros provides a wide range of other essential tax and business forms, including W-2s, 1099-NEC’s, LLC operating agreements, and even voided checks. With FormPros, you get the convenience and reliability of fully customizable templates, designed to meet the specific needs of your business.

Pay Stub Requirements by State – 2025 FAQs

• Can I use a paystub as proof of employment?
  Yes, many institutions accept a pay stub as secondary proof of employment, since it includes employer details, payment dates, and income information. However, in certain cases—such as when applying for a mortgage or visa—you may also need to provide an employment verification letter or a formal contract to supplement your pay stub.
• What should I do if my employer refuses to give me a paystub in a state that requires one?
  If you're in a state that mandates pay stub distribution, then you should first submit a written request to your employer. However, if they still fail to comply after that, you may want to escalate the issue by filing a complaint with your state’s Department of Labor. This step is important because withholding required pay stub information can, in many cases, violate labor laws.
• Are there penalties for employers who don’t comply with state paystub laws?
  Yes, there are consequences for non-compliance. While penalties vary by state, employers who fail to follow pay stub regulations may face fines, legal action, or even audits. Furthermore, in certain situations, employees may be entitled to back pay or damages—especially if the lack of proper documentation causes financial harm.
• Can freelancers or gig workers generate their own paystubs?
  Absolutely. Although freelancers typically don’t receive pay stubs from clients, they can still use pay stub generators (like FormPros) to create proof of income for purposes such as loan applications, lease agreements, or personal financial records. Moreover, these tools are especially helpful when consistent income documentation is required for verification.
• How long should I keep my pay stubs?
  As a general rule, you should keep your pay stubs for at least one year, or at least until you receive your annual W-2 form. However, if you plan to apply for loans, rental agreements, or government benefits, it’s a good idea to retain them for a longer period—ideally up to three years—for reliable income verification.
• Can I access pay stubs from a previous employer after leaving a job?
  Yes, you can usually access pay stubs from a previous employer, but this depends on both the company’s internal policies and the labor laws of your state. Although employers are generally required to retain payroll records for several years, they are not necessarily obligated to share copies with former employees unless you make a formal request or the documents are needed for legal proceedings.
• Is an electronic pay stub legally valid?
  Yes, digital pay stubs are considered just as valid as printed ones. In fact, in states that permit electronic pay stubs—whether by default or through opt-in or opt-out policies—employers can provide them as long as the documents remain easily accessible and printable for the employee.
• Can I edit a paystub for a loan or rental application?
  No, you should never alter a pay stub for misrepresentation. In fact, editing a pay stub with false information is considered fraud and can lead to serious legal consequences. Instead, if you need to clarify or correct any details, it’s best to speak directly with your employer or use an official pay stub generator that accurately reflects your income information.
• What’s the difference between a paystub and a payslip?
  In the U.S., the terms 'pay stub' and 'payslip' are often used interchangeably. However, in global contexts—particularly in the U.K.—the term 'payslip' is more commonly used. Regardless of the terminology, both refer to the same type of document that outlines your earnings, deductions, and net pay for a specific pay period.
• Can I request custom information to be added to my paystub?
  Whether you can add custom information to a pay stub depends on your employer or the pay stub generator you’re using. For example, some tools—such as FormPros—offer the flexibility to include custom fields like job title, employee ID, or bonuses. However, it’s important to remember that no matter how customizable the stub is, the required fields must still comply with your state’s regulations.

Mark Mogilnitsky

Mark Mogilnitsky is a content writer specializing in Financial Form Generation, with a passion for simplifying complex processes for individuals and businesses. I thrive on crafting clear, engaging content that empowers users to navigate compliance and documentation with ease.