What are the rules for giving employees their pay stubs?

March 2, 2017
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Category: Zenefits

Common questions from employers and HR admin include: “Do I have to provide a paper pay stub to my employee?,” and “What information is required on a paystub?”

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Are there Federal Pay Stub Guidelines?

Many employers look to federal laws to answer their pay stub questions, specifically the Fair Labor Standards Act (FLSA), which regulates issues like payroll record keeping for employers.

The FLSA doesn’t actually require employers to provide pay stubs to employees, however, federal law does have strict requirements for record keeping. For additional information on the FLSA’s requirements, visit the U.S. Department of Labor’s Wage and Hour Division (WHD) FAQ.

Are there State-Based Requirements?

While pay statements aren’t required under federal law, most states have passed state laws requiring employers to provide regular statements about their pay and withholding. Generally, the following information is required on the statements:

  • Employee Name
  • Masked Social Security Number*
  • Pay Rate
  • Pay Period
  • Deductions

*In California, last four digits

Visit the Wage and Hour Division (WHD) – State Labor Offices page to find out if your state has pay statement laws, and whether pay stubs can be provided to employees electronically.

While there are strict federal requirements for payment record keeping, the answer to employer questions on employee pay stubs primarily rests with the states.

About

Matthew Keller is a Senior Payroll Specialist at Zenefits who authors our "Money Matters" column. With 20+ years of experience in payroll and accounting, Matt wants to help customers navigate frequent law changes, taxes, and more.

Category: Zenefits


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