{"id":4477,"date":"2023-06-30T16:48:00","date_gmt":"2023-06-30T20:48:00","guid":{"rendered":"https:\/\/primepay.com\/blog\/state-by-state-pay-stub-requirements\/"},"modified":"2026-02-17T16:38:47","modified_gmt":"2026-02-17T21:38:47","slug":"state-by-state-pay-stub-requirements","status":"publish","type":"post","link":"https:\/\/primepay.com\/blog\/state-by-state-pay-stub-requirements\/","title":{"rendered":"State-by-State Pay Stub Requirements"},"content":{"rendered":"\n

Taking care of your employees is your best ticket to success within your small business. And there\u2019s a lot that goes into that. <\/p>\n\n\n\n

But arguably one of the most important decisions you\u2019ll make with regards to your employees is how you\u2019re going to handle payroll.<\/p>\n\n\n\n

More than 95.5 percent of employee\u2019s wages are received through direct deposit. The remaining employees receive a paper check (2.85%), a payroll card (..60%), or are paid by other methods (.5%). <\/p>\n\n\n\n

While many small businesses still choose to use paper checks for their payroll, the cost of issuing a check<\/a> \u2014 $2.01 to $4.00 per check \u2014 makes this an expensive payroll option.<\/p>\n\n\n\n

But do you have to use paper checks? What are your recordkeeping requirements? And most importantly, what pay stub laws do you need to know about in your state?<\/p>\n\n\n\n

In this article, we\u2019ll cover the basics of state-by-state pay stub requirements.<\/p>\n\n\n\n

What is a Pay Stub?<\/strong><\/h2>\n\n\n\n

Pay stubs are documents that provide employees with a detailed breakdown of their earnings and deductions. They serve as accurate records of total hours worked and total wages earned, helping employees keep track of their income.<\/p>\n\n\n\n

Pay stubs are also essential for employers to comply with various labor laws and regulations.<\/p>\n\n\n\n

A pay stub includes key information such as gross earnings, also known as gross wages or gross pay, which represent the total amount an employee earns before withholdings and deductions. <\/p>\n\n\n\n

It also shows the number of hours worked during a specific pay period and the hourly rate. Deductions, which are subtracted from the gross earnings, can include federal and state income taxes, Social Security and Medicare taxes, healthcare and retirement contributions, and any other voluntary deductions authorized by the employee.<\/p>\n\n\n\n

Taxes withheld, including federal income tax and state income tax (if applicable), are listed on the pay stub, along with any other mandatory deductions such as unemployment insurance or workers’ compensation. The net income, the amount left after deducting taxes and other deductions, is the final figure displayed on the pay stub, representing the employee’s take-home pay.<\/p>\n\n\n\n

In conclusion, pay stubs play a crucial role in providing employees with a comprehensive breakdown of their earnings and deductions. They serve as proof of income and ensure compliance with labor laws. It is important for employers to accurately generate pay stubs that reflect an employee’s wages, deductions, and net income.<\/p>\n\n\n\n

Do I Have to Provide a Pay Stub?<\/strong><\/h2>\n\n\n\n

Besides paychecks, small businesses need to know the requirements for pay stubs<\/a>. According to the Fair Labor Standards Act<\/a> (FLSA), employers are not required to provide employees with pay stubs. However, the FLSA does require that employers keep accurate payroll records, including of the number of hours worked and employee wages<\/a>, as well as employee information such as name and social security number, address, and hourly rate of pay. <\/p>\n\n\n\n

State law gets more complicated. Each state has its own pay stub requirements that employers must follow. Employers that have staff in more than one state must follow the requirements of the state where each employee resides and works. Employees that work in multiple states might be subject to further regulations, depending on which states are involved.<\/p>\n\n\n\n

Quick Tip:<\/strong> Be sure to stay in the know about any state-by-state minimum wage updates.<\/a><\/p>\n\n\n\n

No matter what your situation, ensure you\u2019re complying with state regulations before choosing how to go about paying your employees. According to IRIS FMP<\/a>, these are the requirements by each state for the delivery of employee pay information.<\/p>\n\n\n\n

All states fall into one of these categories for pay stub requirements: <\/p>\n\n\n\n