Pay stubs or earnings statements contain details regarding income as well as employee and employer. These documents also summarize the employee’s taxes, gross pay, net pay, and deductions, helping them understand the paychecks better and even spot and resolve hour and wage disputes or any tax discrepancies. Employers can either provide physical documents or go for online paycheck stubs to save time and money spent on printing these statements regularly.
Pay stubs and their uses
A pay stub is a document indicating an employee’s compensation and itemizes the amount received during the pay period. An employee gets a pay stub when they are paid; they can find the statement online on the payroll system if the employer issues a direct deposit or find it attached to the physical paycheck. Broadly, all paycheck stubs have a few key details.
- Money paid during the payroll window
- Withdrawals or deductions, such as insurance costs or taxes
- Cumulative payments made throughout the year
In addition to the salary amount, a pay stub contains sensitive details, such as the name of the employer, the legal name of the employee, and the Social Security Number of the employee. So, the document should be protected and stored in an encrypted or safe place to prevent unauthorized access to such information. That said, it is important to thoroughly review the pay stub as soon as one receives it. Being acquainted with its details can help one track their income and ensure that they are getting the amount they expect each month. Alternatively, pay stubs can be used as identity or income proofs for seeking various services. For instance, creditors or landlords might want to check one’s pay stubs to check their income before granting them a loan or renting a place.
Steps for finding and checking pay stubs
Determine the location
The first step in accessing pay stubs is checking if the employer has an online payroll system. This is a crucial step to follow when receiving pay for the first time from an employer. All one has to do is check the payroll and pay stub details with the human resources (HR) department or the employer.
Today, pay stubs are typically generated on online payroll systems. These tools handle employee payments and related processes for organizations. With these systems, one can conveniently access pay stub information anytime, anywhere. Here, one also does not have to wait for the document to be mailed to them and spend time collecting and maintaining multiple stubs. Additionally, online pay stubs save time and resources for employers and employees. For instance, they eliminate the need for manually processing large volumes of employee data and lower the possibility of delays and human errors in pay processing.
In addition, pay stubs on online payroll systems tend to have a more transparent depiction of details like deductions, taxes, and earnings. So, they help employees understand their pay better. This is also a more environmentally friendly option than paper-based stubs.
Access the employee website
Organizations tend to create platforms that allow employees to check all their job-related information in one place. Employees require login credentials to enter this website. They can get the credentials from HR or their employer and then check paycheck stubs online on this platform. The employee website also provides direct deposit information and tax-related documents. It is also likely to contain detailed HR processes and policies, such as guidelines on performance reviews and leave requests), as well as employee handbooks. Here, employees can also find information regarding benefits, such as vacation time, retirement plans, and health insurance.
Locate the pay stubs
After logging onto the employee portal, one can look for the section titled “Pay Stubs” or “Pay History.” One can find their past and latest pay stubs in this section and download them for easy access. Then, one can carefully review the pay amount, pay period, personal identification details, and deductions.
Check with the payroll department
If one cannot find and check their pay stubs online, they will have to contact the company’s payroll department for assistance. Then, one can ask the relevant staff member to provide paper or electronic copies of the documents. Alternatively, one can get an online pay stub emailed to them. It is important to be patient as the payroll department will first locate and scan the documents before sharing them over mail.
File a complaint if necessary
If the employer doesn’t respond, one can file a complaint with the state labor department, which can penalize the organization for not sharing the pay stub.
Obtaining pay stubs from previous employers
First, one should contact the former employer or the respective HR department and ask how to access past pay stubs. Sometimes, the department may forward the query to the accounting or payroll department. Following this, one may be asked to fill out a form or send an email to register a pay stub request. When writing a request, one should ensure they mention their full name, current and previous addresses (if applicable), Social Security Number, employee ID (when they worked for the corresponding employer), and pay period dates. One may be asked to submit the request via email, mail, fax, or in person. Regardless, one should try to get a confirmation receipt acknowledging the relevant person has received the request. If there is no response or update, one can consider complaining to the labor department and seek damages.