A payment stub is the document your employer gives you with each paycheck that shows how much you earned and what was deducted
A payment stub (also called a pay stub or paycheck stub) is a record that breaks down your gross pay, deductions, and net pay for a single pay period. It comes with your paycheck or is available through your employer's online portal. The stub shows what you earned before taxes and other deductions, then lists each deduction line by line, and finally shows the amount you actually take home.
You need this document for more than just tracking your income. Landlords, lenders, and government programs use payment stubs to verify that you work and how much you earn. They are one of the most common proofs of income, alongside tax returns and employment letters.
Key Takeaways
- A payment stub shows your gross pay, all deductions, and your net pay (take-home amount) for one pay period.
- Employers must provide a stub with every paycheck, either printed or digital, and you should keep copies for your records.
- Landlords, mortgage lenders, and government programs commonly ask for recent stubs as proof of income.
- If your employer does not provide stubs or you lose them, you can request copies from your employer's payroll department or HR office.
What appears on a payment stub
Every payment stub contains the same basic sections. At the top is your name, address, employee ID, and the pay period dates. The employer's name and address also appear so you know which company issued it.
The earnings section shows your gross pay — the total amount you earned before anything is taken out. This includes your hourly rate or salary, hours worked, overtime pay, bonuses, or commissions if they apply. Below that are deductions: federal income tax withholding, Social Security tax (6.2%), Medicare tax (1.45%), state income tax (if your state has one), and any voluntary deductions like health insurance premiums, 401(k) contributions, or union dues.
At the bottom is your net pay, which is what you actually receive. The stub also shows year-to-date totals for gross pay and taxes, so you can track how much you have earned and paid in taxes since January 1.
Why landlords and lenders ask for payment stubs
When you apply to rent an apartment, most landlords ask for recent pay stubs to confirm you have steady income and earn enough to afford the rent. They typically want to see that your monthly gross income is at least three times the monthly rent. A payment stub is faster and more current than a tax return, which is why it is the first document they request.
Mortgage lenders use pay stubs the same way — to verify your income before approving a loan. They usually ask for the most recent two months of stubs. Self-employed people and those with irregular income may need to provide additional documentation, but W-2 employees can usually satisfy this requirement with stubs alone.
Government programs, including housing assistance and emergency rental funds, also ask for recent stubs as proof that you work and how much you earn. This helps them determine whether you meet income limits or calculate how much assistance you may receive.
How to get copies of your payment stubs
If your employer provides digital stubs through a payroll portal or email, download and save them to your computer as soon as you receive them. Create a folder for each year so you can find them later. If you receive printed stubs with your paycheck, keep them in a safe place — a file folder or envelope works well.
If you lose a stub or need an older one, contact your employer's payroll department or HR office and ask for a copy. Most employers can reprint stubs from their payroll system at no cost. Provide the specific pay period you need. If your employer is no longer in business or refuses to provide stubs, you can use your tax return (Form 1040 and Schedule C if self-employed) as proof of income instead, though this is less current.
What to do if your employer does not provide stubs
Federal law requires employers to provide a pay stub or earnings statement with each paycheck or at least once per pay period. The stub must show gross pay, deductions, and net pay. If your employer does not provide one, you have the right to request it.
Contact your employer's payroll or HR department in writing (email is fine) and ask for pay stubs for the current year. Keep a copy of your request. If your employer still refuses or does not respond, you can file a wage claim with your state's labor department. The process and time frame vary by state, so search "[your state] wage claim" to find the right office.
In the meantime, if you need proof of income for a rental application or loan, ask your employer for an employment verification letter instead. This is a simple letter on company letterhead that states your job title, hire date, current pay rate, and hours per week. It is not as detailed as a pay stub, but many landlords and lenders will accept it.
Payment stubs and tax returns: which to use
A payment stub shows income for a single pay period, while a tax return shows your total income for an entire year. For current income verification — such as a rental application or short-term loan — a recent pay stub is better because it is more up to date. For programs that want to see your full-year earnings or for self-employed people, a tax return is necessary.
Some programs ask for both. A lender might want two months of recent stubs plus your last two years of tax returns. This gives them a picture of both your current income and your income history. If you are between jobs or recently changed jobs, a tax return from the previous year may be the only proof of income you have until you receive your first stub from the new employer.
Keeping your payment stubs organized
Save every pay stub you receive, even if you do not think you will need it. You may need them months or years later for a rental application, loan, or to dispute a tax issue. The easiest system is to create a folder for each year and save digital copies by pay period date (for example, "2024-01-15-paystub.pdf").
If you receive printed stubs, photograph them or scan them to your computer as a backup. Keep the originals in a safe place. At the end of each year, compare your final pay stub to your W-2 form (which your employer sends by January 31) to make sure the year-to-date totals match. If they do not, contact your employer's payroll department to correct the error before you file your taxes.
Frequently Asked Questions
Can I use a pay stub from six months ago as proof of income?
Most landlords and lenders want stubs from the current month or the previous month. A six-month-old stub may not be accepted because it does not show your current income. If you are between jobs or recently started a new position, explain the gap and provide the most recent stub you have, along with an employment verification letter from your new employer if possible.
What if my pay stub has an error on it?
Contact your payroll department or HR office immediately and report the error. Common mistakes include wrong hours, missing overtime, or incorrect tax withholding. Your employer should issue a corrected stub and adjust your next paycheck if money was withheld incorrectly. Keep both the original and corrected stub for your records.
Do I need to provide the original stub or is a copy okay?
A photocopy, scan, or digital image of your pay stub is almost always acceptable. Landlords and lenders rarely ask for the original printed document. If you submit stubs online, a PDF or image file is standard. If you are unsure, ask the landlord or lender before you apply.
What if I am self-employed and do not receive a pay stub?
Self-employed people do not receive pay stubs because they do not have an employer. Instead, use your tax return (Form 1040 and Schedule C) as proof of income. You can also provide bank statements showing deposits from clients or customers, or profit-and-loss statements from your business accounting records.
How long should I keep my pay stubs?
Keep pay stubs for at least three years for tax purposes. If you may need them for a rental or loan application, keep them longer — at least seven years is a safe practice. Digital copies take up almost no space, so there is no harm in keeping them indefinitely.