Introduction: Understanding New York Pay Stub Laws

Employers and employees in New York must comply with strict payroll regulations to ensure accurate reporting of earnings, deductions, and taxes. A New York pay stub provides essential documentation of income, taxes, and other deductions, protecting both employers and workers. In 2025, it’s critical to understand the state-specific requirements, including what information must appear on a pay stub and how to issue them legally.

Using a reliable pay stub generator simplifies the process, guarantees compliance, and reduces the risk of errors.

Why Pay Stubs Are Important in New York

Pay stubs in New York serve multiple purposes:

• Provide proof of income for loans, mortgages, and rental applications
• Document taxes withheld for federal and state compliance
• Track hours, overtime, and employee benefits
• Prevent payroll disputes and maintain transparency

Employers are legally required to provide accurate and detailed pay stubs for each pay period, making them a crucial component of New York payroll compliance. Using a regular pay stub template ensures consistency and reduces administrative errors.

New York Pay Stub Requirements

According to New York labor law, pay stubs must include:

• Employer name and address
• Employee name and address
• Pay period start and end dates
• Gross wages earned
• Itemized deductions including taxes, insurance, and benefits
• Net wages
• Overtime, bonuses, or other compensation

Failing to provide accurate pay stubs can result in penalties under the New York Labor Law. A digital tool like the New York pay stub generator automates calculations and ensures compliance.

Step-by-Step Guide to Creating a New York Pay Stub

Step 1: Collect Employee Information

Gather the employee’s full name, address, Social Security number, and employment status. Include the employer’s business details, such as name, address, and federal EIN.

Step 2: Calculate Gross Pay

Gross pay is the total income before deductions. Include:

• Hourly wages or salaries
• Overtime and holiday pay
• Bonuses and commissions

Step 3: Deduct Taxes and Other Withholdings

Itemize all deductions:

• Federal Income Tax
• Social Security (6.2%)
• Medicare (1.45%)
• New York State Income Tax
• Local city taxes (if applicable, e.g., New York City or Yonkers)
• Voluntary deductions such as health insurance, retirement plans, or union dues

Step 4: Calculate Net Pay

Net pay is the employee’s take-home amount after all deductions. Ensure it is clearly displayed on the pay stub along with the pay period and payment date.

Step 5: Generate the Pay Stub

Use a professional tool like the New York pay stub generator to create compliant stubs quickly. Templates or automated tools can produce electronic or printable pay stubs that meet all legal requirements.

Common Deductions on a New York Pay Stub

Typical deductions include:

• Federal income tax
• State income tax
• Social Security and Medicare
• Health insurance premiums
• Retirement contributions
• Union dues or other voluntary deductions

Using a pay stub generator ensures all calculations are correct and reduces the likelihood of payroll errors.

Electronic vs. Paper Pay Stubs in New York

Employers can provide pay stubs electronically or on paper. Electronic pay stubs are convenient and environmentally friendly, while paper pay stubs may be required for official documentation or audits. Regardless of format, using a regular pay stub template maintains accuracy and compliance.

Tips for Maintaining Accurate Payroll Records

• Keep copies of all pay stubs for at least six years
• Regularly review pay stubs for accuracy
• Use templates or generators to avoid calculation errors
• Cross-check overtime and bonus entries
• Update employee information promptly

Accurate payroll records ensure compliance with New York payroll laws and simplify audits or employee inquiries.

Benefits of Using an Online Pay Stub Generator

• Instant, accurate calculations for taxes and deductions
• Professional, printable pay stubs
• Compliance with federal and New York state regulations
• Time-saving for HR teams and small business owners
• Secure storage for audits and payroll history

Start creating accurate pay stubs today with Pstub’s New York pay stub generator.

Conclusion: Simplify Payroll in New York

Understanding New York pay stub laws is crucial for employers and employees. A compliant pay stub ensures transparency, accurate tax reporting, and legal protection. By using a pay stub generator or a regular pay stub template, New York businesses can streamline payroll, reduce errors, and maintain professional records effortlessly.