Free Employee Pay Stub Template (Excel)
What's in the pay stub template
One sheet: employee info and pay period, an earnings block (regular hours, overtime hours, hourly rate, with regular pay, overtime pay and gross pay calculating automatically), and a deductions block where you type your own actual withholding amounts.
It's a fully ungated instant download - no lead-capture popup like the 'Download Now for Free' form on xappex, and no attribution requirement like the free tier on wordlayouts.
Gross pay: regular hours, overtime, and rate
Regular pay is hours worked times your hourly rate. Overtime pay is overtime hours times your hourly rate times 1.5 - standard time-and-a-half - and only applies to the hours you enter as overtime. Gross pay is the two added together.
Every earnings figure recalculates instantly when you change hours or rate, so you can check a pay period before it's finalized.
Deductions: your numbers, not a tax table
This template does not calculate federal or state tax brackets, and it is not a substitute for a licensed payroll provider, payroll software, or your accountant. Type your real withholding amounts - federal tax, state tax, Social Security, Medicare, and any other deduction - from your actual payroll records or paycheck.
Net pay is simply gross pay minus the sum of every deduction you enter. This is a simple pay stub, not a legal payroll document.
How to use it
- Fill in employee info and the pay period, then enter regular hours, overtime hours and the hourly rate.
- Under Deductions, enter your own actual withholding amounts - this template does not calculate tax brackets for you.
- Net pay calculates automatically as gross pay minus total deductions.
Download the free Free Employee Pay Stub Template (Excel)
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PTO & Leave Tracker — with Automatic Accrual
If you're running payroll for a small team, the paid PTO & Leave Tracker ($19) automates accrual across three policies so your pay stub deductions and leave balances stay in sync.
See the full versionFrequently asked questions
Does this calculate my federal and state tax withholding automatically?
No. You enter your actual withholding amounts from your payroll system or paycheck - this template only adds them up, it never estimates or invents a tax rate.
Is this a legal payroll document?
No. This is a simple pay stub for recordkeeping, not a substitute for a licensed payroll provider, payroll software, or your accountant's guidance on compliance.
How is overtime calculated?
Overtime pay = overtime hours x hourly rate x 1.5 - standard time-and-a-half, applied only to the hours entered as overtime.
Is the download really free, with no lead-capture form?
Yes. It's an instant .xlsx download, unlike the email-gated 'Download Now for Free' popup on xappex.
Can I use it in Google Sheets?
Yes. Upload the file to Google Drive, open it, then File > Save as Google Sheets. All formulas keep working.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.