About Pay Stub Generator
Generate professional pay stubs with earnings, CPP, EI, tax deductions, and YTD totals. Works for Canadian and US payroll. Free PDF download, no sign-up needed.
How to use
- Enter the employer name, business address, and any relevant business identification numbers. For Canadian employers, include the business number (BN). Accurate employer information is required because pay stubs serve as official employment records for employees.
- Add the employee's full name, address, position or title, and employee ID number. These details help distinguish between employees in multi-employee environments and are required for many official uses of pay stubs (mortgage applications, rental applications, government benefit claims).
- Input the pay period dates (start and end), gross earnings, and hours worked. For salaried employees, enter the per-period salary. For hourly employees, enter the hourly rate and hours worked (regular and overtime separately). Overtime in most Canadian provinces is 1.5x the regular rate after 44 hours per week.
- Add all deductions individually: CPP, EI, federal income tax, provincial income tax, extended health benefits, dental insurance, pension contributions, union dues, and any other withholdings. Each deduction should be listed separately for transparency and legal compliance.
- Enter year-to-date (YTD) totals for gross earnings and each deduction category. YTD figures help employees verify their cumulative deductions against annual maximums (CPP max: $4,034.10, EI max: $1,077.48 for 2025) and track their total tax withholdings for the year.
- Preview the completed pay stub for accuracy, then download as a professional PDF. Employees can use these for mortgage applications, rental verification, government benefit applications, and personal record-keeping.
Frequently asked questions
What should a Canadian pay stub include?
While requirements vary by province, most Canadian jurisdictions require: gross earnings for the period, all deductions itemized (CPP, EI, income tax, benefits), net pay (take-home amount), pay period dates, hours worked (for hourly employees), overtime hours and rate, and the employer name. Ontario's Employment Standards Act specifically requires pay stubs to show: pay period, wage rate, gross and net amounts, and each deduction with its purpose. Best practice includes: employee name and ID, YTD totals, vacation pay accrued, and the payment method (direct deposit or cheque).
Are employers required to provide pay stubs?
Yes, most Canadian provinces require employers to provide a written statement of earnings with each payment. Ontario requires a pay statement on or before payday. British Columbia requires a statement within 8 days of each pay period. Alberta requires a written statement showing gross earnings, deductions, and net pay. Quebec requires a pay stub on or before payday with extensive detail requirements. Federal jurisdiction employers (under the Canada Labour Code) must also provide detailed pay statements. Failure to provide pay stubs can result in Employment Standards complaints and employer penalties.
Can I use this as proof of income?
Pay stubs are widely accepted as proof of income for mortgage applications, rental applications, loan applications, government benefit claims, and legal proceedings. Most lenders require 2-3 recent consecutive pay stubs showing consistent employment and income. Some institutions also require a letter of employment from your employer to accompany the pay stubs. For self-employed individuals, pay stubs are not applicable — instead, use T1 tax returns, Notices of Assessment from the CRA, and business financial statements as proof of income.
Does this generator handle US pay stubs?
Yes. For US pay stubs, the deduction categories adjust to reflect US payroll: federal income tax withholding, state income tax (where applicable), Social Security (6.2% on earnings up to $168,600), Medicare (1.45% on all earnings), and any additional voluntary deductions like 401(k) contributions, health insurance premiums, and HSA contributions. The format follows standard US pay stub conventions with gross pay, pre-tax deductions, taxes, post-tax deductions, and net pay clearly separated.
How do I calculate overtime on a pay stub?
In most Canadian provinces, overtime is calculated at 1.5 times the regular rate after 44 hours per week (Ontario, Nova Scotia) or after 40 hours per week (British Columbia, Alberta). Some provinces use 8 hours per day as the overtime threshold. Example: an employee earning $25/hour works 48 hours in one week. Regular pay: 44 hours x $25 = $1,100. Overtime: 4 hours x $37.50 = $150. Gross pay: $1,250. The pay stub should show regular hours, regular earnings, overtime hours, overtime rate, and overtime earnings as separate line items. Quebec uses 40 hours per week as the threshold.
What are year-to-date (YTD) totals and why do they matter?
YTD totals show the cumulative gross earnings and deductions from January 1 through the current pay period. They matter for three reasons: (1) CPP and EI have annual maximums — once your YTD contributions reach the cap ($4,034.10 CPP, $1,077.48 EI for 2025), no further deductions are taken, increasing your net pay for the remainder of the year. (2) Progressive tax brackets mean your effective rate changes as YTD income crosses bracket thresholds. (3) YTD totals help you verify that your T4 at year-end matches your actual earnings and deductions. Discrepancies between pay stub YTDs and the T4 should be flagged with your employer. Use our
Payroll Calculator to pre-calculate deductions accurately before generating the stub.
Is this pay stub generator free?
Yes, completely free with no limits on the number of pay stubs you can generate. No account required, no watermarks, and no hidden charges. Each pay stub downloads as a clean, professional PDF. The tool processes all data locally in your browser — no employee information is stored on any server. This makes it suitable for small businesses that do manual payroll, freelancers generating stubs for proof of income, and employees who need to recreate lost pay stubs using their records.
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