Use a Free Excel Pay Stub Calculator Template

Open the downloaded .xlsx file in Excel, or make a Google Sheets copy. Keep an untouched master, then use a separate copy for each pay period.

The instructions below use the Pay Stub Calculator sheet. Its supplied example contains synthetic data, with Northwind Repair Services LLC identified as the employer and Jordan Lee as the employee.

The recorded calculation checks were completed in Google Sheets. Although the Excel file can be opened in Excel, its calculation results weren't independently tested or verified there.

Start by replacing the synthetic information in these cells:

• Employer information: B3, E3, and B4
• Employee information: B6, E6, H6, B7, E7, and H7
• Period start, period end, and pay date: B9, E9, and H9
• Pay status and currency: B10 and E10
• Payment and review details: B32, E32, H32, B33:B35, E35, and H35

While preparing the stub, keep B10 set to Draft.

Enter identity, period, and earning inputs on the left; review gross earnings, taxable wages, deductions, net pay, and the exception status on the right.

Enter earnings only in A13:D18, F13:F18, and H13:H18. The template provides 6 earning lines.

For each line:

• Use Hourly or Overtime in column A to calculate the hours in column C multiplied by the rate in column D.
• Use Flat when column D contains the complete amount for the period. Set column C to 0.
• Enter the YTD amount before the current period in column F.
• Enter Taxable or Non-taxable in column H.

Don't overwrite E13:E18 or G13:G18. Column E calculates the current amount, while column G adds that amount to the YTD-before value.

The supplied synthetic example uses:

The first 2 calculations are:

• 80 × $28.50 = $2,280.00 in E13
• 6 × $42.75 = $256.50 in E14

If an earning line isn't needed, clear its description in column B and set its numeric inputs in columns C, D, and F to 0.

Next, configure the template’s 8 reserved withholding lines:

• Pre-tax deductions: rows 22:23
• Taxes: rows 24:27
• Post-tax deductions: rows 28:29

For each applicable line, edit the category and description in columns A:B, the method in column D, the basis where applicable in column E, the rate or fixed amount in column F, and the YTD-before amount in column H.

Use one of these methods:

• Fixed: Enter the current-period dollar amount in column F.
• Percent: Enter a decimal rate, such as 0.06 for 6%.

Percentage deductions in rows 22:23 use gross taxable earnings from K13. For percentage-based rows 24:29, enter Gross earnings or Taxable wages as the basis in column E.

When you select Taxable wages, the template uses the simplified amount in K17 after the pre-tax deductions in G22:G23. You’ll still need to confirm manually whether each deduction reduces the applicable federal, state, or local tax base.

Don't overwrite G22:G29 or I22:I29. Those cells calculate the current and YTD-after amounts.

Reserved deduction and tax rows feed the YTD summary and period checks; update the editable rates and fixed amounts only after a manual payroll-tax review.

Before issuing the stub, review K13:K22. Using the supplied template settings and the earnings above, the recorded Google Sheets calculation produced:

Check that the following amounts reconcile:

$3,070.90 gross cash additions
- $1,117.76 total withheld
= $1,953.14 net pay

Then review the YTD and period controls:

• K25: $29,507.00 YTD taxable earnings
• K26: $579.60 YTD non-taxable reimbursements
• K27: $12,354.01 YTD withheld
• K28: $17,732.59 YTD net pay
• K31: 86 paid hours
• K32: 5 configured earning lines
• K33: 8 configured withholding lines
• K34: 63.6% net-to-gross ratio

These figures are reconciliation controls, not independent tax validation.

You can check the calculations by changing the overtime hours in C14 from 6 to 10. The recorded Google Sheets result was $427.50 of overtime pay in E14, $3,177.50 of gross taxable earnings in K13, 90 paid hours in K31, and $2,090.14 of net pay in K21. Afterward, restore C14 to the correct payroll input.

If ModelMonkey is available in your spreadsheet workflow, you can ask it to inspect the calculated ranges and identify formula errors. For example: “Check E13:G18, G22:I29, and K13:K34 for formula errors and explain any unexpected result.” Review any proposed changes before applying them. This formula review doesn't confirm payroll-tax treatment or legal compliance.

Before the stub proceeds to approval, K22 must display Ready to issue. If K21 is negative, K22 displays:

REVIEW: negative net pay

In a recorded exception check, all current earning drivers were set to zero while fixed deductions remained in place. The result was:

• K15: $0.00 gross cash additions
• K21: -$525.25 net pay
• K22: REVIEW: negative net pay
• K34: 0, without a division error

Don't overwrite K21 or K22. Instead, check for missing earnings, duplicated deductions, incorrect fixed amounts, or a payroll exception that must be resolved outside the workbook.

Before changing the status from Draft, confirm the current:

• Federal, state, and local tax rates
• Wage bases and contribution caps
• Benefit and pre-tax deduction treatment
• Garnishment limits
• Required pay-stub fields for the applicable jurisdictions

Once the review is complete, record it in B34. Change B10 from Draft only after approval.

For printing or PDF export, use A1:L38 as the print area. Before sharing the stub, inspect B3:B10, E3:E10, H6:H10, A13:H18, A22:I29, and A31:H35 for synthetic, outdated, or confidential information. Distribute the completed document through an appropriate secure process.

For the next pay period, save a separate copy of A1:L38. Then, in the new copy:

1. Paste the prior values from G13:G18 into F13:F18 as values.
2. Paste the prior values from I22:I29 into H22:H29 as values.
3. Update the period dates in B9, E9, and H9.
4. Update payment and review details in E32 and E35.
5. Replace the current-period earning inputs in C13:D18.
6. Replace the current-period withholding inputs in F22:F29.

Don't paste over E13:E18, G13:G18, G22:G29, I22:I29, or K13:K34, because those ranges contain formulas or review calculations.