Category: General

Why Use an Online Paystub Generator?

Automation is one of the most powerful tools a business owner can leverage to streamline operations and save valuable time. Payroll processing is often one of the most complex and time-consuming tasks, but using an online paystub generator can simplify the process significantly. Instead of manually calculating wages and deductions, employers can rely on automation to reduce errors and ensure compliance.

In this guide, you’ll learn everything you need to know about pay stubs, including the essential details required to create one and a step-by-step example of a pay calculation. We’ll also explore why relying on spreadsheets for payroll can lead to costly mistakes—and how FormPros’ online pay stub generator offers a faster, more reliable solution.

What is a Pay Stub?

A paystub lists all of the key information related to an employee’s pay.

When you review a pay stub, it’s important to note the difference between current (current pay period) and year-to-date (YTD) amounts. Both are important, and the YTD balances help the employer and the worker understand if the amounts are correct.

The pay stub provides information on wages, tax withholdings, and benefit withholdings.

The rules regarding pay stubs vary by state. Some states require employers to provide pay information to workers, while other states do not.

States That Require Employers to Provide Pay Information:

Most other states do not have explicit statewide requirements mandating employers to provide wage or salary information to employees or job applicants, though local laws (such as in certain cities) may vary. This is based on general wage transparency laws and could change, so it’s always good to check local regulations for specific requirements.

Employees should keep their most recent pay stubs as proof of income. If an individual applies for a loan, the pay stub confirms the borrower’s gross income. Employers should keep pay stubs on file, whether generated manually or using a check stub generator for accuracy and compliance.

The pay stub information should match the data on each employee’s W-2 form, which individuals use to file their personal tax returns. FormPros can help with that as well.

Create Your W-2 Here

Working with Form W-4

The Employee’s Withholding Allowance Certificate (Form W-4) is a form that the federal government requires employees to fill out when they are newly hired. Information submitted on the form (allowances) lets employers know how much salary to withhold from a paycheck for tax purposes.

Keep these points in mind:

• As an employer, you should keep a worker’s most current W-4 form in his or her payroll file. The IRS may request a copy of the form.
• You need to make sure that you add the correct number of allowances into your payroll processing system.

The W-4 collects the worker’s basic information (name, address, filing status) and provides guidance for employees who have multiple jobs, or who have working spouses. There are extra resources provided to calculate withholdings for these situations.

Once you have a completed W-4, you’ll need to collect additional information for the paystub. A paycheck stubs generator can help automate this process, reducing the chance of manual input errors.

Create a W-4 Form Here

Information Needed to Create a Pay Stub

Determine this information for each employee:

• Payroll cycle: The number of pay periods determines how much salary is paid on each payroll date. It also determines the start and ending days for computing hourly payroll.
• Wages: Gross pay and net pay. Wages may be based on a salary, or calculated using an hourly rate of pay.
• Tax withholdings: Federal, state, and possibly local amounts withheld for taxes.
• Benefit withholdings: Amounts withheld for the employee’s share of insurance premiums, or funds to be invested in a retirement plan.

Here’s a simple example to illustrate how to calculate net pay using a paycheck generator:

Sally’s annual income is $60,000, and your firm processes payroll 26 times a year. Sally’s gross wages each pay period total ($60,000 / 26), or $2,308 per pay period.

Based on the allowances on her W-4, your company should withhold 20% of her gross pay ($462) for federal taxes, and 5% ($115) for state taxes. Sally also pays $50 each pay period for her share of the company health insurance plan.

Sally’s net pay is $2,308, less a total of $577 ($462 + $115) for taxes, and $50 for her health insurance premiums. Her net pay is $1,681 ($2,308 – $627).

The online paystub generator must include all of this information for the current payroll period and year-to-date. The pay stubs you generate may also include unemployment tax payments. Hourly workers need details on their total hours worked, and any hours that are paid as overtime wages. A pay stub generator ensures that all of this information is accurately recorded for both the employer and employee, reducing errors and improving record-keeping.

Why Spreadsheets Are a Problem

Using manual processes increases your risk of error, and a manual system limits your ability to scale the business. Here are several reasons why:

• Input errors: You run a high risk of making an input error. If you’re creating manual pay stubs each pay period, you’re bound to make a mistake.

• Broken, incorrect links: Links between cells, and links between spreadsheet tabs, may have errors. If you use an incorrect formula over and over for months, you’ll generate multiple errors.

• Current version: You may not use the current version of a particular spreadsheet. It’s also more difficult to save and use the current version of a document.

Incorrect pay stubs have a big impact on your workers. They rely on pay stubs to understand their total pay and tax withholdings. If you report bad information, your workers can’t plan correctly, and they may file incorrect tax returns.

These problems can be avoided by switching to a paystub generator online, which simplifies payroll processing and improves accuracy.

Automate Payroll with an Online Pay Stub Generator

Instead of handling payroll manually, take advantage of a check stub generator to streamline operations. By using FormPros’ paycheck generator, you can:

• Minimize payroll errors
• Improve record-keeping and compliance
• Save time by automating repetitive tasks

Enjoy the simplicity and security of our online paystub generator below!

Create Your Pay Stub

FormPros Has You Covered

Simplify your paperwork with FormPros! From our paycheck stub generator, W-2s, and 1099-NEC forms to generating LLC Operating Agreements and even voided checks, our easy-to-use platform has you covered. Save time, reduce errors, and handle your business documents with confidence. Start now and see how FormPros makes professional form generation fast, affordable, and hassle-free!

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Why Use an Online Paystub Generator? FAQs

• What should I do if an employee notices an error on their paystub?
  If an employee points out a mistake on their paystub, you should review the payroll records promptly and recalculate the figures. If it’s a genuine error, issue a corrected stub and, if necessary, a back payment. Always document the correction for compliance and future audits.
• How long should businesses keep employee paystubs on file?
  Employers should keep paystub records for at least four years. This duration helps ensure compliance with IRS requirements, wage and hour laws, and potential disputes over compensation or benefits.
• Can pay stubs be used to verify employment history?
  Yes, pay stubs can support employment history by showing the employer’s name, payment dates, and job-related earnings. However, for formal background checks, third-party verification or additional documents may still be required.
• Are electronic paystubs legally valid in all states?
  Most states accept electronic paystubs as long as employees have easy access to them. Some states require consent before switching from paper to digital. Always check your state’s labor laws to ensure compliance.
• Do freelancers or gig workers need pay stubs too?
  Yes, while not required by law, pay stubs can help freelancers prove income for things like loan applications or rentals. Many use online paystub generators (like FormPros) to create professional records for self-employment income.

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Common Eviction Mistakes & How to Avoid Them

Evicting a tenant is one of the most difficult situations a landlord can face. Evictions can happen for many reasons, including nonpayment of rent, lease violations, or the need to reclaim the property. Regardless of the reason, the process can quickly become complicated—and costly—if not handled correctly.

Many landlords don’t realize that strict legal rules control the eviction process. These rules vary by state and city. One wrong step—like serving the wrong notice or skipping key documents—can delay the process. In some cases, the court may even dismiss your case. Worse, taking improper actions—such as shutting off utilities or forcing a tenant out—can lead to serious legal trouble. Landlords may face fines, lawsuits, or other liability.

In this blog, we’ll walk through some of the most common eviction mistakes landlords make. We’ll also provide practical solutions to help you avoid them. Whether you’re new to landlording or reviewing best practices, these tips will help you handle evictions legally and with confidence.

Mistake #1: Failing to Understand State & Local Eviction Laws

Mistake: Many landlords begin the eviction process without fully understanding the laws that apply in their state or municipality. They often assume a one-size-fits-all approach will work. But each jurisdiction has its own rules about notice periods, court procedures, and tenant rights.

Why It’s a Problem: Evictions are legal proceedings, and even small missteps—like serving the wrong notice or skipping a required waiting period—can lead a judge to dismiss your case. In some cases, landlords who violate local rules may face fines or must restart the process themselves. This wastes time and money, and it can also damage your relationship with tenants.

Solution:

• Research your local laws: Always begin by reviewing your state and city’s landlord-tenant statutes. Many government websites offer official resources outlining eviction timelines, required forms, and allowable grounds for eviction.
• Use attorney-reviewed templates: Eviction notice requirements vary widely by location, so be sure to use a notice that’s been reviewed for compliance with local laws. This helps ensure your documentation will hold up in court if challenged. FormPros can help in that regard.
• Stay updated on moratoriums and emergency orders: Temporary laws—such as eviction bans enacted during the COVID-19 pandemic—can impact whether or not you’re legally allowed to remove a tenant. Regularly check for local policy updates, especially during times of economic or public health uncertainty.

Mistake #2: Not Providing Proper Written Notice

Mistake: A common misstep among landlords is giving tenants a verbal warning or using an incorrect eviction notice. Some may skip the notice entirely, while others may issue a notice with the wrong timeline, missing language, or improper delivery method.

Why It’s a Problem: Courts require landlords to provide tenants with written notice before filing for eviction. If you fail to draft or serve the notice correctly, the court may delay—or even dismiss—your eviction case. Additionally, without a legally sufficient notice, tenants may claim you denied them a fair chance to fix the issue or move out in time.

Solution:

• Use the correct notice for your situation: Common notices include a Pay or Quit Notice (for unpaid rent), Cure or Quit Notice (for lease violations), or an Unconditional Quit Notice (for serious breaches). Each has specific timelines and legal requirements depending on your state.
• Deliver it legally and document it: Most jurisdictions require that notices be delivered in person, by certified mail, or posted in a conspicuous location. Always keep a copy of the notice and proof of delivery.
• Avoid shortcuts or verbal agreements: Even if you have a good relationship with your tenant, always formalize the process. A written, legally valid notice protects both parties and provides the paper trail you’ll need in court.

Mistake #3: Retaliating or Discriminating Against Tenants

Mistake: Some landlords attempt to evict tenants after they’ve filed complaints about the property, requested repairs, or exercised legal rights. Others may unknowingly engage in discriminatory practices, such as targeting tenants based on race, disability, family status, or other protected characteristics.

Why It’s a Problem: Evicting a tenant as a form of retaliation is illegal in every state. Similarly, any action perceived as discriminatory violates the Fair Housing Act and can result in severe legal consequences—including fines, lawsuits, and reputational damage. Courts are quick to scrutinize eviction motives if a tenant claims retaliation or bias.

Solution:

• Evict only for legitimate, documented reasons: Grounds such as nonpayment of rent, repeated violations of the residential lease agreement, or illegal activity are generally enforceable—as long as they are well-documented and not tied to protected activities or traits.
• Maintain a clear paper trail: Keep written records of lease infractions, repair requests, communications, and any prior warnings. This documentation is crucial if your actions are challenged in court.
• Educate yourself on Fair Housing laws: Federal law protects tenants from discrimination based on race, religion, sex, disability, national origin, and family status. Many states and cities add more protected categories, such as sexual orientation or source of income.

Mistake #4: Attempting “Self-Help” Evictions

Mistake: Out of frustration or urgency, some landlords take matters into their own hands by changing the locks, shutting off utilities, removing tenant belongings, or otherwise trying to force tenants out without a court order. These actions are known as “self-help” evictions—and they are illegal in most jurisdictions.

Why It’s a Problem: Self-help evictions violate tenant rights and can expose landlords to serious legal consequences, including lawsuits for illegal eviction, harassment, or property damage. Even if the tenant is clearly in the wrong, bypassing the court process undermines your legal standing and can make a bad situation worse.

Solution:

• Always follow the legal eviction process: File a formal eviction case through your local court and wait for a judgment before attempting to remove a tenant. Only law enforcement is authorized to enforce an eviction order.
• Avoid direct interference with the property: Never disconnect essential services like water, electricity, or gas to pressure a tenant into leaving. This is not only unethical—it’s illegal.
• Be patient and document everything: The process can feel slow, but taking the legal route protects you from liability and strengthens your position if the tenant challenges the eviction. 

Conclusion

Evictions are never easy—but they don’t have to become a legal nightmare. By understanding local laws, providing proper notice, avoiding retaliatory or discriminatory behavior, and steering clear of illegal “self-help” tactics, landlords can handle evictions professionally and legally. A misstep at any stage of the process can cost time, money, and peace of mind.

The key is preparation. Knowing your responsibilities and using the right legal tools can make all the difference when managing difficult tenant situations.

Need legally compliant eviction notices? At FormPros, we make it simple for landlords to generate attorney-reviewed eviction notice forms that meet state-specific legal requirements. Stay compliant, stay protected, and handle evictions with confidence.

Create An Eviction Notice Now

FormPros Has You Covered

Simplify your paperwork with FormPros! From creating paystubs, W-2s, and 1099-NEC forms to generating LLC Operating Agreements and even voided checks, our easy-to-use platform has you covered. Save time, reduce errors, and handle your business documents with confidence. Start now and see how FormPros makes professional form generation fast, affordable, and hassle-free!

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