How Do I Recover My Lost Pay Stubs?
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Lost Your Pay Stubs? Here’s How to Get Them Back Quickly
If you’re thinking of buying a new home or applying for a business loan, you will need pay stubs to provide proof of income and employment. Although many people try to keep their old pay stubs filed in a safe place, they often get lost, destroyed or accidentally thrown out.
In this article, we provide a step-by-step guide on how to access old pay stubs and recover lost paycheck stubs. This includes who you will need to contact and which documentation is usually required.
Firstly, What Is a Paystub?
Paystubs are physical, itemized records of an employee’s wages and deductions for a specific pay period. A paycheck stub documents:
- The number of hours the employee worked, including overtime.
- The total wages or salary that the employee was paid before tax deductions.
- All current and year-to-date federal, state and local taxes withheld from the employee’s gross pay.
- Other withholdings, such as the employee’s share of insurance premiums.
- The employee’s net pay. This refers to the total amount earned after deductions.
What Are Paystubs Used For?
–Employers–
Although there is no federal law that requires employers to issue their staff with pay stubs, the Fair Labor Standards Act states that employers should “keep employee time and pay records.” Many employers use paystubs to compare wage and salary expenses with other labor costs in their accounting records.
–Employees–
For employees, paystubs are used as proof of stable income when applying for credit, taking out a loan, renting or buying a property. It’s also important that employees know how to find old paystubs when filing their tax documents and returns.
–Independent Contractors/Self-Employed Workers–
By definition, contractors are not employees and do not have taxes withheld from their pay. Instead, contractors receive 1099 forms at the end of the year to verify their income. In these cases, pay stubs are necessary to verify that the amount on the 1099 form is accurate.
Self-employed people also use pay stubs to keep track of their business and personal expenses for their tax returns. It’s also important that they know how to get pay stubs when applying for business funding, making financial decisions, or preparing for an audit.
How to Recover Lost Pay Stubs
Option 1: Download a Copy from the Company’s Payroll Software
- Many companies use payroll software to generate paystubs for their employees.
- All you would need to do is sign into the payroll software and download a copy of the missing paystub.
- However, this is not always possible due to security, technical or privacy issues.
If you’re wondering how to get old pay stubs online, checking your payroll system is the easiest first step.
Option 2: Request a Copy from the Payroll or Human Resources Department
Compared to the option above, recovering a lost paystub this way is a bit more complicated. Below, we have provided a step-by-step guide to help you make sense of the process.
Step 1:
The first step is to contact human resources or the payroll office where the paystub was printed. You will need to ask them what the process is for requesting copies of pay stubs, if there is a processing fee, how long it will take, and what documentation you need to submit. How to get old pay stubs depends on the company’s policies, so be sure to ask about their specific requirements.
Step 2:
Next, you’ll have to fill out a pay stub request form. This document is a formal request of your payroll records. To ensure that you provide all of the necessary information, here is a list of details you should include:
- Your full name
- Social Security number
- Employee Identification Number (EIN)
- The dates for the applicable pay periods you are looking for
- Your current home address where the paystub should be sent
Step 3:
Once you have completed the request form, email, fax or post it to the correct address and department. If there is an administrative or processing fee, make sure that you pay it on time and send the proof of payment to the relevant payroll or human resource department.
Step 4:
If you sent the paystub request form electronically, call the HR or payroll department on the same day to make sure that they have received it. Similarly, if you sent the documentation via the post, contact them within 3 to 5 business days to confirm receipt. Next, wait for your paystub to arrive in your inbox, post box or collect from the relevant office.
If you need to know how to get old pay stubs online it may require additional verification steps, so ask your HR or payroll team if they provide digital access.
Create Paystubs Online
Paystubs are an important way to provide proof of your income or employment when applying for a loan, filing a tax return, or buying and renting a property. In some cases, it may not be possible to recover pay stubs. This is often the case when the record never existed in the first place or if a company goes bankrupt.
If You Can’t Recover, Generate a Replacement Paystub
If you’re unable to retrieve your old paystubs, the best solution is to generate a replacement. With FormPros, you can quickly create professional paystubs online that serve as reliable proof of income.
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!
