Where And How To Access Pay Stubs Online As A Current Or Former Employee

Typically, employees can view pay stubs through employee portals or payroll departments. However, if you're wondering how to access pay stubs as a former employee, you may only have the option to reach out to your former employer. 

Meanwhile, freelancers, independent contractors, and self-employed individuals do not receive employer-issued pay stubs. They can self-generate income records online using a reputable online pay stub generator for personal record-keeping or as supporting documents. 

This article covers what a pay stub is and how to find pay stubs as a current or former employee. It also explains common problems you may face and their solutions.

What Is a Pay Stub?

A pay stub is a document that shows how much you earned and how that money was calculated for a specific pay period. It's also called a payslip, paycheck stub, pay or earnings statement. This document usually breaks down your gross pay, paycheck deductions, and net pay. Hence, you are aware of exactly where your money went before it reaches your bank account or paycheck.

Most pay stubs include key details like your employer’s name and address, pay period dates, and hours worked. It could also include pay rate, taxes withheld, and other deductions. This is why pay stubs matter far beyond payday. They’re often also used as official proof of income for rental applications, loan applications, and other related purposes.

Landlords, lenders, and government agencies rely on pay stubs to verify earnings. They’re also important for you personally. A pay stub can help you confirm you were paid correctly and spot payroll errors early. You can also keep accurate records for tax season.

Read More:Weekly Paycheck Calculator: How To Calculate Your Take-Home Pay

Where To Find Pay Stubs as a Current Employee

If you're wondering how you can get a pay stub from your current employer, the process is quite straightforward. Today, pay stubs are mostly sent as electronic copies rather than in print. There are two major ways to get your paystub:

1. Accessing Pay Stubs Through an Employee Portal

Some employers use the services of payroll service providers. These sites provide access to paycheck stubs, W-2 forms, and schedules. Some popular online portals include ADP (Automatic Data Processing) and Paychex Flex. 

If you ask your employer for your pay stub, they may direct you to the company's payroll service provider, if one is available. Usually, you will need your login credentials to access the site. Here is how to get pay stubs from employer portals:

• Request Login Directions: Meet with Human Resources or the Payroll Division to learn how to access the portal. Most likely, you will be required to create a password and username the first time you log in.

• Sign In: After registering, visit the provider's website or app and sign in.

• Head to the PAY Section: Navigate to the PAY or Pay Statements section from the dashboard or main menu.

• Select Pay Period: Find the relevant pay period and click “View Pay Stub” or a similar command. Most pay stubs are displayed as PDFs, which you can view directly in your browser.

• Download or/and Print: Save a copy to your computer or cloud. You can also download or print copies of your pay stub and store them in a safe place. 

2. Getting Pay Stubs From the Payroll Department

The next best way to find your pay stub is through your company's payroll department. Usually, this is the go-to option if your employer doesn't use an online payroll service. Follow these steps:

• Contact HR Department or Payroll: Visit your employer’s HR or payroll division and request your paycheck stub. If you need paper copies, they could be mailed to your physical address. Meanwhile, an electronic version can be easily sent to your email. 

• Provide the Necessary Details: Typically, you must provide key details, such as your employee ID and the relevant pay period. Always ensure that your mailing address is up-to-date. 

• Wait to Receive Your Paystub: It may take time for them to go through the payroll records and retrieve your pay statements. If they don't give a specific date for you to expect it, you can check back in one week. 

Also check:Paystub creator to make accurate pay statements for personal use.

How To Access Pay Stubs From a Former Employer

Even if you've left an organization, it's still possible to access previous pay stubs if you need them. Some states require employers to provide pay stubs for former employees. Typically, access to pay stubs depends on local labor laws and record retention requirements. 

In the United States, most states require employers to retain pay records for 3 to 7 years. This will vary depending on the state in which you are located. Still, there's no guarantee your employer will keep it for the specified timeframe. So if possible, do so immediately when you leave the job.  

1. View Your Pay Stubs via Employee Portal

If you left your past employment only recently, you may still have access to your employee portal. If so, use your login credentials to log in to the website or app and download and print your previous pay stubs. However, if you've lost access to the portal, the next step is to contact your last employer. 

2. Contact Your Previous Employer

There are several ways to reach your former employer. You can do this via a phone call, which is faster, or you can send an email if a phone call isn't possible. Another option is to contact the company directly and meet with the payroll or accounting department. Remember to reach out during work hours. 

3. Provide the Required Information 

Always give precise details on why and when you need the pay stub. Usually, you will need to confirm your identity. The accounting department may also request that you complete a pay stub request form. They could request details like:

• Your full name

• Social Security number

• Current address

• Previous address 

• Employee identification number

• Pay period

4. Follow Up After Request

Once submitted, retrieval can take anywhere from a few days to a couple of weeks. This will depend on how the company stores older records. It also depends on how long it has been since you left the establishment. 

If you don't hear back from them in time and they haven't provided a specific date, send a follow-up email or a follow-up call. 

5. File a Complaint if Your Former Employer Fails to Provide Pay Stubs

Your previous employer may refuse to provide you with your check stub. In this case, you can file a wage claim with your State's labor department. However, this applies in states where pay stub access is legally mandated. 

Read More:What If Your Employer Doesn't Give You A Pay Stub?

How To Create a Pay Stub With an Online Pay Stub Generator

Freelancers, independent contractors, or self-employed individuals typically do not receive employer-issued pay stubs. However, you still need to document your income for personal records or budgeting. It can also serve as supplemental proof of income. 

In these cases, you can use a reputable online pay stub generator to create self-generated income records. Employees may also use online generators to create reference copies for personal use. However, note that they cannot replace pay statements provided by employers. Hence, you should never use them as a replacement for official employer pay stubs.

To generate a pay stub record online, you’ll typically need:

• Your full name or business name

• Pay period dates

• Gross income

• Any deductions or contributions(if applicable)

• Net pay

• Payment frequency (weekly, biweekly, monthly)

To create a paystub online:

• Choose a reputable online pay stub generator

• Enter your income and pay period details accurately

• Review all information for errors or inconsistencies

• Generate the pay stub in PDF format

• Download and store the document securely

Also check:Online paystub template for a variety of pay stubs to pick from. 

Common Problems When Accessing Pay Stubs (And How to Fix Them)

Some issues you could face when accessing pay stubs include:

Forgotten Login Details

If you forget your password, you can easily reset it or contact payroll support if the issue can't be fixed on your end. 

Deactivated Accounts for Former Employees

Employers sometimes deactivate employees' portals once they leave the company. If you no longer have access, you will need to contact Human Resources to request copies of your paycheck stub. 

Delayed Responses

There are times when you may not get an answer immediately. For instance, if you are requesting information from an old employer after months have passed. Be patient and follow up on the case. If you don't get a response, you may contact your State's labor department and file a complaint. 

Alternatives To Pay Stubs as Proof of Income

If you're unable to gain access to your pay statements at the time, you can explore these alternatives:

1. Tax Forms (W-2 or 1099)

Tax forms are one of the most widely accepted alternatives to pay stubs as proof of income. These include W-2 for employees and 1099 for independent contractors or freelancers. 

2. Bank Account Statements

Bank account statements can also act as proof of income if they are clearly labeled. However, this can only be used if you get your income as direct deposits. However, bank statements don't detail how your income was calculated, so they may not be accepted by some institutions. 

3. Employer Verification Letter

Employer verification is used by businesses to confirm an employee's income and job status. This document can be used to apply for loans, mortgages, and even rent. 

4. Workers’ Compensation Statements

A worker's compensation statement is a document used during a workplace injury claim. It includes a detailed breakdown of your past earnings. Hence, it's commonly accepted for applications for benefits or assistance.

Read More:How To Create A Free Employment Verification Letter

Final Thoughts

Knowing how to access pay stubs is important for employees, as this document is crucial. It serves as proof of income and helps track and confirm your earnings. If you're a current employee, you can often find your payslip via your employee portal, if available. You can also contact the payroll department. However, as former employees typically need to contact their former employer’s HR or payroll support. If you encounter any issues viewing your paystub, follow the recommended solutions for a quick and easy fix. 

Are you a small business owner looking to create employees' pay stubs? Or an employee or freelancer who needs self-generated income records for personal use? Our AI pay stub maker makes it fast and accurate. Create professional stubs in minutes. Get started with us today!