Free Pay Stub Excel Template + Calculator
Download a blank Excel paystub template with formulas built in. Use the calculator below to sketch a paycheck without opening Excel.
Paycheck Calculator
Sketch a paycheck without opening the spreadsheet. Numbers update as you type.
Estimate only. Real paychecks use tax brackets, allowances, and state-specific rules — flat percentages will be off. For exact numbers, check your actual stub or convert your paystub PDF.
What goes in a pay stub Excel template
The template you just downloaded follows the same structure that every major US payroll provider uses on their pay stubs. There's nothing exotic about it — payroll is one of the few areas of business software where everyone agrees on the same fields.
You'll see seven sections: employer info, employee info, pay period dates, earnings (broken down by hours and rate), tax withholdings, deductions, and net pay. The Gross Pay row sums the earnings column with a SUM formula; Total Taxes and Total Deductions do the same. The Net Pay row at the bottom is Gross minus Taxes minus Deductions. Edit any cell and the totals update.
How ADP, Workday, and UKG pay stubs map onto this template
If you're copying values from a real paystub, the section names line up almost exactly:
- ADP (RUN, Workforce Now, Vantage): "Earnings" → Earnings, "Taxes" → Taxes, "Deductions" → Deductions, "Net Pay" → Net Pay. ADP separates pre-tax and post-tax deductions into two sub-blocks; you can do the same in the template by adding a row.
- Workday: "Pay Inputs" or "Earnings" → Earnings, "Employee Taxes" → Taxes, "Pre-Tax Deductions" + "Post-Tax Deductions" → Deductions, "Take Home Pay" → Net Pay.
- UKG Pro / UltiPro / UKG Ready: "Earnings" → Earnings, "Taxes" → Taxes, "Deductions" → Deductions, "Net Pay" → Net Pay. UKG also prints a YTD column next to current — the template has a YTD column for that.
- Paychex, Gusto, QuickBooks, Paylocity: same shape. All US payroll providers use the same logical sections; only the labels and visual styling differ.
If you'd rather not retype anything, drop your paystub PDF into StubSheet and the same fields show up in Excel automatically. Free for the first three CSV conversions per month, $2.99 for an Excel download.
Why use a calculator vs typing values into the template
Two different jobs. The calculator above is for back-of-the-envelope estimates — useful when you're negotiating salary, sanity-checking an offer, or budgeting. Type your hours and rate, pick a frequency, and you'll see roughly where the gross-to-net math lands.
The template is for tracking real paystubs over time. Typing each stub into a row gives you something you can sum across the year, compare against your W-2, or hand to a lender for income verification. The two complement each other: estimate before payday, log the actual numbers after.
The honest pitch for the paid converter
Disclosure: I built StubSheet, which is the paid converter that turns paystub PDFs into Excel automatically. The free template + calculator on this page genuinely is free, no email required. The reason I built them is funnel — if you came here looking for an Excel template, there's a good chance you already have a paystub PDF in your downloads folder and what you really wanted was the data, not a blank grid.
If that's you, retyping twelve stubs into the template is the slow path. Convert your PDF and you'll get the same template structure pre-filled in about thirty seconds. If you wanted the blank template for a different reason — building a multi-year tracker, mocking up a paycheck for a budget, teaching someone how a paystub is structured — keep what you've got. Both options are useful.
Frequently Asked Questions
What goes in a pay stub Excel template?
A standard pay stub Excel template has sections for employer info, employee info, pay period dates, earnings (gross pay broken down by hours and rate), tax withholdings (federal, state, FICA, Medicare), pre- and post-tax deductions, and net pay. The StubSheet template includes all of these with formulas that sum totals automatically.
Does the template work with ADP, Workday, and UKG paystubs?
Yes. The template structure follows the same sections that ADP, Workday, UKG Pro, UltiPro, Paychex, Gusto, and most other US payroll providers use. Copy values from any of those stubs into the corresponding cells. If you'd rather not retype, the StubSheet converter extracts the same fields automatically from a PDF.
Is the calculator accurate for my actual paycheck?
It uses flat percentages for federal and state tax, which is fine for an estimate but won't match your real paycheck exactly. Real withholding uses tax brackets, allowances, and state-specific rules. Treat it as an estimate, not tax advice. For exact numbers, look at your actual paystub PDF.
Can I edit the Excel template after downloading?
Yes. The .xlsx is unprotected and includes formulas for Gross Pay, Total Taxes, Total Deductions, and Net Pay. Add rows, change formats, or extend it across a year — it's yours once you've downloaded it.
Do I need to sign up to download?
No. The download is one click. No email, no account, no tracking pixel beyond standard analytics. The paid converter (for turning real paystub PDFs into Excel) does require uploading a file, but the template itself is free and unconditional.
Already Have a Pay Stub PDF?
Skip the manual entry. StubSheet converts the PDF straight to Excel — same fields, same template, filled in for you.
Convert My Pay Stub