Cover Image for How to Make Pay Stubs: What You Need to Know as an Employee

How to Make Pay Stubs: What You Need to Know as an Employee

If you’re an employee who’s wondering how obtaining and using pay stubs might apply to you, look no further. This guide is for employees wondering how to make pay stubs, why they need pay stubs, and how exactly that process works. Here’s everything you need to know! 

Why do I need a pay stub?

There are several reasons that you may find yourself in need of a pay stub. First, keeping a record of your earnings and deductions is important. You’ll want this type of record, either hard copy or electronically, to cross-reference your pay and deductions to ensure you are being compensated correctly. Sometimes employers make mistakes in payroll, and reviewing your pay stub is simply an extra step to ensure everything is in order. Furthermore, pay stubs are essential records of what has been paid to you and/or what is owed to you if you were ever to enter into a dispute with your employer. 

Beyond the record-keeping aspect of pay stubs, these documents can come in handy and are essential in a number of situations. If you are applying for a loan of any type, such as a mortgage, car loan, bank loan, credit card, or line of credit, you will most likely need to provide proof of income. Pay stubs will serve that function. Proving your income may also be necessary if you are applying for a rental property or entering an agreement where it is necessary to show proof of how much you make. It’s a good idea to collect and hold onto your pay stubs regardless, even if you’re not planning on applying for something that will require you to present them. In Canada, employees are advised to hold on to their pay stubs for six years. Again, you can keep these records digitally if that’s most suitable for you. 

Who is responsible for making pay stubs? 

In Canada, employers are legally required to provide their employees with pay stubs. That said, not all employers do this automatically. If you’re not receiving pay stubs, you are completely entitled to ask that your employer make them for you, and they are required to oblige. If you want pay stubs, all you need to do is ask! 

Can I get pay stubs for past payments? 

If you haven’t been receiving pay stubs and you require them for an application, you will typically need to provide proof of income for more than just one pay period. You can expect to be asked to prove your last three months of earnings. Because your employers are required to provide pay stubs, you can ask for pay stubs dating back to your first-ever pay with them. Even if a company no longer employs you, you can still ask for pay stubs retroactively. While it is, as we said, mandatory for employers to do this for you, it’s always easier to ask at the moment rather than going back in time. Even if you don’t feel that you need your stubs right now, you might as well collect the documents to avoid an administrative headache for both you and your employer in the future. 

How do I know if a pay stub is official? 

Pay stubs are not official government documents. So, the only metric that defines an “official” pay stub is the accuracy of the information and ensuring that all of the necessary information is included. If you’re not familiar with what should be included, you can visit the CRA website for more information or use a pay stub generator like OneTwoPay. The only thing that can impede the legitimacy of a pay stub is the misrepresentation of yourself and your personal information or your income. It is illegal to misrepresent these things, so you need to ensure your information is completely accurate and mistake-free. 

How do I request a pay stub from my employer? 

All you have to do is ask! If your employer doesn’t provide pay stubs to any of their employers, this may seem like a more difficult task to them. We recommend forwarding them information about OneTwoPay, a simple and affordable system that generates Canadian pay stubs in minutes. OneTwoPay stores employee information and does automatic calculations to make the process as easy as possible. 

If you are self-employed and want to make your own pay stubs or encourage your employer to use OneTwoPay, download the information sheet below and send it their way. If you have any questions, we’re here for you. 


Honestly, it’s that easy. Let’s get you your pay stubs.

Create a Pay Stub

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