How to Write Payment Statements

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Writing a payment statement is quick and easy when you have a format.
Writing a payment statement is quick and easy when you have a format. (Image: Comstock/Comstock/Getty Images)

Payment statements are an important part of handling payroll in your business. Statements will vary depending on what kind of taxes you have to handle on behalf of your employees, but the same basic information has to be included on most pay statements. To set up a generic form to write payment statements for your employees, you'll need to ensure you have access to all of their information that is kept in human resources.

Things You'll Need

  • Word=processing software
  • Employee information

Type the employee's full name, address, employee number (if applicable) and position in the top left corner. Type the pay date in the top right corner.

Create a text box below the employee's information. This text box will need to include the following categories: gross pay, tax deductions, other deductions (such as health insurance, 401k contributions or purchases made that can be deducted from pay) and net pay.

Create another text box to the right of the previous text box. Include detailed deduction information, line by line, and then total the lines up for a deduction amount.

Create a third text box that runs underneath the previous two. Include all year-to-date information, including pay, deductions and federal and state taxes.

Below the payment statement information, left align the total pay you have distributed to the employee. If you pay an employee on a regular basis, all information can be saved to be reused. Simply change any figures that need to be changed the next time you pay the employee. The payment statement can be sent electronically or printed out and delivered to the employee. Payment statements are also known as check stubs.

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