You did the math, you know what you should be paid — but your paycheck is hundreds of dollars short. Before you panic or assume your employer shorted you, run through this checklist. Most discrepancies have a logical explanation.
The Pay Stub Checklist (In Order)
Compare your pay stub to your expectations, line by line:
1. Check the pay period dates
Make sure the check covers the period you think it does. If you started mid-period or the company pays in arrears, this check might only cover part of the time you worked.
- Look for: "Pay Period" or "Period Ending" date on your stub.
- Example: You worked Jan 1–14, but the period on the stub says Jan 1–7. You'll get the rest on the next check.
2. Verify gross pay
For hourly workers: gross pay = (regular hours × rate) + (OT hours × 1.5× rate). For salaried workers: annual salary ÷ number of pay periods per year.
- If gross is wrong: Contact payroll immediately. Wrong gross = underpayment.
- If gross is right but net is low: The issue is taxes or deductions — keep checking.
3. Check federal tax withholding
Federal income tax is withheld based on your W-4. If it looks unusually high, your employer may have you set as "Single, 0 allowances" (the maximum withholding).
- Compare: Is federal tax a much larger percentage of gross than you expected?
- What to do: Ask HR for a copy of your W-4 on file. If it's wrong, submit a new one.
4. Check FICA (Social Security + Medicare)
FICA should be exactly 7.65% of your gross pay (6.2% Social Security + 1.45% Medicare). This is fixed and unavoidable.
- If FICA is missing: You may be exempt (very rare). Ask payroll.
- If FICA is higher than 7.65%: There's an error. Contact payroll.
5. Check state and local taxes
State income tax rates vary widely. Some states have no income tax (TX, FL, WA, etc.), others withhold 5-10% or more. Local/city taxes may also apply.
- Look for: "SIT" (State Income Tax), "Local Tax," "City Tax."
- What to do: Verify your state's withholding rate and make sure it matches your pay stub.
6. Check pre-tax deductions
Health insurance, dental, vision, 401(k), HSA, FSA — these come out before taxes, reducing your taxable income. They can add up to hundreds of dollars per check.
- Compare: Did you elect family coverage instead of individual? Did you set your 401(k) to 10% instead of 5%?
- What to do: If deductions are higher than you intended, log into your HR portal and check your benefit elections.
7. Check post-tax deductions
Garnishments, loan repayments, union dues, charitable contributions, parking fees — these come out after taxes.
- Look for: "Garnishment," "Child Support," "Loan," "Union Dues," "Other."
- What to do: If a new deduction appeared, ask HR or payroll what it is and why it started.
8. Check for one-time charges
Uniform costs, equipment deposits, training fees, overpayment recovery — employers sometimes deduct these from a single paycheck.
- Look for: "Uniform," "Equipment," "Recovery," "Adjustment."
- Are they legal? In most states, employers must notify you in advance and cannot drop your pay below minimum wage.
Common Scenarios and What They Mean
Gross is correct, but net is way lower → Deductions or withholding
Your employer paid you the right amount, but taxes and deductions took a bigger bite. Review your W-4 and benefit elections.
Gross is lower than expected → Hours, pay period, or rate issue
Either you didn't work as many hours as you thought, the pay period is shorter, or your hourly rate is wrong. Contact payroll immediately.
New deduction appeared → Garnishment, loan, or benefit change
A court order, loan repayment, or benefit you elected (or that auto-enrolled) started this period. Ask HR for documentation.
Federal tax is huge → W-4 issue
You're likely set to maximum withholding (Single, 0 allowances). Submit a new W-4 to reduce it if you're over-withheld.
What to Do If There's an Error
- Email payroll or HR immediately with your pay stub attached. Explain the discrepancy clearly (e.g., "My gross pay should be $2,000 for 80 hours at $25/hr, but the stub shows $1,600").
- Provide proof: Attach your timecard, offer letter, or previous pay stubs showing the correct rate or deductions.
- Request a correction: Most errors are fixed in the next pay cycle, and you'll receive back pay for any underpayment.
- Follow up in writing: If payroll doesn't respond within 48 hours, escalate to your manager or HR director.
- Know your rights: Employers are legally required to pay you correctly and on time. If they refuse to fix a clear error, contact your state labor board.