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Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Repair Windows errors before they cause bigger problemsFix Now →Scan for outdated or missing drivers - takes under a minuteDriver Scan →A pay stub shows the details of an individual paycheck; a Form W-2 summarizes an employee’s wages and tax withholding for the calendar year. Use the stub to check a payday’s earnings, deductions, and take-home pay, and the W-2 for annual tax reporting. They cover different periods and use tax categories that may produce different totals.
Pay stub vs. W-2 at a glance
| Document | Reporting period | Main purpose | Amounts it may show |
|---|---|---|---|
| Pay stub | One payday or pay period; may also show year-to-date totals | Review the calculation of a paycheck | Earnings, deductions, withholding, and net pay; labels and layout vary by employer and payroll system |
| Form W-2 | One calendar tax year | Report annual wages and tax withholding for tax filing | Tax-defined wage amounts and withholding, separated into numbered boxes |
These are related but distinct records, not interchangeable versions of the same document. The Internal Revenue Service (IRS) says employers use Form W-2, Wage and Tax Statement, to “Report wages, tips, or other compensation paid to an employee.” Employers furnish the W-2 to employees and file it with the Social Security Administration. IRS: Forms W-2 and 1099 FAQ
What a pay stub shows
A pay stub, sometimes called a paycheck stub or earnings statement, is typically a paycheck-level breakdown. It helps you see how the employer arrived at the amount deposited or paid to you. The IRS material on paycheck withholding does not establish a single nationwide pay-stub template, so the fields and labels depend on the employer and payroll system.
- Earnings: Pay for the period, which may be divided into categories such as regular hours, overtime, or other compensation.
- Deductions and withholding: Amounts taken from pay, including tax withholding and any applicable benefit or retirement deductions.
- Net pay: The amount remaining after the listed deductions and withholding, generally the take-home amount for that payday.
- Year-to-date figures: Many stubs also show accumulated totals for the calendar year, which can help when reviewing annual figures.
Check the pay-period dates and whether a figure is for that paycheck or year to date before comparing it with another record.
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What a W-2 shows
A W-2 reports annual wage and tax information for a specific calendar year. Its numbered boxes separate amounts that are defined differently for tax purposes; a box is not simply a copy of a pay-stub line.
- Box 1: Taxable wages, tips, and other compensation.
- Box 2: Federal income tax withheld.
- Box 3: Social Security wages.
- Box 5: Medicare wages and tips.
Boxes 1, 3, and 5 can show different totals because each follows a different tax definition. For example, elective deferrals to some retirement plans can be excluded from Box 1 while remaining included in Box 3. State and local wage and withholding information may also appear on the form; those entries depend on the applicable jurisdiction. See the IRS Instructions for Forms W-2 and W-3 for box definitions and current-year details.
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How to compare a pay stub with a W-2
Compare like with like: the same tax year, year-to-date figures from the final relevant pay stub, and the W-2 box that corresponds to the amount you are checking. Do not compare one paycheck’s gross pay or net pay directly with an annual W-2 total.
- Confirm the year. Make sure the pay stub’s year-to-date figures cover the same calendar year as the W-2.
- Identify the amount. Decide whether you are checking taxable wages, Social Security wages, Medicare wages, or withholding. These are not interchangeable categories.
- Choose the corresponding W-2 box. For example, Box 1 is taxable wages; it is not the same measure as gross earnings or take-home pay.
- Account for tax treatment and timing. Differences in wage definitions, deductions, or which paycheck is included in a year-to-date total may explain a gap.
- Ask payroll about an unexplained difference. Share the specific year, pay-stub figure, and W-2 box so the employer can review the records.
A difference does not by itself prove that either document is wrong. The right comparison depends on the specific box and the way the underlying amounts are treated for tax purposes.
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Use pay stubs throughout the year to review each paycheck and keep track of year-to-date earnings and deductions. Use the W-2 when preparing your annual tax return. IRS employee guidance says employers generally provide a W-2 by January 31 for the preceding year; consult the IRS’s Tax Topic 154: Form W-2 and Form 1099-R (What to Do if Incorrect or Not Received) for current guidance if a form is missing or an exception applies.
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