Mandatory Information for NY Paystubs
Under NYLL § 195(3), handing an employee a check with just their net pay is a labor law violation. Every wage statement must explicitly list the dates of work covered, the employee's name, and the employer's name, address, and phone number. It must also detail the rate of pay, basis of pay (hourly, salary, or commission), gross wages, exact deductions, and net wages. For non-exempt hourly employees subject to the Fair Labor Standards Act (FLSA), you must also break down regular hours, overtime hours, and their respective rates. If you need to issue compliant wage statements immediately, you can build a compliant paystub right now using our professional generator.
The NYS Wage Notice Requirement (NYLL 195-1)
Beyond the recurring paystub, New York requires a Notice of Pay Rate at the time of hire under NYLL § 195(1). This document must be provided in English and the employee's primary language, detailing their regular payday, overtime rates, and any claimed allowances like tip or meal credits. While the annual wage notice requirement was abolished, the initial hire notice remains strictly enforced. Independent contractors, such as a consultant or a DoorDash driver, are generally issued 1099s rather than standard W-2 paystubs, but misclassification can trigger severe IRS and state penalties. Keep your records straight and generate a paystub to accurately track your independent or W-2 income.
Electronic Paystubs and NYS Penalties
New York allows electronic paystubs, but only if employees can access them confidentially and print them for free at work. If an employee requests a paper copy, you must provide it. Failing to provide any paystub results in state fines of $250 per day, capped at $5,000 per employee. Don't risk steep NYS DOL fines or IRS audits over poor record-keeping. Whether you need to manage weekly payroll records or prepare for the 2026 tax deadlines calendar, using a standardized system is critical. Ensure your business stays 100% compliant and create your paystub today.
Insider Tip: New York requires employers to keep payroll records for six years—three years longer than the federal FLSA requirement. Always generate and store digital backups of every paystub issued.