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ViewMyPaycheck: State requirements for online and printed pay stubs

Article ID: 2000708

Overview

Most states have certain requirements that mandate when and how employees receive payment and pay stubs, as well as how long employees need to keep the information. For information about your state's pay/pay stub requirements, locate your state in the following table.

If you have additional questions about providing printed or online pay stubs, be sure to contact your financial advisor or your state agency. If you have questions about ViewMyPaycheck, contact ViewMyPaycheck Support.

Assumptions

You have an active QuickBooks Payroll subscription.

Details

StatePay Stub Requirements
Pay stubs must be available... To provide online/electronic pay stubs... To provide printed/written pay stubs...
AlabamaNo state-specific requirements.
AlaskaOn the employee's payday. Employees must have the option to print and retain copies of their pay stubs.No state-specific requirements.
ArizonaOn the employee's payday. No state-specific requirements.

 

An employer can provide written or electronic pay stubs.
ArkansasNo state-specific requirements.
CaliforniaOn the employee's payday.

You must get employee consent before providing electronic pay stubs. If the employee cancels his or her consent, you need to provide printed pay stubs. Provide access to a computer terminal and printer in the workplace so the employee can view and print pay stubs at no cost.

Electronic pay stubs must be stored on a secure web site for at least three years.

You must provide written pay stubs if requested by your employee.
ColoradoOn the employee's payday.

Employees must authorize electronic/online pay stubs.

Employees must be able to print their electronic pay stubs.

Employers should provide a written monthly statement or a statement on payday.
ConnecticutOn the employee's payday. Employees must have easy access and be able to print their electronic pay stubs.You must provide written pay stubs if requested by your employee.
DelawareOn the employee's payday.Employees must be able to print and retain copies of their electronic pay stubs.Employers with 3 or more employees must provide written pay stubs if requested by an employee.
District of ColumbiaAt the time of payment.No state-specific requirements.No state-specific requirement, but an itemized statement is required.
FloridaNo state-specific requirements.
GeorgiaNo state-specific requirements.Electronic pay stubs must be accessible.No state-specific requirements, but one needs to be accessible.
HawaiiOn the employee's payday.You must:
  • Provide notice of your intent to provide electronic pay stubs.
  • Provide written instructions on how to access the pay stubs.
  • Obtain written or electronic consent from your employee to deliver pay stubs electronically.
  • Provide access to computer equipment to print copies of their pay stubs.
Electronic pay stubs must be stored for at least six years.
You must provide written pay stubs if requested by your employee.
IdahoOn the employee's payday. No state-specific requirements.No state-specific requirements.
IllinoisOn the employee's payday.No state-specific requirements.No state-specific requirements.
IndianaOn the employee's payday.You must provide access to computers and printers during their workday so that your employees have access to securely view, print, and retain copies of their pay stubs.?No state-specific requirements.
IowaOn the employee's payday.Employees must have free and unrestricted access to a computer and printer with which to view, print, and retain copies of their pay stubs. Upon request from the employee, the employer must provide a written, itemized statement or access to a written, itemized statement within 10 days.
KansasNo state-specific requirements.
KentuckyOn the employee's payday.Employees must be able to view and print copies of their pay stubs.No state-specific requirements.
LouisianaNo state-specific requirements.
MaineOn the employee's payday.Employees must have ready access to the pay stubs and the ability to print them without cost. You must provide terminated employees with a written pay stub.
MarylandOn the employee's payday.No state-specific requirements.No state-specific requirements.
MassachusettsOn the employee's payday.Employees must be able to print and retain pay stubs or you must provide a written copy.No state-specific requirements.
MichiganOn the employee's payday.Employees must be able to view the pay stubs.Employees must receive a retainable pay statement.
MinnesotaOn the employee's payday.You must provide your employees with secure access to company computers and printers during the employee's workday, so the employees can view and print copies of their pay stubs.You must provide written pay stubs if requested by your employee.
MississippiNo state-specific requirements.
MissouriPay stubs or pay statements must be provided at least once a month showing deductions for the pay periods in the months paid.Employees must have access to company computers and printers so they can view, print, and retain copies of their pay stubs.No state-specific requirements.
MontanaOn the employee's payday.No state-specific requirementsNo state-specific requirements.
NebraskaNo state-specific requirements.
NevadaOn the employee's payday.Employees must be able to access and view their pay stubs. No state-specific requirements.
New HampshireOn the employee's payday.Employees must be able to access, view, print and retain copies of their pay stubs each payday in a timely manner.A written copy must be provided.
New JerseyOn the employee's payday.Employees must be able to access, view, print, and retain copies of their pay stubs at any time for no cost.No state-specific requirements.
New MexicoOn the employee's payday.Employees must have secure access to view, print and retain copies of their pay stubs.An employer shall provide an employee with a written receipt.
New YorkOn the employee's payday.You must provide a hard copy of the pay stub if you do not provide computer and printer access to your employee or if your employee is unable to operate a computer.No state-specific requirements.
North CarolinaOn the employee's payday.Employees must have access to print copies of their pay stubs.No state-specific requirements.
North DakotaOn the employee's payday.Employees must be able to print copies of their pay stubs.No state-specific requirements.
OhioNo state-specific requirements.Electronic pay statements must be accessible.No state-specific requirements.
OklahomaOn the employee's payday.Employees must have access to view copies of their pay stubs. The employer cannot post the information on the Internet and require the employee to log in to view the information.No state-specific requirements.
OregonOn the employee's payday.

You must obtain consent from your employees.

Employees must be able to print or electronically store copies of their pay stubs.

A written or electronic pay stub is required.
Pennsylvania

On the employee's payday.

 

No state-specific requirements.

No state-specific requirements.
Puerto RicoNo specific requirements.
Rhode Island

On the employee's payday.

 

No state-specific requirements.

No state-specific requirements.
South Carolina

On the employee's payday.

 

Employees must be notified seven days before you change from printed to electronic pay stubs.

Employees must have access to a computer terminal and printer.

No state-specific requirements.
South DakotaNo state-specific requirements.
TennesseeNo state-specific requirements.
TexasOn the employee's payday.No state-specific requirements.No state-specific requirements.
Utah

On the employee's payday.

 

Employees must have access to view and print copies of their pay stubs.A written or electronic pay stub is required.
VermontOn the employee's payday.

Employee must give written authorization.

The statement is made available at the time wages are paid.

The statement can be accessed and printed by the employee at no cost to the employee.

Measures are taken by the employer to protect confidential information from access by anyone other than the employee.

You must maintain electronic pay stubs for a reasonable period.

You must provide written pay stubs if requested by your employee.
VirginiaOn the employee's pay day.You must provide a computer terminal and printer at the workplace so that employees have access to view, print, and retain copies of his or her pay stub at no charge.You must provide written pay stubs if requested by your employee.
WashingtonOn the employee's payday.No state-specific requirements.You must provide written pay stubs if requested by your employee.
West VirginiaOn the employee's payday.No state-specific requirements.You must provide written pay stubs to employees who don't have internet access.
WisconsinNo state-specific requirements.Employees must have access to view, print, and retain copies of his or her pay stub on payday.You must provide written pay stubs if requested by your employee.
WyomingOn the employee's payday.

Employees must have unrestricted access to view, print, and retain copies of his or her pay stub at no cost.

No state-specific requirements.