Paying a nanny is different from running a business payroll. There is no HR department, no payroll team, and often no one to ask. But a clear pay stub each payday is one of the easiest ways to keep things fair, organized, and stress-free for both of you.
This guide walks you through it step by step, in plain English.
Why give your nanny a pay stub?
A pay stub is simply a written record of one payment: how much your nanny earned, what (if anything) was taken out, and what they actually received.
It helps your nanny because they can see exactly how their pay was worked out, and they have a record for their own taxes, budgeting, or when they need to show proof of income they genuinely earned.
It helps you because you have a tidy record of every payment. When tax time comes, or a question comes up about hours or overtime, you are not digging through text messages and bank apps.
Some states also require employers, including families, to give a written pay statement each payday. See our guide: Do I have to give my nanny a pay stub?
Step 1: Gather your information
Before you start, have these details handy:
- Your name and address (you are the employer).
- Your nanny's full name and address.
- Pay period dates: the first and last day the payment covers.
- Pay date: the day you actually paid them.
- Hours worked in the period, including any overtime hours.
- Pay rate: hourly rate, or the agreed weekly or yearly salary.
- Any extra pay: overtime, holiday pay, or a bonus.
- Any deductions or withholdings: for example, the employee share of Social Security and Medicare, or income tax if you agreed to withhold it.
If you use a payroll calculator or work with an accountant, use their withholding figures. A pay stub should reflect what you actually paid and withheld.
Step 2: Work out gross pay
Gross pay is what your nanny earned before anything comes out.
For an hourly nanny, multiply regular hours by the hourly rate, then add overtime hours at the overtime rate. Many nannies who live outside your home are entitled to overtime for hours over 40 in a workweek, so it is worth checking the rules that apply to you.
For a salaried nanny, use the agreed amount for that pay period (for example, a weekly salary).
Add any bonus or holiday pay you actually paid.
Step 3: List deductions and work out net pay
Next, list each amount you withheld, one line per item. Common examples include:
- Social Security tax (employee share)
- Medicare tax (employee share)
- Federal income tax (only if you and your nanny agreed to withhold it)
- State taxes or state programs, where they apply
Subtract the total from gross pay. The result is net pay, the amount your nanny actually received. It should match the payment you sent.
Step 4: Add year-to-date totals
Year-to-date (YTD) totals show how much has been paid and withheld so far this calendar year. They make it much easier to fill out year-end forms like the W-2, and they help your nanny keep track too.
Step 5: Create the stub
You can do this by hand in a spreadsheet, but it is easy to make mistakes with the math or the layout.
With StubzPro you can fill in your real numbers, see a full preview of the finished stub before you pay, and pick from 8 templates. There is no account and no subscription. When it looks right, download the PDF for $3.99 per stub through secure Stripe checkout. If you spot a mistake afterward, fixes are free for 7 days.
Make a pay stub — free preview
Step 6: Give it to your nanny and keep a copy
Share the stub on or around payday, by email, a shared folder, or printed. Keep your own copy with your other household employment records. The IRS asks household employers to keep employment tax records for at least four years.
Common mistakes to avoid
- Net pay that does not match the payment. Double-check the stub against the actual transfer or check.
- Forgetting overtime. If your nanny worked more than their usual hours, make sure it shows.
- Wrong pay period dates. Each stub should cover one clear period, with no gaps or overlaps.
- Mixing up reimbursements and wages. Paying back your nanny for groceries or gas they bought for your family is not the same as wages. Keep it clearly separate.
- Waiting until year-end. It is much easier to make a stub every payday than to rebuild a year of records in January.
FAQ
- How often should I give my nanny a pay stub?
- Every time you pay them is the simplest rule, whether that is weekly or every two weeks. Some states require a statement with each payment.
- Can I make a pay stub if I pay my nanny by Venmo, Zelle, or check?
- Yes. The payment method does not matter. The stub records what was earned, withheld, and paid. Just make sure the net pay matches what you actually sent.
- Do I need to withhold taxes before I make a stub?
- That depends on how much you pay and your state. Read Do I have to give my nanny a pay stub? for the federal basics, and check with a tax professional if you are unsure.
- What if I make a mistake on a stub?
- With StubzPro, you can fix mistakes free for 7 days after purchase. Email support@stubzpro.com if you need help.
For real wages only. Use StubzPro to document pay you actually paid. Never create a stub to show income that was not earned. Doing so can be illegal.
This guide is general information, not legal or tax advice. Rules vary by state and change over time. For your situation, talk to a tax professional or your state labor department.