United States Payroll Template
US payroll template with 2026 federal income tax withholding from Form W-4 (Pub 15-T), Social Security and Medicare, and pay stubs. Excel and PDF.
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How it works
Pick the country and the month
The country’s rules are ready: its tax bands, its contributions and the levies the employer pays, with a switch for each.
Add your employees
Name, ID, position, basic salary, allowances and other deductions; or import a CSV. Each one’s net pay is worked out as you type.
Put it on your letterhead and download
Your logo and details at the top, your note at the foot; then the register and payslips as PDF, Excel, Word or CSV.
US payroll with 2026 withholding and FICA
This US payroll template works out every employee's pay by the rules in force from 1 January 2026. Federal income tax withholding by the IRS percentage method for 2026 (Publication 15-T, Form W-4 from 2020 on): filing status, step 3 credits, step 4 other income, deductions and extra withholding. Social Security is 6.2% to the USD 184,500 wage base and Medicare 1.45%, with the extra 0.9% over USD 200,000 a year; the employer matches both. State tax is a rate you enter; a pre-tax 401(k) % can be switched on.
What is deducted and what the employer pays
Federal income tax withholding by the IRS percentage method for 2026 (Publication 15-T, Form W-4 from 2020 on): filing status, step 3 credits, step 4 other income, deductions and extra withholding. Social Security is 6.2% to the USD 184,500 wage base and Medicare 1.45%, with the extra 0.9% over USD 200,000 a year; the employer matches both. State tax is a rate you enter; a pre-tax 401(k) % can be switched on.
Payslips on your letterhead
Your logo, business name, address and registration number at the top of the register and of every payslip, with your own footer note; eight designs and your colours. The Excel and Word files carry the same top and foot.
Where the rates come from
IRS: Publication 15-T (2026); IRS: Rev. Proc. 2025-32; SSA: Contribution and benefit base. They are checked every day, and buyers are emailed when they change.
Why it matters
The rules, not a guess
Every rate and band comes from the tax office’s own pages, with the date it is in force from, and the sources are listed on the page.
Told when the law changes
The official pages are checked every day. When a rate changes, the template follows and buyers for that country get an email saying what changed.
A spreadsheet that still adds up
In the Excel file the gross, the total deductions, the net pay and every column total are formulas: change a figure and the totals follow.
On the blog: How to Use Payroll Template United States Online, Step by Step
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Questions
Does it work out state income tax?
Not by each state’s own tables: type your state’s withholding rate as a percentage and it is applied to the taxable pay. Switch it off in a state with no income tax.
Does it handle the Step 2 checkbox?
It uses the standard withholding tables, for a W-4 with step 2 left unchecked.
Can I put my own letterhead and footer on the payslips?
Yes: your logo, business name, address, contacts and registration number go at the top of the register and every payslip, in any of eight designs, with your own footer note. The Excel and Word files carry the same top and foot.
What happens when the law changes?
We check the official pages every day. When a rate or band changes, the template is updated, and everyone who bought a payroll template for that country gets an email saying what changed, so they can download an updated one.
Which files do I get?
A PDF of the register and every payslip, an Excel workbook (the register and a sheet per payslip, with the totals as formulas), a Word document, and a CSV of the register for a bank or payroll upload.
Is my staff data uploaded?
No. Names and salaries stay in your browser; they are kept there for next month.