Earnings Statement Guide

Earnings Statement Guide

The example below is an exempt biweekly employee’s earnings statement. Whether you receive your pay through direct deposit or check, your earnings statement (or pay stub) will contain the same general information. This guide walks through each section and shows how the year-to-date (YTD) figures on your final paystub of the year tie back to the boxes on your W-2.

You can view your earnings statement at any time in Banner / Ellucian Experience through the Payroll card → Pay Stub. Former employees should use the Former Employee card instead.

Important — how to see the detail shown in this guide.

When you open the Pay Stub page, the default view is a high-level summary that lists every paycheck you’ve received this calendar year and shows only the Pay Date, Gross Pay, and Net Pay for each one. To open the full line-by-line breakdown explained below — earnings, pre-tax deductions, taxes, applicable gross, post-tax deductions, and federally taxable benefits — click directly on the Pay Date for the paycheck you want to view. The detailed statement will open in a new view.

Questions about your earnings statement? Contact Payroll Services at payroll-help@mtu.edu or 906-487-2130, Monday–Friday 8:00 a.m.–5:00 p.m.

Sample paystub

The sample below shows a fictitious employee, Blizzard T. Husky, on Bi-Weekly 26 (the final pay of the calendar year). Because this is the last pay period of the year, the YTD column on this paystub matches the figures that appear on the corresponding W-2.

Pay Date: 12/26/2025    
Type Current YTD  
Gross $2,900.00 $75,000.00  
Total Personal Deductions $905.03 $24,568.92  
Net $1,994.97 $50,431.08  
ID: M00000001
Name: Blizzard T. Husky
Address: 1400 Townsend Drive
  Houghton, Michigan 49931
Pay Period: 12/07/2025 to 12/20/2025
Pay Number: Bi-Weekly 26
Earnings
Job Earnings Shift Hours or Units Rate Amount YTD
999999-00 Regular Rate 1     $2,900.00 $70,000.00
999999-00 Holiday Pay 1       $1,160.00
999999-00 Vacation Time 1       $2,320.00
999999-00 Sick Time 1       $1,520.00
  Total:       $2,900.00 $75,000.00
Benefits, Deductions, and Taxes
Benefit or Deduction Employee Employee YTD Employer Employer YTD Applicable Gross / YTD
Deductions before Federal Tax
Dental 2 $15.00 $390.00 $0.00 $0.00  
Employee Parking $10.00 $260.00 $0.00 $0.00  
Health Savings Account $100.00 $2,600.00 $0.00 $0.00  
HuskyCare HDHP $50.00 $1,300.00 $250.00 $6,500.00  
Limited Purpose FSA $20.00 $520.00 $0.00 $0.00  
Retirement — 403(b) TIAA CREF Matching $145.00 $3,770.00 $145.00 $3,770.00  
Vision $5.00 $130.00 $0.00 $0.00  
Taxes
FICA Medicare Tax $39.15 $1,084.60 $39.15 $1,084.60 $2,700.00 / $74,800.00
FICA Social Security Tax $167.40 $4,637.60 $167.40 $4,637.60 $2,700.00 / $74,800.00
Federal Income Tax $250.00 $7,000.00 $0.00 $0.00 $2,555.00 / $71,030.00
State of Michigan Income Tax $103.48 $2,876.72 $0.00 $0.00 $2,555.00 / $71,030.00
Deductions after Federal Tax
Subsidized Life Insurance Coverage $0.00 $0.00 $0.50 $13.00  
Subsidized Long Term Disability $0.00 $0.00 $1.50 $39.00  
Subsidized Short Term Disability $0.00 $0.00 $5.00 $130.00  
Telemedicine $0.00 $0.00 $0.50 $13.00  
Total: $905.03 $24,568.92 $609.05 $16,187.20  
Federally Taxable Benefits
Benefit Amount YTD Amount
Day Travel/Meal Reimbursement $0.00 $200.00
Other Taxable $0.00 $450.00
Taxable Tuition $0.00 $1,350.00
MVT $0.00 $3,000.00
Taxable Value of Life Insurance over $50,000 $0.00 $0.00
Check or Direct Deposit
Number Document Type Bank Name Account Type Amount
240000001 Direct Deposit Superior National Bank Checking $1,994.97
Sample paystub for fictitious employee Blizzard T. Husky — Bi-Weekly 26 (final pay of 2025). All values are illustrative.

Download the sample paystub (PDF) · Download the matching sample W-2 (PDF)

Section-by-section guide

Earnings Statement Section Description
Pay Summary The header at the top of your statement shows the Pay Date, the date your net pay was issued, along with three rolling totals: Gross (your total earnings), Total Personal Deductions (every employee deduction and tax combined), and Net (what was deposited or paid). Each total appears in two columns: Current for this pay period, and YTD for the calendar year to date.
Employee Information Your MTU employee ID (M-number), name, mailing address, the Pay Period dates this paycheck covers, and the Pay Number (e.g., Bi-Weekly 26 = the 26th biweekly pay of the year). Please verify your address periodically; updates can be made in the Employee Profile card in Banner / Ellucian Experience.
Earnings Your gross pay broken out by earning type. Common types include Regular Rate (your base pay), Holiday Pay, Vacation Time, Sick Time, and any one-time amounts such as bonus pay, service award days, or taxable fringe benefits. The Job column shows the position number; if you hold more than one position, each will appear on its own line.
Deductions before Federal Tax Pre-tax items that reduce your taxable wages. Two groups behave differently:
  • Section 125 / Section 132 benefits — HuskyCare HDHP (medical), Dental, Vision, Health Savings Account, FSA, and Employee Parking — reduce both your federal/state taxable wages and your FICA (Social Security and Medicare) wages.
  • 403(b) and 457(b) retirement contributions reduce only your federal and state taxable wages. They do not reduce FICA wages, so you still pay Social Security and Medicare tax on the amounts you defer.
Retirement contributions appear on a single line labeled Retirement — 403(b) TIAA CREF Matching (or Fidelity Matching), with your contribution shown in the Employee columns and the University’s match in the Employer columns. Other employer-paid portions of pre-tax benefits also appear in the Employer columns and are not subtracted from your pay.
Taxes The federal, state, and FICA taxes withheld from your pay, with both Current and YTD amounts. The two columns on the right show the Applicable Gross — the wages each tax was actually calculated on. These are usually different numbers because pre-tax items reduce the federal/state base further than the FICA base. See Understanding Applicable Gross below for details.
Deductions after Federal Tax Items that come out of your pay after federal and state income tax has been calculated. Two groups of items appear here:
  • Employer-subsidized benefits — Subsidized Life Insurance, Long Term Disability, Short Term Disability, and Telemedicine. MTU pays the cost on your behalf, so the Employee columns are typically $0.00 and the value of the benefit appears in the Employer columns. These lines are shown for your records so you can see the full value of your benefits package.
  • Optional employee buy-up coverage and supplemental insurance — e.g., Accident Insurance, Critical Illness Insurance, Life & AD&D Buy-Up, or Long Term Disability Buy-Up. If you elected coverage above MTU’s subsidized base, your share comes out post-tax and appears in the Employee columns.
  • Roth retirement contributions — Roth 403(b) Fidelity Matching or Roth 403(b) TIAA CREF Matching. Roth contributions are made with after-tax dollars, so they reduce neither your FICA Applicable Gross nor your Federal Applicable Gross.

MTU’s payroll system also lists certain Federally Taxable Benefits codes — such as Other Taxable, Taxable Tuition (TUI), and MVT (Moving Taxable Income) — in this section as $0.00 placeholder rows. The actual dollar values for these items are reported in the separate Federally Taxable Benefits section below the deductions block, since they are imputed income rather than cash deductions. Seeing the same code label in both sections is normal.

Federally Taxable Benefits Benefits or reimbursements whose value must be added to your taxable wages. When any of these lines have a YTD value, they increase your federal, state, and FICA Applicable Gross. The following codes are commonly used at MTU:
  • Day Travel/Meal Reimbursement — reimbursement for meals on same-day work trips that don’t qualify as tax-free under the IRS rules and MTU’s accountable plan (typically because the trip did not include an overnight stay). The reimbursement is paid to you, but the value is also taxable income.
  • Other Taxable — miscellaneous taxable items not captured by another code. The most common use at MTU is the Wellness benefit when paid as Keweenaw Cash or another cash equivalent — the IRS treats cash and cash-equivalent rewards as fully taxable wages regardless of the wellness purpose.
  • Taxable Tuition (TUI) — the taxable portion of MTU’s tuition discount when you, your spouse, or your dependent take MTU coursework. Undergraduate tuition assistance for an employee or qualifying dependent is generally non-taxable; tuition for graduate-level courses or for non-qualifying individuals is taxable above the IRS-excluded amount, and the taxable portion is reported on this line.
  • MVT — Moving Taxable Income — reimbursement of qualifying moving expenses provided under your employment offer or relocation agreement. Under current federal tax law, employer-paid moving expense reimbursements are taxable to the employee, so the value is added to your wages and reported here.
  • Taxable Value of Life Insurance over $50,000 — imputed income on the value of MTU-provided group term life insurance coverage above the IRS-excluded amount of $50,000. No cash is paid; the imputed value is added to your wages.
Even though most of these are non-cash items, they are added to your wages for tax-withholding purposes and will appear in the corresponding wage boxes on your W-2 (Box 1, Box 3, Box 5, and Box 16).
Check or Direct Deposit Where your net pay was sent. If you have direct deposit set up to multiple accounts, each will be listed on its own line. To update or add a direct deposit account, use the Direct Deposit Information card in Banner / Ellucian Experience.

Understanding Applicable Gross

Most pre-tax deductions reduce your taxable wages, but not all of them reduce the same wages. That’s why the Applicable Gross column on the Taxes lines shows different numbers for FICA versus federal and state.

Using the YTD figures from Blizzard’s sample paystub, here is how each tax base is built:

  $75,000.00  Gross earnings YTD
+  $5,000.00  Federally Taxable Benefits YTD (Day Travel, Other Taxable, Taxable Tuition, MVT)
−  $5,200.00  Section 125 / 132 (Health, Dental, Vision, HSA, FSA, Parking)
$74,800.00  FICA Applicable Gross YTD  ← basis for Medicare and Social Security tax

  $74,800.00  FICA Applicable Gross YTD
−  $3,770.00  403(b) (and 457(b), if applicable)
$71,030.00  Federal Applicable Gross YTD  ← basis for federal and Michigan income tax

The key takeaway: pre-tax items move down — Section 125 / 132 benefits and the HSA reduce both tax bases, while 403(b) and 457(b) contributions reduce only the federal/state base. Federally Taxable Benefits move up — their YTD value is added to both the FICA and Federal Applicable Gross before taxes are calculated, which is why a year-end paystub with non-zero entries on those lines will show Box 1, Box 3, Box 5, and Box 16 wages that are higher than your earnings alone.

Year-end YTD and your W-2

The YTD column on your final paystub of the calendar year (Bi-Weekly 26 for biweekly employees, or December for monthly employees) is the source of every dollar figure on your W-2. The table below shows the crosswalk using Blizzard’s sample.

W-2 Box Description Amount Source on your year-end paystub
Box 1 Wages, tips, other compensation $71,030.00 Federal Income Tax Applicable Gross YTD
Box 2 Federal income tax withheld $7,000.00 Federal Income Tax Employee YTD
Box 3 Social security wages $74,800.00 FICA Social Security Tax Applicable Gross YTD
(capped at the annual SS wage base; in 2025 that cap is $176,100)
Box 4 Social security tax withheld $4,637.60 FICA Social Security Tax Employee YTD
Box 5 Medicare wages and tips $74,800.00 FICA Medicare Tax Applicable Gross YTD
(no cap; for high earners this can exceed Box 3)
Box 6 Medicare tax withheld $1,084.60 FICA Medicare Tax Employee YTD
(plus FICA Additional Medicare Tax YTD if you earned over $200,000)
Box 12 Code E Elective deferrals to 403(b) plan $3,770.00 403(b) TIAA CREF Contribution Employee YTD
Box 12 Code G Elective deferrals to 457(b) plan 457(b) TIAA CREF Contribution Employee YTD, when applicable
Box 12 Code W Health Savings Account contributions $2,600.00 Health Savings Account Employee YTD + Employer YTD
Box 12 Code DD Cost of employer-sponsored health coverage $7,800.00 HuskyCare HDHP Employee YTD + Employer YTD
(informational only; not taxable)
Box 13 Retirement plan checked Checked if you contributed to or accrued benefits in a 403(b), 457(b), or other qualified plan during the year
Box 15 State / Employer’s state ID MI / 38-6005955
Box 16 State wages, tips, etc. $71,030.00 State of Michigan Income Tax Applicable Gross YTD
Box 17 State income tax $2,876.72 State of Michigan Income Tax Employee YTD

Quick reconciliation formulas

If you want to verify your W-2 against your final paystub, two quick checks cover most cases:

Box 5 − (Box 12 Code E) − (Box 12 Code G) = Box 1
$74,800.00 − $3,770.00 − $0.00 = $71,030.00 ✓
Gross YTD + Federally Taxable Benefits YTD − Section 125 / 132 YTD − HSA YTD = Box 5
$75,000.00 + $5,000.00 − $5,200.00 = $74,800.00 ✓

If the figures on your W-2 don’t reconcile to your year-end paystub, please contact Payroll Services so we can investigate before you file your tax return.

Accessing your earnings statement and W-2

  • Current employees: Sign in to Banner / Ellucian Experience and open the Payroll card. Choose Pay Stub for earnings statements, or Tax FormsTaxesW-2 Wage and Tax Statement for your current or prior-year W-2. W-2c Corrected Wage and Tax Statement is also available if a correction has been issued.
  • Former employees: Use the Former Employee card in Banner / Ellucian Experience. Final pay stubs and W-2s remain available there. If you no longer have access, contact Payroll Services and we can assist with a replacement.