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.
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.
| Michigan Technological University | ||||||||||||||||||||||||||||||||||||||
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| 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 | ||||||||||||||||||||||||||||||||||
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:
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| 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:
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:
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| 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:
+ $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:
$74,800.00 − $3,770.00 − $0.00 = $71,030.00 ✓
$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 Forms → Taxes → W-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.