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Guide · 5 min read · Updated 2026

Washington pay stub requirements

Governed by Washington Administrative Code (WAC) 296-126-040. This guide covers the mandatory items on every wage statement, penalties for non-compliance, and a checklist for WA employers.

The rule in one paragraph

Washington employers must furnish an itemized wage statement with every payment of wages. The Department of Labor & Industries (L&I) enforces the rule; failure to comply can trigger investigations, back wages, and civil penalties.

Mandatory wage-statement items

  1. 1
    Pay basis

    Rate(s) of pay — hourly, salary, commission, piece, etc.

  2. 2
    Hours worked

    Regular and overtime hours for the pay period.

  3. 3
    Gross wages

    Total wages earned before deductions.

  4. 4
    Itemized deductions

    Each deduction listed with a description.

  5. 5
    Net pay

    Take-home pay after deductions.

  6. 6
    Pay-period dates

    Beginning and ending dates of the pay period.

  7. 7
    Employer name and address

    Business legal name and physical address.

Penalties and retention

Penalties

L&I may assess civil penalties up to $1,000 per violation for repeat or willful non-compliance and can order back wages plus interest. PMWA and PSSL retaliation protections apply.

Record retention

Three years under WAC 296-126-050, including time cards, wage rate tables, and deduction authorizations.

Electronic wage statements

Allowed, provided employees can access and print records at no cost.

Compliance checklist

  • All WAC 296-126-040 items appear on every stub
  • Paid sick leave accrual/used/available shown at least monthly
  • Overtime hours and rate itemized
  • Records retained for at least three years
  • Portal or paper access available at no cost

Frequently asked questions

Is Washington a paid-sick-leave state that shows on the stub?

Yes — under the Paid Sick Leave rule, employers must disclose accrued, used, and available paid sick leave at least monthly, commonly on the wage statement.

Are electronic wage statements allowed?

Yes, provided employees can access and print them for free. L&I recommends offering a paper option.

How does WA differ from CA and NY?

Washington's items are similar but shorter; sick-leave disclosure is the notable extra requirement, and enforcement runs through L&I rather than a private right of action.

What if my WA employer will not fix an error on my stub?

File a Workplace Rights Complaint with L&I. They can order back wages plus penalties without requiring you to sue.

Generate a WA-compliant pay stub

StubGenPro's US pay stub template covers hours-at-each-rate, itemized deductions, YTD totals, and pay-period dates — the fields most state laws require.

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