How to Generate Compliant Pay Stubs for New Brunswick Employees

In New Brunswick, generating accurate and legally compliant pay stubs is essential for maintaining transparency, ensuring payroll accuracy, and adhering to local employment standards. Beyond being a legal requirement, compliant pay stubs foster trust between employers and employees by providing clarity on wages and deductions. Whether you’re a small business owner or part of a larger organization, understanding the intricacies of payroll regulations is crucial to avoid potential penalties and ensure smooth operations. This guide will walk you through everything you need to know about creating NB compliant pay stubs, from legal requirements to best practices.

Understanding Pay Stub Requirements in New Brunswick

Mandatory Information on Pay Stubs

A legally compliant pay stub in New Brunswick must include:

  • Employee Details: Full name, address, and employee identification number.
  • Employer Details: Business name and address.
  • Pay Period Information: Start and end dates of the pay period.
  • Earnings: Breakdown of regular hours, overtime, and corresponding rates.
  • Deductions: Itemized list including taxes, Employment Insurance (EI), Canada Pension Plan (CPP) contributions, and other withholdings.
  • Net Pay: Total earnings after deductions.

Frequency of Pay

Employers are legally required to pay employees within the time frames stipulated by the Employment Standards Act. Regular pay schedules help ensure employee pay NB remains consistent and reliable.

Record-Keeping Obligations

Businesses must retain payroll records, including pay stubs, for at least 36 months. This practice ensures compliance with New Brunswick’s legal requirements and supports financial audits.

Legal Framework Governing Payroll in New Brunswick

Employment Standards Act

The Employment Standards Act outlines the obligations of employers regarding pay stubs and compensation. Key sections include:

  • Minimum requirements for pay statement details.
  • Guidelines for handling deductions.

Minimum Wage and Overtime Regulations

Employers must adhere to the current minimum wage in New Brunswick and ensure overtime is compensated at 1.5 times the regular hourly rate, as per the Act.

Public Holiday Pay

Employees are entitled to public holiday pay, calculated based on their average daily earnings. The Act also specifies eligibility requirements for holiday pay.

Steps to Generate Compliant Pay Stubs

Selecting Appropriate Payroll Software

Choosing the right software can simplify the process of creating NB compliant pay stubs. Look for:

  • Automatic compliance updates with New Brunswick regulations.
  • Customizable templates for pay stubs.
  • Features that calculate taxes and deductions automatically.

Manual Pay Stub Creation

For businesses that prefer manual methods, templates are available to ensure compliance. Double-check all calculations and details to avoid errors that could result in non-compliance.

Automated Payroll Systems

Automating payroll processes provides several advantages:

  • Time Efficiency: Streamlines repetitive tasks.
  • Reduction of Errors: Minimizes miscalculations and omissions.
  • Simplified Compliance Management: Ensures adherence to evolving payroll regulations NB.

Common Challenges in Pay Stub Generation and Solutions

Ensuring Accuracy in Deductions

Challenge: Errors in calculating taxes, CPP, and EI contributions.
Solution: Regularly update payroll systems with current rates and guidelines.

Maintaining Compliance with Changing Regulations

Challenge: Staying informed about updates to payroll laws.
Solution: Subscribe to updates from New Brunswick’s Employment Standards Branch.

Handling Employee Misclassification

Challenge: Misclassifying employees as independent contractors.
Solution: Clearly define roles and consult legal guidelines to ensure proper classification.

Best Practices for Payroll Compliance in New Brunswick

Conduct Regular Audits

Periodically review payroll processes to identify and address discrepancies or non-compliance issues.

Train HR and Payroll Staff

Ensure that staff handling payroll are well-versed in payroll compliance and familiar with New Brunswick regulations.

Communicate with Employees

Maintain open communication regarding pay, deductions, and any changes to payroll processes. This transparency builds trust and reduces misunderstandings.


Generating NB compliant pay stubs is more than just a legal obligation; it’s a way to build trust with employees and streamline payroll processes. Accurate pay stubs not only ensure compliance with New Brunswick’s Employment Standards Act but also empower employees by providing transparency in their compensation. 

Staying informed about regulatory changes, implementing best practices, and utilizing tools like Stub Gen can significantly reduce the burden of payroll management while maintaining legal and ethical standards. Taking these steps not only mitigates risks but also fosters a positive work culture, enhances employee satisfaction, and contributes to a transparent and professional work environment.

FAQs

1. Is it mandatory to provide pay stubs to employees in New Brunswick?
Yes, the Employment Standards Act requires employers to provide detailed pay statements to employees.

2. How can I ensure my pay stubs meet New Brunswick’s legal requirements?
Using payroll software like Stub Gen, designed to comply with provincial regulations, is a reliable way to ensure compliance.

3. What should I do if I discover an error on an employee’s pay stub?
Promptly correct the error, inform the employee, and update payroll records to reflect the changes.

4. How long must I retain payroll records in New Brunswick?
Employers must keep payroll records for a minimum of 36 months, including after the employee has left the organization.

5. Can I provide electronic pay stubs to my employees?
Yes, electronic pay stubs are permissible as long as they are accessible and contain all required details per New Brunswick’s regulations.