How to Prove Income When Paid in Cash: 6 Valid Documents You Can Use
October 23, 2023
The question of how to prove income when paid in cash is a constant pain point for workers who receive cash payments in exchange for their work. Documenting all transactions and compensations done purely through cash can be tedious.
With a pay stub or a bank statement that details the gross and net wages, taxes, and deductions applied to your income, it can be easier to prove your salary to landlords and lenders.
This article is the perfect guide if you want to know what documents are acceptable to use to prove income when paid in cash.
- Some of the best ways to prove income when paid in cash include generating your pay stubs, creating a spreadsheet, depositing your cash, and creating receipts.
- Part-time workers and working students can ask their employers to issue a proof of income letter or employment contract to certify their income to banks and landlords.
- Proof of income is valid documentation that details and verifies an individual’s earnings and capability to repay loans and afford monthly rent.
What is Proof of Income?
Proof of income is any document that certifies your earnings and proves you earn income from legally operating businesses or companies.
Whether you’re an employee, a freelancer, or an independent contractor, you are likely required to present proof of income when you apply for loans, rent an apartment, open a credit card account, or get a mortgage.
Presenting proof of income allows debtors and landlords to assess your wage or salary, whether as a debtor or a tenant. They review the annual earnings you have declared in your proof of income submitted and evaluate whether you earn sufficient money to repay the loan in full or afford the rent.
Another critical benefit of having valid documents as proof of income is that it sets employees and self-employed, independent, and freelancing contractors apart from scammers. Banks, lenders, and property owners don’t just focus on verifying how much an applicant or tenant makes.
They must also verify whether the employer, business, or company name indicated in your pay stubs is not made up or entangled with any scams or fraud.
The most common types of proof of income you can submit if employed are pay stubs, bank statements, W-2 forms, tax returns, proof of income letter, and court-ordered payments.
Meanwhile, self-employed individuals, freelancers, and independent contractors can present their 1099-MISC form, IRS Schedule C, Profit or Loss from Business, collaterals, and annual tax declarations.
Can Employers Pay You in Cash?
Yes, employers can pay you in cash if they follow employment laws and regulations enforced by the Department of Labor (DOL) and the Internal Revenue Service (IRS).
Employers and clients must be careful when giving compensation in cash because it can leave them with a mountain of paperwork to retrace and potentially a lawsuit if not carried out correctly.
There are key factors that employers must keep in mind if they want to pay employees in cash:
#1. Record all compensation and payments
When paying employees in cash, the main challenge is needing paperwork to record the transaction. They can issue receipts and paychecks or even create pay stubs for their employees and contractors.
In this manner, the workers and freelancers who receive the payment can keep a record that shows they were paid for that specific pay period or project.
#2. Apply all necessary deductions and withhold taxes
Employers must see that they calculate and withhold the correct amount of federal, state, and local income taxes on employee wages.
Other mandatory and voluntary deductions, such as FICA, FUTA, SUTA, retirement contributions, and life or health insurance premiums, must also reflect on the employee’s net earnings.
#3. Collect signed salary receipts
A crucial element in ensuring cash payments to employees and even independent contractors are successful is if there is a form of paperwork that shows the employee confirms receiving their compensation.
If your employer collects signed salary receipts, they must include their company name, address, and contact information. The salary receipt must also bear your name, address, social security number, total gross and net salary, the date the payment was issued, and the pay period covered.
How to Show Proof of Income if Paid in Cash
Let’s explore the six best methods to prove income when paid in cash.
#1. Generate Your Own Pay Stubs
Generating your pay stubs is ideal, regardless of whether you are employed by a company or work independently. One of the main advantages of creating your pay stubs is that you can record all the compensation paid to you for every completed project or pay period.
With a trusty browser and a stable internet connection, you can generate as many pay stubs as you need. You can even make pay stubs for payments that you have already received from past projects and pay schedules.
Just keep a detailed note of when the employer or client sent the payment and what client or pay period it was for.
Since online pay stub generators use templates with all the key fields, such as your withheld taxes, deductions, and year-to-date, laid out for you, producing your pay stubs takes a few minutes.
You are also less likely to commit errors when calculating your taxes and deductions since most pay stub generators have built-in calculators that automatically subtract the correct amount from your gross pay as you input all the necessary information.
More importantly, you can save digital copies of your pay stubs in PDF format, which is handy when you need to print documents to prove your income or file your taxes later.
#2. Create a Spreadsheet
Creating and maintaining a spreadsheet to record all payments you receive is also an effective solution to prove income when paid in cash. You can use the formulas in the sheet to double-check that you received the proper payment.
You can also keep your taxes more organized and adequately accounted for by creating separate spreadsheets for your taxes, deductions, and other pay adjustments.
The key to making spreadsheets work, especially if you plan to use them to prove income when paid in cash, is to consistently update your sheets each time you receive your payment.
It is crucial to complete all payout schedules to avoid creating gaps while documenting your wages and taxes.
#3. Deposit Your Cash Payments
If you have a bank account, try depositing your cash payments. You can also ask your employer or client to deposit the payments directly into your account to save time.
By regularly depositing your cash payments, you print bank statements later on and use them to apply for different types of loans. Bank statements are one of the most reliable forms of proof of income that banks use to verify a debtor’s source of income.
Depositing your cash payments is also time-saving and practical, and you can easily do that upon receiving payment from your employer or client.
#4. Create Receipts
Creating receipts is another excellent way to prepare and prove income when paid in cash. You can purchase a receipt book to record all the payments or salaries you receive.
Just like pay stub generators, receipt books have the essential fields prepared for you to fill in. However, creating receipts means you can only produce printed copies of your proof of income.
You cannot save digital copies of your receipts, a practical option if you want to secure all documents about your earnings.
#5. Ask For a Proof of Income Letter
Students and individuals who work part-time usually submit a proof of income letter to prove income when paid in cash for an apartment rental or a loan application.
A proof of income letter is a type of letter you can request from your employer. In the letter, your employer certifies your employment with their company and your continuous compensation for your work.
Also included in the letter are your employer’s name and contact information, your name and contact details, your regular rate, and your tenure in the company.
#6. Request Your Employment Contract
Last but not least, you can request that your employer provide a copy of your employment contract if they cannot issue a paycheck or payslip. Your employment contract should contain all the details of your employment, your job position, and your regular salary or pay.
You can get your employment contract notarized by an attorney to make your agreement more legitimate.
In truth, it is ideal for employers and clients to release employee pay stubs or pay checks or deposit contractor payments. In this manner, both parties can secure copies showing proof of the transaction.
It also becomes more accessible to prove income when paid in cash by your employer or client, regardless of whether you work a part-time job or earn money through freelancing projects and contractual work.
How to Prove Income When Paid in Cash FAQ
#1. How can I prove income if I get paid in tips?
If you get paid in tips, a great way to prove income is by generating your pay stubs, securing an income verification letter from your employer, creating receipts, depositing your cash payments, or requesting a copy of your employment contract.
#2. Can I make my own pay stubs?
Yes, you can make your own pay stubs, especially if you are an independent contractor, freelancer, self-employed, or a worker who gets paid through tips or cash. All you need is a trusty pay stub generator that lets you create multiple pay stubs quickly.
#3. What is proof of source of income?
Proof of source of income is a document that details where and how an employee or independent contractor earns their money. Knowing the source of revenue is handy when banks and landlords ask individuals to prove income when paid in cash.
#4. What is the difference between paid and self-employment?
Paid means that a person is employed by a company and paid by their employer in exchange for completing their specific job role. Self-employment means a person generates income through independently operating businesses or money-generating activities.