What is Form W-3?
Form W-3, Transmittal of Wage and Tax Statements, is a summary form that employers use to transmit Copy A of all Forms W-2 to the Social Security Administration (SSA). It provides totals of wages paid and taxes withheld for all employees.
Who Must File Form W-3?
Every employer who files Forms W-2 must also file Form W-3, even if only one Form W-2 is being filed. Form W-3 accompanies all Forms W-2 submitted to the SSA.
When is Form W-3 Due?
Form W-3 must be filed with the SSA by January 31, along with Copy A of all Forms W-2 for the previous tax year.
What Information is Reported on Form W-3?
Form W-3 summarizes information from all Forms W-2, including:
- Total number of Forms W-2
- Employer's name, address, and EIN
- Totals of wages, tips, and compensation
- Total federal income tax withheld
- Total Social Security wages and tax
- Total Medicare wages and tax
- Control number (if applicable)
How to Complete Form W-3
To complete Form W-3:
- Add up the amounts from all Forms W-2 for each box
- Enter the total number of Forms W-2 being transmitted
- Enter employer identifying information
- Sign and date the form
The totals on Form W-3 must match the sum of all Forms W-2 being filed.
How to File Form W-3
Form W-3 can be filed:
- Electronically through the SSA's Business Services Online (BSO) - required for 250+ W-2s
- By mail with paper Forms W-2
Do Not File Form W-3 With the IRS
Form W-3 and Forms W-2 are filed with the Social Security Administration, not the IRS. The SSA shares the information with the IRS electronically.
Corrections
If you need to correct a previously filed Form W-3, use Form W-3c, Transmittal of Corrected Wage and Tax Statements, along with Forms W-2c (corrected W-2s).
Official Source: SSA Form W-3
