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Send Form W-3 to the Social Security Administration with you Form W-2s.

What Is Form W-3?

Updated on 9/20/2016.

Form W-3, Transmittal of Wage and Tax Statement, is a summary transmittal form of Form W-2. It is a list of employee information provided in Form W-2. You send the form with copies of all your Forms W-2. You never file Form W-3 by itself.

You return the form to the Social Security Administration (SSA). The SSA sends the form to the Internal Revenue Service (IRS). The form tells the IRS about the number of people you employ. The form verifies the accuracy of your Forms W-2. Form W-3 also provides a formal reconciliation of your quarterly tax payments for the year.

Payroll information you need

To complete Form W-3, you will need basic accounting information about your business, including your business’s legal name, Employer Identification Number (EIN), and mailing address. The payroll data required for this form is straightforward.

Information on the form should match your Forms W-2:

  • Total amount of compensation and taxes paid
  • Total federal income tax withheld
  • Total Medicare wages, tips, and Medicare tax withheld
  • Total Social Security wages and Social Security
  • Total dependent care benefits
  • Total deferred compensation
  • Total non-qualified plans

Form W-3 instructions

You must file the original Form W-3, not a photocopy. You can order Form W-3 from the IRS or file electronically with the SSA.

You return your completed form to the SSA.

Because you send Form W-3 with your Forms W-2, both forms have the same due dates. You can either mail the forms or electronically file them.

Deadlines:

Form W-3 is due along with Forms W-2 by January 31. This deadline is for both paper and electronic filing.

Correcting errors

Errors on Form W-2 can impact the accuracy of Form W-3. If you discover an error on Form W-3, use Form W-3c to correct the mistake. If you correct Form W-2, you must file Form W-3c, too.

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