Form W-3 - Transmittal of Wage and Tax Statements

Sep 19, 2026

Form W-3 Transmittal of Wage and Tax Statements is completed when paper Copy A of Form(s) W-2 is filed with the Social Security Administration. The guidance explains when not to file W-3 alone, that photocopies are not acceptable, and that filings must meet IRS machine-readable standards. It includes instructions on mailing deadlines, required alignment of tax year and employer EIN across W-3 and W-2, retention of copies, and addresses and e-filing options with SSA Business Services Online.

LanguageEnglish

CategoryForms

FormatPDF

Pages1

AccessFree to download

Purpose of Form

When To File

Where To File Paper Forms

E-Filing and SSA Business Services Online

DO NOT STAPLE | 33333 | a Control number | | For Official Use Only▶
OMB No.1545-0008 | | | | | --- | --- | --- | --- | --- | --- | --- | | 944
943
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941
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Hshld.
Medicare
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State/local 501c Federal govt.
(Check one) | | Third-party
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(Check if
applicable) | | c Total number of Forms W-2 | | d Establishmen number | | 1 Wages,tips,other compensation | 2 Federal income tax withheld | | | e Employer identification number (EIN) | | | | 3 Social security wages | 4 Social security tax withheld | | | f Employer's name | | | | 5 Medicare wages and tips | 6 Medicare tax withheld | | | g Employer's address and ZIP code | | | | 7 Social security tips | 8 Allocated tips | | | | | | | 9 | 10 Dependent care benefits | | | | | | | 11 Nonqualified plans | 12a Deferred compensation | | | h Other EIN used this year | | | | 13 Fo third-party sick pay use only | 12b | | | 15 State Employer's state ID number | | | | 14 Income tax withheld by payer of third-party sick pay | | | | 16 State wages,tips,etc. | | 17 State income tax | | 18 Local wages,tips,etc. | 19 Local income tax | | | Employer's contact person | | | | Employer's telephone number | For Official Use Only | | | Employer's fax number | | | | Employer's email address | | | Under penalties of perjury,I declare that I have examined this return and accompanying documents and,to the best of my knowledge and belief,they are true,correct,andcomplete. Date▶ Signature▶ Title▶ 201b FormW-3Transmittal of Wage and Tax Statements Department of the Treasury Internal Revenue Service Send this entire page with the entire Copy A page of Form(s)W-2 to the Social Security Administration (SSA). Photocopies are not acceptable.Do not send Form W-3 if you filed electronically with the SSA. Do not send any payment(cash,checks,money orders,etc.)with Forms W-2 and W-3. # Reminder Separate instructions.See the 2016General Instructions for FormsW-2 and W-3 for information on completing this form.Do not file FormW-3 for Form(s)W-2 that were submitted electronically to the SSA. # Purpose of Form A Form W-3 Transmittal is completed only when paper Copy A ofForm(s)W-2,Wage and Tax Statement,is being filed.Do not file FormW-3 alone.All paper forms must comply with IRS standards and bemachine readable.Photocopies are not acceptable.Use a Form W-3even if only one paper Form W-2 is being filed.Make sure both the FormW-3 and Form(s)W-2 show the correct tax year and EmployerIdentification Number(EIN).Make a copy of this form and keep it withCopy D(For Employer)of Form(s)W-2 for your records.The IRSrecommends retaining copies of these forms for four years. # When To File E-Filing Mail Form W-3 with Copy A of Form(s)W-2 by January 31,2017. # Where To File Paper Forms The SSA strongly suggests employers report Form W-3 and Forms W-2Copy A electronically instead of on paper.The SSA provides two freee-filing options on its Business Services Online (BSO)website: Send this entire page with the entire Copy A page of Form(s)W-2 to: Social Security AdministrationData Operations CenterWilkes-Barre,PA 18769-0001 ·W-2 Online.Usefil-in forms to create,save,print,and submit up to 50 Forms W-2 at a time to the SSA. ·File Upload.Upload wage files to the SSA you have created usingpayroll or tax software that formats the files according to the SSA'sSpecifications for Filing Forms W-2 Electronically (EFW2). Note:If you use“Certified Mail”to file,change the ZIP code to"18769-0002."If you use an IRS-approved private delivery service,add"ATTN:W-2 Process,1150E.Moun

FAQs

When is Form W-3 required?

Form W-3 is completed only when paper Copy A of Form(s) W-2 is being filed. It should not be filed alone.

What filing rules apply to paper copies?

Photocopies are not acceptable, and all paper forms must comply with IRS standards and be machine readable. Forms W-3 and W-2 must show the correct tax year and Employer Identification Number (EIN).

What is the filing deadline and mailing instruction?

Mail Form W-3 with Copy A of Form(s) W-2 by January 31, 2017. The SSA provides addresses and e-filing options for paper and electronic submissions.

Sep 19, 2026

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