W-2 Wage and Tax Statement - Copy A for Social Security Administration - instructions and form fields

Sep 3, 2026

Electronic filing instructions for SSA’s Employer W-2 workflow focus on creating fill-in Forms W-2 and W-3, printing scannable copies for state and local government submissions, distributing copies to employees, and retaining copies for records. The content warns against filing Copy A downloaded from IRS in an unscannable online version, notes recipient-use guidance for black-printed copies, and directs users to SSA’s website, IRS ordering resources, and relevant IRS publications for substitute printing.

LanguageEnglish

CategoryForms

FormatPDF

Pages11

Reading Time4 min

AccessFree to download

Filing instructions for Forms W-2 and W-3

Electronic filing requirements

Printing, distribution, and recordkeeping

Attention: # File Forms W-2 and W-3 Electronically for Free Use SSA's Emplover W-2 Filing Instructions and Information webpage to: ·Create fill-in Forms W-2 and W-3 to file electronically with SSA, ·Print copies for filing with state or local governments, ●Print copies for distribution to your employees,and ●Print copies for your records.To electronically file,go to:www.ssa.gov/bso. CAUTION:DO NOT FILE Copy A of this form is provided for informational purposes only.Although Copy A appearsin red,similar to the official IRS form,it does not meet SSA's requirements for scanningand processing.The official printed version of this IRS form is scannable,but the onlineversion of it,printed from www.irs.gov,is not. Do not print and file Copv A downloaded from www.irs.qov with the SSA.You may becharged a penalty if you file forms that can't be scanned. See the penalties section in the current General Instructions for Forms W-2 and W-3.available at www.irs.aoy/w2.for more information. Note:Copy B and other copies of this form,which appear in black,may be downloaded,completed,printed,and used to satisfy the requirement to provide the information to therecipient. Filing on Paper?To order official IRS information returns,such as Forms W-2 and W-3,which include a scannable Copy A for filing,go to IRS'Online Ordering for InformationReturns and Emplover Returns page,or visit www.irs.qov/orderforms and click on Emploverand Information returns.We'll mail the scannable forms and any other products you order. See IRS Publication 1141 for more information about printina substitute Forms W-2 and W-3. See IRS Publication 1223 for more information about printing substitute Forms W-2c and W-3c. | 22222 | VoID□ | a Employee's social security number | | | For Official Use Only
OMB No.1545-0029 | | | | | | | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | b Employeridentfication number(EIN) | | | | | | | 1 Wages,tips,other compensation | | | 2 Federal income tax withheld | | | c Employer's name,address,and ZIP code | | | | | | | 3 Social security wages | | | 4 Social security tax withheld | | | | | | | | | | 5 Medicare wages and tips | | | 6 Medicare tax withheld | | | | | | | | | | 7 Social security tips | | | 8 Allocated tips | | | d Control number | | | | | | | 9 | | | 10 Dependent care benefits | | | | | | | | | | 11 Nonqualified plans | | | | | | e Employee's first name and initial | | | Last name | | | Suff. | | | | 12a See instructions for box 12
do[ | | | | | | | | | | Third-party
Statutory
Retrement
13
plan
sick pay
employee | | | | | | f Employee's address and ZIP code | | | | | | | | | | 12b
ope | | | | | | | | | | 14a Other | | | | | | | | | | | | | | | | 12c
op | | | | | | | | | | | | | 12d
oa | | | | | | | | | | 14b Treasury Tipped Occupation Code(s) | | | | | | | | | | | | | | | | | | | 15 State Employer's state ID number | | | | 16 State wages,tips,etc. | 17 State income tax | | | 18 Local wages,tips,etc. | 19 Local income tax | | 20 Locality name | | | | | | | | | | | | | | For Informational Purposes For Informational Purposes FormWage and Tax Statement202bDepartment of the Treasury-Intemal Revenue ServiceFor Privacy Act and Paperwork ReductionCopy A-For Social Security Administration.Send this entire page withAct Notice,see the separateinstructions.Form W-3 to the Social Security Administration;photocopies are not acceptable.Cat.No.10134DCreated 1/7/26Do Not Cut,Fold,or Staple Forms on This Page | 22222 | VoID□ | a Employee's social security number | | | For Official Use Only
OMB No.1545-0029 | | | | | | | | | --- | --- | --- | --- | --- | --- | --- | --- | ---

FAQs

Which copies can be downloaded and used to provide information to recipients?

Copy B and other black-printed copies may be downloaded, completed, and printed for satisfying the requirement to provide information to recipients.

Sep 3, 2026

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