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Fill Out a Valid IRS W-3 Template

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Content Overview

Guide to Writing IRS W-3

Once you have gathered the necessary information, you can begin filling out the IRS W-3 form. This form summarizes the total earnings and taxes withheld for all employees. It is essential for reporting to the IRS and ensuring that your employees’ information is accurately reflected.

  1. Start by entering your employer information. Fill in your name, address, and employer identification number (EIN).
  2. Provide the total number of Forms W-2 you are submitting. This reflects how many employees you are reporting.
  3. In the next section, report the total wages, tips, and other compensation paid to your employees. Make sure to double-check the figures for accuracy.
  4. Enter the total federal income tax withheld from your employees' paychecks.
  5. Complete the boxes for Social Security wages and tips, as well as the amount of Social Security tax withheld.
  6. Provide the total Medicare wages and tips, along with the Medicare tax withheld.
  7. Check the appropriate boxes for any additional information, such as if you are filing for a non-profit organization.
  8. Sign and date the form. Make sure the person signing is authorized to do so on behalf of the employer.

Once you have completed the W-3 form, you will need to submit it along with the corresponding W-2 forms to the Social Security Administration. Ensure you keep copies for your records.

Document Breakdown

Fact Name Description
Purpose The IRS W-3 form is used to transmit annual wage and tax statements (Form W-2) to the Social Security Administration (SSA).
Filing Requirement Employers must file Form W-3 if they are submitting one or more W-2 forms for their employees.
Due Date The form must be filed by January 31st of the following year, along with the W-2 forms.
Who Files Employers, including businesses and non-profits, are responsible for filing the W-3 form.
Information Required The form requires total wages, tips, and other compensation, as well as total taxes withheld.
State-Specific Forms Some states require a similar form for reporting wages, governed by state tax laws, such as California's EDD Form W-2.
Filing Methods Employers can file Form W-3 electronically or via paper submission, depending on the number of W-2 forms submitted.

FAQ

  1. What is the IRS W-3 form?

    The IRS W-3 form, also known as the Transmittal of Wage and Tax Statements, is a summary form that accompanies Forms W-2 when employers submit wage and tax information to the Social Security Administration (SSA). It provides a total of all W-2 forms issued by an employer for a given tax year.

  2. Who needs to file the W-3 form?

    Employers who issue Forms W-2 to their employees are required to file the W-3 form. This includes businesses of all sizes, non-profits, and government entities. The W-3 form consolidates the wage and tax information reported on all W-2 forms submitted by the employer.

  3. When is the W-3 form due?

    The W-3 form is due on January 31 of the year following the tax year for which the W-2 forms are being filed. If January 31 falls on a weekend or holiday, the due date may be adjusted. Employers must ensure timely submission to avoid penalties.

  4. How do I complete the W-3 form?

    To complete the W-3 form, follow these steps:

    • Gather all W-2 forms issued for the tax year.
    • Fill in the employer's information, including name, address, and Employer Identification Number (EIN).
    • Summarize the total wages, Social Security wages, and federal income tax withheld as reported on the W-2 forms.
    • Sign and date the form, certifying that the information is accurate.

  5. Where do I send the W-3 form?

    The W-3 form must be submitted to the Social Security Administration. Employers can file it electronically through the SSA's Business Services Online (BSO) portal or mail a paper copy along with the W-2 forms to the appropriate address provided by the SSA.

  6. What happens if I make a mistake on the W-3 form?

    If an error is discovered after submission, employers should correct it as soon as possible. This may involve filing a corrected W-2 form and a new W-3 form. The SSA provides guidelines for how to make corrections, which may differ based on the nature of the error.

  7. Are there any penalties for not filing the W-3 form?

    Yes, failing to file the W-3 form or submitting it late can result in penalties. The penalties vary based on how late the form is submitted and can accumulate quickly. It is advisable for employers to ensure compliance to avoid these financial repercussions.

  8. Can I file the W-3 form electronically?

    Yes, employers can file the W-3 form electronically through the SSA's Business Services Online (BSO) portal. Electronic filing is encouraged as it can streamline the process and reduce the likelihood of errors. Additionally, it provides immediate confirmation of submission.

  9. Where can I find the W-3 form?

    The W-3 form can be downloaded from the IRS website or the Social Security Administration's website. It is important to use the most current version of the form to ensure compliance with any updates or changes in requirements.

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IRS W-3 Example

Attention:

You may file Forms W-2 and W-3 electronically on the SSA’s Employer W-2 Filing Instructions and Information web page, which is also accessible at www.socialsecurity.gov/employer. You can create fill-in versions of Forms W-2 and W-3 for filing with SSA. You may also print out copies for filing with state or local governments, distribution to your employees, and for your records.

The maximum amount of dependent care assistance benefits excludable from income may be increased for 2021. The American Rescue Plan Act of 2021 permits employers to increase the amount of dependent care benefits under their plans that can be excluded from an employee’s income from $5,000 ($2,500 for married filing separately) to up to $10,500 ($5,250 for married filing separately). See section C of Notice 2021-26 in

Internal Revenue Bulletin: 2021-21 | Internal Revenue Service (irs.gov) for more information.

Note: Copy A of this form is provided for informational purposes only. Copy A appears in red, similar to the official IRS form. The official printed version of this IRS form is scannable, but the online version of it, printed from this website, is not. Do not print and file Copy A downloaded from this website with the SSA; a penalty may be imposed for filing 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.gov/w2, for more information.

Please note that Copy B and other copies of this form, which appear in black, may be downloaded, filled in, and printed and used to satisfy the requirement to provide the information to the recipient.

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 Information Returns and Employer Returns page, or visit www.irs.gov/orderforms and click on Employer and Information returns. We’ll mail you the scannable forms and any other products you order.

See IRS Publications 1141, 1167, and 1179 for more information about printing these tax forms.

DO NOT STAPLE

33333

b

Kind of Payer

(Check one)

a Control number

 

 

For Official Use Only ▶

 

 

 

 

 

OMB No. 1545-0008

 

941

Military

943

 

944

▲

 

 

 

 

 

Kind

 

 

Hshld.

Medicare

of

 

CT-1

Employer

 

emp.

govt. emp.

 

 

 

 

 

(Check one)

▲

None apply

501c non-govt.

Third-party

 

 

 

 

 

 

 

 

sick pay

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Check if

State/local

State/local 501c Federal govt.

non-501c

applicable)

 

 

 

 

 

 

 

 

 

 

 

 

c Total number of Forms W-2

 

d Establishment 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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7

Social security tips

8 Allocated tips

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

9

 

 

10 Dependent care benefits

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

11 Nonqualified plans

12a Deferred compensation

 

 

g Employer’s address and ZIP code

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

h Other EIN used this year

 

13 For 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, and complete.

Signature ▶

Title ▶

 

Date ▶

Form W-3 Transmittal of Wage and Tax Statements

2022

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 2022 General Instructions for Forms

W-2 and W-3 for information on completing this form. Do not file Form

W-3 for Form(s) W-2 that were submitted electronically to the SSA.

Purpose of Form

Complete a Form W-3 transmittal only when filing paper Copy A of Form(s) W-2, Wage and Tax Statement. Don’t file Form W-3 alone. All paper forms must comply with IRS standards and be machine readable. Photocopies are not acceptable. Use a Form W-3 even if only one paper Form W-2 is being filed. Make sure both the Form W-3 and Form(s) W-2 show the correct tax year and employer identification number (EIN). Make a copy of this form and keep it with Copy D (For Employer) of Form(s) W-2 for your records. The IRS recommends retaining copies of these forms for 4 years.

E-Filing

The SSA strongly suggests employers report Form W-3 and Forms W-2 Copy A electronically instead of on paper. The SSA provides two free e-filing options on its Business Services Online (BSO) website.

•W-2 Online. Use fill-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 using payroll or tax software that formats the files according to the SSA’s Specifications for Filing Forms W-2 Electronically (EFW2).

W-2 Online fill-in forms or file uploads will be on time if submitted by January 31, 2023. For more information, go to www.SSA.gov/bso. First- time filers, select “Register”; returning filers, select “Log In.”

When To File Paper Forms

Mail Form W-3 with Copy A of Form(s) W-2 by January 31, 2023.

Where To File Paper Forms

Send this entire page with the entire Copy A page of Form(s) W-2 to:

Social Security Administration

Direct Operations Center

Wilkes-Barre, PA 18769-0001

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, 1150 E. Mountain Dr.” to the address and change the ZIP code to “18702-7997.” See Pub. 15 (Circular E), Employer’s Tax Guide, for a list of IRS-approved private delivery services.

For Privacy Act and Paperwork Reduction Act Notice, see the separate instructions.

Cat. No. 10159Y