When to File Form W-3

Form W-3 is the transmittal copy of Form W-2, which provides the wage and tax statements of employees for the previous year. Form W-2 reports information like SSA wages, Medicare wages, and other withholdings while Form W-3 reports a summary of these forms and the total wages for all employees in the respective return to the SSA.

Deadline to File Form W-3

The deadline for Form W-3, which should only be sent to the SSA when paper filing, has changed this year:

  • Paper Filing Deadline: January 31, 2018

How to File Form W-3

Form W-3 should always be filed with the SSA when paper filing W-2 Forms.

Paper Filing Form W-3

Anyone paper filing Form W-2 must also file Form W-3 to transmit Copy A of each W-2 Form to the Social Security Administration (SSA). Even if you only have one W-2 Form to file, a Form W-3 is still required. There’s no reason to file Form W-3 by itself and a copy does not need to be sent with the W-2 Forms sent to your employees.

E-filing Form W-3

When e-filing Form W-2 online, there’s no need to submit a copy of Form W-3. Although it doesn’t need to be filed with the SSA, when you e-file with ExpressIRSForms, we automatically generate a copy of Form W-3 for you! Once you e-file, your copy of Form W-3 will be waiting in the print center of your account for you to print and keep for your records.

What information is required to file Form W-3?

  • Employer details (name, EIN, address, employee code, employer type)
  • Federal wage and tax details
  • State wage and tax details
  • Total number of accompanying W-2 Forms

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