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IRS W-3 Form

The IRS W-3 form is a summary of all W-2 forms submitted by an employer for a given tax year. This form provides the Social Security Administration with essential information regarding employee wages and taxes withheld. Employers must file the W-3 along with the W-2 forms to ensure accurate reporting and compliance with federal regulations.

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Outline

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IRS W-3 Sample

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

Kind of Payer

(Check one)

a Control number				For Official Use Only ▶
				OMB No. 1545-0008
	941	Military	943	944
▲	941	Military	943	944
▲				Kind
		Hshld.	Medicare	of
	CT-1	Hshld.	Medicare	Employer
	CT-1	emp.	govt. emp.	Employer
				(Check one)

▲

None apply	501c non-govt.	Third-party
		sick pay
		sick pay
		(Check if
State/local	State/local 501c Federal govt.	(Check if
non-501c	State/local 501c Federal govt.	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

Medicare wages and tips

6 Medicare tax withheld

Social security tips

8 Allocated tips

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
Form W-3 Transmittal of Wage and Tax Statements		2022	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

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Instructions on Utilizing IRS W-3

After you have gathered the necessary information about your business and employees, you are ready to fill out the IRS W-3 form. This form summarizes the information from your W-2 forms and is submitted to the IRS. Follow these steps to complete the W-3 accurately.

At the top of the form, enter your employer identification number (EIN). This is a unique number assigned to your business by the IRS.
Fill in your business name as it appears on your tax documents.
Provide your business address, including street, city, state, and ZIP code.
Indicate the total number of W-2 forms you are submitting. This number should match the number of W-2s you are sending to the IRS.
In the next section, report the total wages, tips, and other compensation you paid to your employees.
Enter the total federal income tax withheld from your employees' wages.
Complete the boxes for Social Security wages and Medicare wages. These figures should also come from your W-2 forms.
Sign and date the form. Make sure the signature is from an authorized person in your organization.
Submit the W-3 along with the W-2 forms to the IRS by the deadline.

Misconceptions

The IRS W-3 form is an important document for employers, but there are several misconceptions surrounding it. Understanding the truth can help ensure compliance and avoid unnecessary issues.

Misconception 1: The W-3 form is optional for employers.

This is not true. The W-3 form is required when submitting W-2 forms to the Social Security Administration. It serves as a summary of all W-2 forms issued by an employer for a given tax year.

Misconception 2: The W-3 form is only for large businesses.

All employers, regardless of size, must file a W-3 form if they issue W-2s. This includes small businesses and even sole proprietors who have employees.

Misconception 3: The information on the W-3 does not need to match the W-2 forms.

In fact, the information reported on the W-3 must match the total amounts reported on the accompanying W-2 forms. Discrepancies can lead to delays and potential penalties.

Misconception 4: Filing the W-3 is the same as filing taxes.

Filing the W-3 is a separate process from filing your business taxes. The W-3 is specifically for reporting employee wages and tax withholdings, while business taxes cover the overall financial activities of the business.

Documents used along the form

The IRS W-3 form is a crucial document that summarizes the total earnings and tax withholdings for all employees in a given year. When submitting this form, it is often accompanied by several other forms and documents. Each of these plays a significant role in ensuring compliance with tax regulations and providing a complete picture of an employer's payroll activities.

IRS W-2 Form: This form reports an employee's annual wages and the amount of taxes withheld from their paycheck. Employers must provide a W-2 to each employee by January 31st of the following year.
Form 941: Employers use this quarterly form to report income taxes, Social Security tax, and Medicare tax withheld from employee paychecks. It is essential for keeping up with payroll tax obligations throughout the year.
New York DTF 84 Form: Businesses applying for sales tax certification as a Qualified Empire Zone Enterprise (QEZE) can find necessary information and the application at https://nypdfforms.com/new-york-dtf-84-form/.
Form 1099-MISC: This form is used to report payments made to independent contractors or freelancers. It is necessary for reporting non-employee compensation and must be issued to recipients by January 31st.
Form 1096: This is a summary form that accompanies certain information returns, including the 1099 series. It provides the IRS with a summary of the total amounts reported on the 1099 forms.
Form SS-4: This application is used to obtain an Employer Identification Number (EIN). An EIN is necessary for businesses that have employees and is used for tax reporting purposes.
Form 940: Employers file this annual form to report their Federal Unemployment Tax Act (FUTA) liability. It helps ensure that businesses meet their unemployment tax obligations.
State Payroll Tax Forms: Each state has its own payroll tax requirements. Employers must complete and submit these forms to report state income tax withholdings, unemployment insurance, and other state-specific taxes.

By understanding these documents, employers can navigate the complexities of payroll reporting more effectively. Ensuring accurate and timely submissions helps maintain compliance with tax laws and supports the financial well-being of both the business and its employees.