PTForm W-3, also called the “Transmittal of Wage and Tax Statements,” is a summary form that employers use to report total wages, tips, and taxes withheld from employees’ paychecks. Employers must submit it to the Social Security Administration (SSA) along with copies of Form W-2 for each employee.

What is Form W-3 used for?

Form W-3 acts as a summary of all the W-2s a business issues for a tax year. It helps the SSA verify wage and tax information, ensuring accurate Social Security and Medicare records.

Who needs to file Form W-3?

Any employer who issues W-2 forms must also file a W-3. This applies to businesses of all sizes, nonprofit organizations, government agencies, and any other entity with employees.

How to file Form W-3

Filing Form W-3 involves a few key steps:

  1. Complete the Form: Fill out employer details, including EIN, name, and address.
  2. Compile W-2 Forms: Gather all W-2s for employees.
  3. Attach W-2 Copies: Attach Copy A of all W-2s to Form W-3.
  4. Submit to SSA: File electronically via the SSA’s Business Services Online (BSO) system or mail a paper form.
  5. Keep Records: Retain a copy of the form and related documents for business records.

Where to get Form W-3

Employers can obtain Form W-3 through several sources:

  • IRS Website: Downloadable versions are available on the IRS Forms and Publications page.
  • Tax Software: Many payroll and tax software platforms generate Form W-3 automatically.
  • Payroll Service Providers: Employers using payroll services may receive Form W-3 as part of their processing package.
  • Local IRS Office: Paper copies may be available at IRS offices.
  • Office Supply Stores: Some stores sell IRS-approved tax forms.

Using the latest version of Form W-3 and ensuring accuracy helps businesses stay compliant and avoid filing issues.

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