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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

Document Information

Fact Name Description
Purpose The IRS W-3 form is used to transmit 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 Form W-2s for their employees.
Deadline The deadline for filing Form W-3 is typically January 31 of the year following the tax year.
Information Included Form W-3 includes total wages paid, taxes withheld, and the number of W-2 forms being submitted.
Electronic Filing Employers can file Form W-3 electronically through the SSA's Business Services Online (BSO) portal.
State-Specific Forms Some states require their own versions of the W-3 form, governed by state-specific tax laws.
Record Keeping Employers should keep copies of Form W-3 and W-2 for at least four years for record-keeping purposes.

IRS W-3 - Usage Guidelines

Once you have gathered the necessary information, you can begin filling out the IRS W-3 form. This form is essential for summarizing the information from all W-2 forms you have issued to your employees. After completing the W-3, you will submit it to the IRS along with the corresponding W-2 forms. Follow these steps to ensure accurate completion of the form.

  1. Obtain the W-3 form. You can download it from the IRS website or request a physical copy.
  2. Fill in your employer information. Provide your name, address, and Employer Identification Number (EIN) in the designated fields.
  3. Enter the total number of W-2 forms. In the box labeled "Number of Forms W-2," indicate how many W-2 forms you are submitting.
  4. Report the total wages and taxes. Fill in the total amount of wages, tips, and other compensation in the appropriate box. Include the total federal income tax withheld from all W-2 forms.
  5. Complete the state and local tax information. If applicable, provide details about state wages and state tax withheld. Include any local tax information as well.
  6. Sign and date the form. Ensure that the form is signed by an authorized person, and include the date of signing.
  7. Make copies for your records. Before submitting, keep copies of the W-3 and W-2 forms for your records.
  8. Submit the form. Send the completed W-3 along with the W-2 forms to the IRS by the specified deadline.

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Dos and Don'ts

When completing the IRS W-3 form, it is important to follow specific guidelines to ensure accuracy and compliance. Here are some key do's and don'ts to consider:

  • Do double-check all information for accuracy before submitting the form.
  • Do ensure that the totals on the W-3 match the totals on your W-2 forms.
  • Do use black ink and legible handwriting or type the information to avoid any confusion.
  • Do keep a copy of the W-3 for your records after submission.
  • Don't leave any required fields blank; all sections must be filled out completely.
  • Don't forget to sign and date the form before sending it to the IRS.
  • Don't submit the W-3 without ensuring that it is attached to the corresponding W-2 forms.

Common mistakes

  1. Incorrect Employer Identification Number (EIN): One of the most common mistakes is entering an incorrect EIN. This number is crucial for the IRS to identify your business accurately.

  2. Missing or Incorrect Business Name: Failing to match the business name with the IRS records can lead to processing delays. Ensure that the name is spelled correctly and matches the name associated with the EIN.

  3. Inaccurate Total Wages: Reporting incorrect total wages can result in penalties. Double-check the figures from your W-2 forms to ensure accuracy.

  4. Omitting the Number of W-2 Forms: Forgetting to indicate how many W-2 forms are being submitted is a frequent oversight. This information helps the IRS reconcile the forms submitted by employers.

  5. Failure to Sign the Form: A signature is required to validate the W-3 form. Submitting it without a signature can lead to rejection by the IRS.

  6. Using Incorrect Tax Year: Ensure that the tax year indicated on the form matches the year for which you are filing. Using the wrong year can cause confusion and delays.

  7. Neglecting to Check for Errors: Rushing through the form can lead to simple mistakes. Take the time to review all entries for accuracy before submission.

  8. Not Keeping Copies: Failing to retain copies of the W-3 form and W-2 forms for your records can lead to complications later. It’s important to keep these documents for at least four years.

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