Fill out W-3 (Transmittal of Wage and Tax Statements) online
Form W-3 is the transmittal form that accompanies Copy A of all W-2 forms when filed with the Social Security Administration (SSA). It summarizes the total wages, tips, and tax withholding across all W-2s issued by the employer.
How to fill out W-3 (Transmittal of Wage and Tax Statements)
Enter employer information
Fill in the employer name, address, EIN, and state employer ID. Select the type of payer (941, military, Medicare, etc.) and type of employer.
Enter the number of W-2 forms
Enter the total number of W-2 forms being transmitted with this W-3 in box d. This count must match the actual number of W-2 Copy A forms included.
Enter aggregate wage and tax totals
Sum the amounts from all W-2 forms and enter the totals: wages (Box 1), federal income tax withheld (Box 2), Social Security wages (Box 3), Social Security tax (Box 4), Medicare wages (Box 5), Medicare tax (Box 6).
Verify and submit
Verify that the W-3 totals match the sum of all W-2s and reconcile with Form 941 quarterly totals. Sign and date the form, then file with the SSA along with all W-2 Copy A forms.
About W-3 (Transmittal of Wage and Tax Statements)
Who needs this form
Every employer that files W-2 forms. The W-3 must be filed together with all W-2 Copy A forms. If filing electronically through the SSA Business Services Online, the W-3 data is generated automatically.
Where to submit
File with the Social Security Administration by the deadline listed in the latest official instructions. Electronic filing is required if submitting 10 or more W-2s. If filing by paper, mail to the SSA address in the form instructions.
Source and content freshness
- Reviewed: 2026-02-16
- Check the latest official form instructions for the filing year that applies to you.
- Filing deadlines may shift for weekends and holidays. Verify due dates with official instructions.
Common mistakes to avoid
- Not reconciling W-3 totals with quarterly Form 941 totals for the year
- Mismatching the number of W-2s transmitted with the count on the W-3
- Using the wrong tax year form
- Not filing electronically when required (10 or more W-2s)
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Do I need to file a W-3 if I file W-2s electronically?
When you file W-2s electronically through the SSA Business Services Online (BSO) system, the W-3 information is included automatically in the electronic submission. You do not need to file a separate paper W-3. However, you should still verify that the totals are correct.
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