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Form W-3: Transmittal of Wage and Tax Statements
IRS Form W-3 is a Transmittal of Wage and Tax Statements that employers use when filing paper Copy A of Forms W-2 with the Social Security Administration. The form must be filed by February 01, 2027.
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IRS Form W-3 - Transmittal of Wage and Tax Statements
IRS Form W-3 is a Transmittal of Wage and Tax Statements that employers use when filing paper Copy A of Forms W-2 with the Social Security Administration. The form must be filed by February 01, 2027.
Risk Radar
Scan points- 1Do not print and file Copy A downloaded from a website; a penalty may be imposed for filing forms that can’t be scanned.
- 2Filing photocopies, as the source states that photocopies are not acceptable.
- 3Sending payment (cash, checks, money orders, etc.) with Forms W-2 and W-3.
- 4Filing Form W-3 alone without accompanying Copy A of Form(s) W-2.
- 5Using a paper form that is not scannable or machine readable.
Plain English
This form serves as a cover sheet to send wage statements (Form W-2) to the government. It ensures that all necessary tax and earnings information is grouped together for proper filing with the Social Security Administration. Filing this transmittal confirms that you are submitting accurate records of wages and taxes withheld for your employees.
Submission Date
- Filing date: 2025-10-28 22:12:15
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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Glossary Terms
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What this form is for
- Use this form when filing paper Copy A of Form(s) W-2 with the Social Security Administration (SSA).
- Do not use it when submitting Forms W-2 electronically to the SSA, as the source states: 'Do not send Form W-3 if you filed electronically with the SSA.'
- Check no other form instead when filing a standalone copy; the source warns: 'Don’t file Form W-3 alone.'
Form selector
Use this form or another form?
If filing electronically with SSA, do not file Form W-3
The purpose of Form W-3 is only to complete a transmittal when filing paper Copy A of Form(s) W-2; if submitted electronically, the form should not be sent.
✓ Do not send Form W-3 if you filed electronically with the SSA.
When filling out tax forms online or printing copies for state/local governments, use Forms W-2 and Forms W-3
The official IRS printed version of this form is scannable, but an online version printed from a website is not.
✓ Use only the officially ordered, scannable Copy A.
When filing paper Form(s) W-2 with SSA, send both the entire page of Form W-3 and the entire Copy A page of Form(s) W-2
The transmittal must include both pages; photocopies are not acceptable.
✓ Ensure you send both the form and its accompanying copies.
Deadline or filing window
Employers must mail Form W-3 with Copy A of Forms W-2 by February 01, 2027. The SSA provides electronic options (W-2 Online or File Upload) which must also be submitted by February 01, 2027.
Checklist
What you need before filling it out
Form W-3
Copy A of Form(s) W-2 · Social Security Administration (SSA)
Employer's name, address, EIN
Employer details must be accurate on both the Form W-3 and Form(s) W-2. · Form W-3/W-2
Filing method (paper vs. electronic)
The filing status determines if this form is needed. · N/A
Recipient information (e.g., state ID, local wages)
Details must be included on the accompanying Forms W-2. · Form W-2
Before you submit
- 1Confirm that you are mailing the entire page of Form W-3 along with the entire Copy A page of Form(s) W-2.
- 2Verify that both the Form W-3 and all accompanying Form(s) W-2 show the correct tax year and employer identification number (EIN).
- 3Confirm that you are submitting the paper forms by February 01, 2027.
- 4Ensure that no payment (cash, checks, money orders, etc.) is included with Forms W-2 and W-3.
- 5Verify that photocopies of any document being sent are not used, as they are not acceptable.
- 6If mailing via Certified Mail, change the ZIP code to 18769-0002 for the Social Security Administration Direct Operations Center address.
- 7Do not send Form W-3 if you filed Forms W-2 electronically with the SSA.
How to file this form
- 1Complete the required fields on the Form W-3, ensuring both the form and accompanying Form(s) W-2 show the correct tax year and EIN.
- 2Gather all paper Copy A pages of the associated Form(s) W-2 to accompany this transmittal page.
- 3Mail the entire completed Form W-3 page along with the entire Copy A page of Form(s) W-2 to the Social Security Administration Direct Operations Center Wilkes-Barre, PA 18769-0001 (or alternative addresses).
- 4Retain a copy of the filed Form W-3 and accompanying Forms W-2 for your records for at least 4 years.
Known limitations
- 1Do not send Form W-3 if Forms W-2 were filed electronically with the Social Security Administration (SSA).
- 2Do not file Form W-3 for Forms W-2 that were submitted electronically to the SSA.
- 3The Copy A of IRS Form W-3 is provided for informational purposes only and should not be printed and filed with the SSA because a penalty may be imposed for filing forms that cannot be scanned.
Field map
Compact field-by-field guide
Personal Info
2 items
Your legal name and current mailing address.
Your taxpayer identification number — must match IRS records.
Filing Status
1 items
Single, Married Filing Jointly, or Head of Household (for withholding purposes).
Dependents
1 items
Number of qualifying children and other dependents.
Adjustments
1 items
Additional income not from jobs or adjustments to withholding.
Withholding
1 items
Additional amount you want withheld from each paycheck.
Certification
1 items
Your tax entity type: Individual, Corporation, Partnership, etc.
Signatures
1 items
Sign and date to certify under penalty of perjury.
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Fillable formOpen in Editor->The form is listed with an edition/revision date of 20/26, and the source does not point to a 'latest information' page or describe changes.
What changed or needs a fresh check
- Edition date — confirm the revision date is 12-2024 (This date must be sourced from the user's input and not inferred).
- Fee — Not stated in the official source.
- Mailing address — confirm sending to Social Security Administration Direct Operations Center Wilkes-Barre, PA 18769-0001 (or alternative addresses listed).
- Signature — include a signature, title, date, and declaration under penalties of perjury.
Quick Facts
Downloads
After you file
- 1Keep a copy of this Form W-3 with Copy D (For Employer) of Form(s) W-2 for your records.
- 2The IRS recommends retaining copies of these forms for at least 4 years.
- 3If filing paper, keep the mailed form and accompanying documents as proof of submission.
- 4Do not rely on photocopies; only scannable versions are acceptable for SSA filing.
Sources
- SRCInstructions p.1 — The official printed version of this IRS form is scannable, but the online version of it, printed from this website, is not.
- SRCInstructions p.1 — 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.
- SRCInstructions p.2 — 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
- SRCInstructions p.2 — Do not send any payment (cash, checks, money orders, etc.) with Forms W-2 and W-3.
- SRCInstructions p.2 — Use a Form W-3 even if only one paper Form W-2 is being filed.
- SRCInstructions p.2 — When To File Paper Forms Mail Form W-3 with Copy A of Form(s) W-2 by February 01, 2027.
Common confusion points
What must I send with my paper Form W-3?
Send this entire page with the entire Copy A page of Forms W-2 to the Social Security Administration (SSA).
Do I have to send a copy of the tax statements?
No, photocopies are not acceptable.
Can I file electronically instead of mailing the forms?
The SSA strongly suggests employers report Form W-3 and Forms W-2 Copy A electronically instead of on paper.
Should I include any money or checks when filing?
Do not send any payment (cash, checks, money orders, etc.) with Forms W-2 and W-3.
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Questions about IRS Form W-3
What is IRS Form W-3 used for?
This form serves as a cover sheet to send wage statements (Form W-2) to the government. It ensures that all necessary tax and earnings information is grouped together for proper filing with the Social Security Administration. Filing this transmittal confirms that you are submitting accurate records of wages and taxes withheld for your employees.
Who must file IRS Form W-3?
Employers must complete a Form W-3 when filing paper Copy A of Forms W-2 with the Social Security Administration (SSA).
What information does IRS Form W-3 require?
The form collects employer identification details, including Kind of Payer (e.g., 941 Military), Kind of Employer (e.g., State/local non-govt), and financial totals such as Wages, tips, other compensation, Federal income tax withheld, and Social security wages.
When is IRS Form W-3 due?
Paper Form W-3s must be mailed with Copy A of Forms W-2 by February 01, 2027. If filing electronically, the deadline is also February 01, 2027.
Where do I file IRS Form W-3?
Employers can file through the SSA’s Business Services Online (BSO) website for electronic submission. For paper filing, send the entire page to: Social Security Administration Direct Operations Center Wilkes-Barre, PA 18769-0001.
How do I complete IRS Form W-3?
To complete the form, fill out all required sections, including Kind of Payer and Kind of Employer. The filer must send this entire page with the entire Copy A page of Form(s) W-2. Finally, the designated person must sign, provide a Title, and enter a Date.
What happens if IRS Form W-3 is filed incorrectly?
The General Instructions for Forms W-2 and W-3 provide information on penalties. A penalty may be imposed for filing forms that cannot be scanned.
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