Checklist for Form W-3: everything you need to know before filing
This post was updated in April 2018
Form W-3: Transmittal of Wage and Tax Statements
The due date for filing your 2017 Form W-3 is January 31st, 2018. This is what the Internal Revenue Service tells us in its General Instructions for Forms W-2 and W-3. You can download the document on https://www.irs.gov/pub/irs-pdf/iw2w3.pdf
In this post we’ll discuss how to fill out form W-3.
Who files Form W-3?
Employers that are required to file Form W-2 must also file Form W-3, Transmittal of Wage and Tax Statements in order to transmit Copy A of Forms W-2.
Every employer engaged in a trade or business who pays remuneration, including non-cash payments of $600 or more for the year (all amounts if any income, social security, or Medicare tax was withheld) for services performed by an employee must file Form W-2 for each employee. These requirements are true even if the employee is related to the employer from whom:
Income tax, Social Security, or Medicare was withheld.
Income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4, Employee’s Withholding Allowance Certificate.
What is this form for?
Form W-3 is a transmittal which is forwarded to the Social Security Administration, showing total earnings, Medicare wages, Social Security wages, and withholding for all employees encompassing the entire year.
Is Form W-3 accompanied by other forms?
The form must be filed with the Social Security Administration with Copy A of Form W-2.
When is the W-3 due?
Form W-3 must be filed with the Social Security Administration by January 31st, 2018, whether filing electronically or using paper forms.
Where do I send W-3 Form?
The SSA strongly suggests employers report Form W-3 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 Form W-2s at a time to the SSA.
File Upload. Upload wage files 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) to the SSA.
If the employer chooses to file paper forms, it should send the form with the entire Copy A page of Form(s) W-2 to the Social Security Administration, Data Operations Center, Wilkes-Barre, PA 18769-0001, or files it online.
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