Form W-3 is a summary transmittal form that employers use to report total wages and taxes withheld for all employees to the IRS and Social Security Administration (SSA). Filing W-3 correctly ensures compliance and prevents penalties for mismatched or late filings.
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What Is Form W-3?
Form W-3 summarizes all W-2 Wage and Tax Statements submitted by an employer. It provides totals for:
- Wages and tips
- Social Security wages and tips
- Medicare wages
- Federal, state, and local taxes withheld
It serves as a cover sheet for paper W-2 submissions or as a summary in electronic filings.
Important Filing Deadlines
- Employee Copy Deadline (via W-2): January 31, 2026
- IRS/SSA Paper Submission Deadline: January 31, 2026
- IRS/SSA Electronic Submission Deadline: January 31, 2026
Submitting W-3 on time ensures that all employee W-2 forms are processed correctly. Call +1-866-513-4656 if you need assistance with filing.
How to Complete Form W-3
- Calculate Totals – Sum all wages, Social Security, Medicare, and tax withholdings from W-2s.
- Provide Employer Information – Include legal business name, EIN, and mailing address.
- Select Filing Method – Submit electronically via SSA portal or by paper.
- Verify Accuracy – Ensure totals match W-2 forms to avoid IRS or SSA notices.
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Penalties for Late or Incorrect Filing
Failure to submit Form W-3 on time or with accurate totals can lead to:
- IRS penalties for late or incorrect filing
- Processing delays for employee W-2s
- Audit notices or additional correspondence from the SSA
Professional help ensures your totals match all employee W-2 submissions. Call +1-866-513-4656 for expert support.
Tips for Accurate W-3 Filing
- Maintain organized payroll and employee records throughout the year
- Double-check totals against all W-2 forms before submission
- Submit early to avoid last-minute errors or IRS/SSA delays
- Consider professional payroll software for large employee counts
Why W-3 Filing Is Important?
The IRS and SSA use W-3 to verify wages and taxes reported on W-2 forms. Errors or mismatched totals can trigger audits or penalties. Accurate filing ensures smooth processing and compliance.
Final Takeaway
Filing Form W-3 by January 31, 2026 is essential for employer compliance, accurate reporting, and avoiding IRS penalties. Proper totals protect both your business and your employees.
For professional W-3 filing help, call +1-866-513-4656.
FAQs
1. Who must file Form W-3?
All employers submitting W-2 forms to the SSA or IRS must file Form W-3.
2. Can I file Form W-3 electronically?
Yes, electronic filing is secure, faster, and recommended for accuracy.
3. What if Form W-3 totals don’t match W-2 forms?
Discrepancies can trigger IRS or SSA notices. Corrections should be submitted immediately.
4. Is Form W-3 required for both paper and electronic W-2 filings?
Yes. It acts as a cover sheet for paper submissions and a totals summary for electronic filings.
