Form W-3, Transmittal of Wage and Tax Statements, is a Form W-2 accompanying document that summarizes Form W-2 information. IRS Form W-3 provides a compiled list of employee information included on all of the Forms W-2.
The process of filling out Form W-3 is straightforward and has a similar format as Form W-2. Before filling out Form W-3 though, take note of the following necessary information and items beforehand:
Boxes a-h asks for employer information. Fill these boxes out accurately.
a. Control Number
b. Kind of Payer/Kind of Employer/Third-party sick payer (if applicable)
c. Total number of Forms W-2
d. Establishment Number
f. Employer’s name
g. Employee’s address and ZIP Code
h. Other EIN used this year
After, there will be numbered items from 1 to 19 which you will need to fill out as well. These items ask about the total wage and tax information for all employees.
For Boxes 1-8, enter the information of your employees’ in the corresponding boxes from Form(s) W-2.
For Box 10, enter your dependent care benefits the same as the total written in Box 10 of your Form W-2.
For Box 11, enter your nonqualified plans the same as the total written in Box 11 of your Form W-2.
For Box 12a, enter the total amounts of your deferred compensation using codes D through H, S, Y, AA, BB, and EE in Box 12 of your Form W-2.
Box 13 is to be left blank if there are no third-party sick payers.
Box 14 is only to be filled if employees had their federal income tax withheld from third-party sick pay.
For Box 15, enter your State ID.
For Boxes 16 to 19, report the state and local wages written down on the W-2 Form(s) submitted.
It is recommended that a copy of the Forms(s) be made and kept with Copy D (“For Employer) of Form(s) W-2 for about 4 years.
Form W-2 and Form W-3 should be filed by February 1, 2021. The deadline is for both paper and electronic filing.
Where should Forms W-2 and W-3 be submitted?
File paper forms to Social Security Administration, Direct Operations Center, Wilkes-Barre, PA 18769-0001.
The SSA provides two free e-filing options on its Business Services Online (BSO) website.
While Form W-2’s copies go out to your employees, the SSA, and other applicable tax agencies, Form W-3 only has one copy and goes to the SSA only.
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