2018 w 3 fillable form-2025

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The document provides instructions for employers on how to file Forms W-2 and W-3 electronically with the Social Security Administration (SSA) and outlines the requirements for submitting these forms, including deadlines, acceptable formats, and where to send them. It emphasizes the importance of using official IRS forms and warns against filing non-scannable copies to avoid penalties.

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What is Form W-3?

Form W-3, also known as the Transmittal of Wage and Tax Statements, is a summary form that employers must file with the Social Security Administration (SSA). This form summarizes wages, taxes, and employee compensation and must be submitted along with Copy A of all employee W-2 forms.

Who needs to file Form W-3?

Employers who provide W-2 forms to their employees are also required to submit Form W-3 to the SSA. This form summarizes total wages, taxes withheld, and other compensation details for all employees.

How do I fill out Form W-3 online?

You can fill out, edit, and sign your Form W-3 online here. Simply click the Get Form button to get started.

When is Form W-3 due?

Form W-3, along with copies of Form W-2, must be submitted to the SSA by January 31 each year.

Can I file Form W-3 online?

Yes, if you file Form W-2 electronically, you must also file Form W-3 electronically through the SSA’s BSO portal. Employers submitting 250 or more W-2 forms must file electronically.

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What happens if I make an error on Form W-3?

If you find an error after submitting, you’ll need to file the following forms:

Form W-2c: Corrected Wage and Tax Statement
Form W-3c: Transmittal of Corrected Wage and Tax Statements

Do self-employed individuals need to file Form W-3?

No, self-employed individuals who file Form 1099-NEC or 1099-MISC instead of a W-2 are not required to file Form W-3.

Is Form W-3 required if filing only one W-2?

Yes, if you issue even a single W-2, you must file a W-3 along with it when submitting it to the SSA.

Can I print Form W-3 and submit it?

No, the IRS and SSA require official scannable red ink forms for paper filings. These forms must be ordered directly from the IRS or an authorized provider.

What’s the difference between Form W-2 and Form W-3?

Form W-2 details an individual employee’s wages and the taxes withheld, while Form W-3 summarizes all W-2 forms submitted to the Social Security Administration (SSA).