Completing a W-3
Completing a W-3 is an essential task for small businesses with employees. See the following step-by-step instructions for completing and filing a W-3.
A W-3 form is a summary of your W-2 forms. The W-3 and copy A of all W-2s must be mailed to the Social Security Administration no later than the end of February.
Notice that you do not send the W-3 to the IRS. Instead, the Social Security Administration shares the W-3 and W-2 information with the IRS.
Step-by-Step instructions for filling out the W-3 Form:
- Box a (control number) is optional. Usually smaller businesses do not use this box.
- Check how you pay your employment taxes in box b. Most small businesses pay on a
Form 941
or Form 944.
Important: The IRS has revised the 2011 W-3. They now require more information in box b. They want to know what kind of employer you are.
According to the 2011 W-3 instruction booklet (page 18) it looks like most "for-profit" businesses will check the box “None apply”.
- Enter the total number of W-2s you are attaching in box c.
- Enter your EIN (Employer Identification Number) in box e.
- Enter your small business's name and address in boxes f and g.
- Enter the totals for the corresponding boxes on your W-2s in boxes 1-14. For example, in box 1, you would enter the total of all of the number 1 boxes from all of the W-2s.
- Enter your state information in boxes 15 – 18.
- Sign the W-3
The W-3 and the Copy A of all W-2s must be sent to the Social Security Administration at:
Data Operations Center
Wilkes-Barre, PA 18769-0001
Don’t staple or tape the Copy As of the W-2s to each other. Put them in alphabetically order by employee’s last name or numerically order by employee’s social security numbers. Also do not fold the W-3 or W-2 forms. Send them to the SSA in a large flat envelope.
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