Fill Out Form W-3 in 2026
Summarize total wages, tips, and taxes withheld across all your employees' W-2s, then sign where allowed and download a reconciled copy for your records.
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How to fill out a W-3 Form
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Complete every required field, including your EIN and total number of Forms W-2.
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What is a W-3 Form?
A W-3 Form is a cover sheet employers send to the Social Security Administration along with paper copies of employee W-2 Forms. It totals the wages paid and taxes withheld across your whole workforce for the tax year, giving the SSA one summary figure to check against individual employee reports. Getting these numbers right keeps federal wage records accurate and makes sure employees get proper credit toward their Social Security benefits.
Key Takeaways
- Form W-3 summarizes all employee W-2 totals
- Employers file Form W-3 with Social Security
- Contains total wages paid and taxes withheld
What is a W-3 Form used for?
The W-3 tax form serves employers filing paper wage statements with the Social Security Administration. Use it to:
- Send a cover sheet with paper Copy A of every Form W-2 you file
- Add up total wages, tips, federal income tax withheld, and Social Security and Medicare amounts
- Reconcile W-2 totals against Form 941, Form 943, Form 944, or Schedule H
- Help the SSA confirm wages and post correct Social Security and Medicare credits before sending data to the IRS
What information is required on a W-3 Form?
Box a — Control number
Enter a control number here only if you use one for internal tracking; otherwise leave blank.
Box b — Kind of Payer / Kind of Employer
Check the boxes that match your payer type, employer type, and any third-party sick pay.
Box c — Total number of Forms W-2
Enter the total count of W-2 Forms you are submitting with this transmittal.
Box d — Establishment number
Enter your establishment number if you use one to separate locations or units.
Box e — Employer identification number (EIN)
Enter your nine-digit EIN assigned by the IRS.
Box f — Employer's name
Enter the legal name of your business exactly as registered.
Box g — Employer's address and ZIP code
Enter your complete business address, including the ZIP code.
Box h — Other EIN used this year
Enter any other EIN you used during the year, if applicable.
When is a W-3 Form due?
File Form W-3 with the Social Security Administration by January 31 each year, covering wages paid in the prior tax year. This applies whether you file on paper or electronically. If January 31 lands on a weekend or holiday, the deadline moves to the next business day. A one-time 30-day extension is available only through Form 8809, and only for extraordinary circumstances.
Annual deadline for filing Form W-3 with the SSA
Get your W-3 Form ready
Open the W-3 Form here, fill in your wage totals, and download the completed copy when you're ready.
When is a W-3 Form not required?
Filing W-2 Copy A electronically with the SSA removes the need for a separate submission, since the W-2 Online service creates an electronic version for you. This applies once you reach the 10-or-more information returns threshold. On paper, never send the transmittal alone. It only accompanies paper W-2 Copy A and can't replace it.
What does a W-3 form look like
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