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Annual Reporting - Form W-3

Form W-3 is a required transmittal to accompany your paper-filled Copy A of the W-2, regardless if you submit one record of the Wage and Tax Statement or multiple samples. It’s a one-page document that provides details on wages, tips, compensations, and tax withheld.

While submitting the hardcopy of the W-3 and Copy-A to the Social Security Service, you can use the IRS sample and SSA form printed in black-and-white. Follow the revenue general specifications and instructions in order your information returns to be accepted and approved. These documents should be image-scanned by the SSA’s equipment to recognize the text and process it.

If you make your document with the SSA, apply only black ink for printing to avoid delays or errors in scanning the sheets by the special machines that are used. You have to mail these records to the appropriate administration until January 31s in order to avoid any penalties for the violation of filing deadlines.

Steps to Conclude the W-3 Form

Federal agencies strongly recommend saving a copy of the transmittal statement for your reference and store it for up to four years. To simplify the process, you can fill in the sample online:

  1. Use SignNow’s template with fillable fields.
  2. Type the text in the center of the boxes.
  3. The font size should be larger than 10-points to make the printed signs recognizable.
  4. Be sure you supply the total number of W-2 Forms and employer INs correctly.
  5. Going through the boxes 1 to 19 provide the sums of all appropriate values for your W-2.
  6. Carefully check the accuracy of the data - if everything is perfect, you can save the document, and then print it.

The Social Security Administration urges you to file your Copy-A to the agency online, so no W-3 Form is needed. Keep in mind not to repeat your information returns via USPS if you’ve already filed them electronically.