Form W-2: Wage and Tax Statement
Employers are required to prepare, file, and furnish Form W-2 to both the Social Security Administration (SSA) and their employees. This form reports the wages paid and taxes withheld for each employee throughout the year. Since Social Security and Medicare benefits are calculated based on Form W-2 data, it is essential to accurately and promptly complete and submit the form.
Form W-3: Transmittal of Wage and Tax Statements
If you are filing Form(s) W-2, you must also submit Form W-3 to transmit Copy A of the W-2 forms to the SSA.
The totals reported on Form W-3 should match the corresponding amounts on related employment tax forms, such as:
Form 941 (Employer's Quarterly Federal Tax Return)
Form 943 (Employer's Annual Federal Tax Return for Agricultural Employees)
Form 944 (Employer’s Annual Federal Tax Return)
Schedule H (Form 1040) (Household Employment Taxes)
When e-filing Form W-2 with the SSA, a separate Form W-3 is not necessary—the SSA automatically generates an electronic W-3.
✅ Tip: You can reference the General Instructions for Forms W-2 and W-3 for a detailed explanation of each box on the forms.
Filing Deadlines
Employers must submit Copy A of Form W-2 and the transmittal Form W-3 to the SSA by January 31, 2025 (by mail or electronically).
Employee copies:
You must provide employees with Copies B, C, and 2 of Form W-2 by January 31, 2025.
If the employee leaves before year-end, you may give them their Form W-2 at any time before January 31, 2025.
If an employee requests a Form W-2, you must provide it within 30 days of the request or within 30 days of the final wage payment, whichever is later.
Electronic Filing Requirements
Employers filing 10 or more information returns (including W-2s) must file electronically unless they have received an IRS waiver.
Benefits of e-filing:
Faster processing.
Reduced risk of errors.
For guidance on e-filing, consult:
General Instructions for Forms W-2 and W-3
Topic 801, 802, and 803 on the IRS website.
You can e-file W-2s and W-3s through the SSA's Business Services Online (BSO) or call 800-772-6270 (TTY: 800-325-0778) for assistance.
Filing by Mail
If you choose to file by mail, you must:
Use the official red-ink versions of Form W-3 and Copy A of each Form W-2.
Forms must be error-free and properly formatted.
You can order the official form packet (including all six copies of Form W-2) online or by calling 800-TAX-FORM (800-829-3676).
The mailing address for filing Copy A and Form W-3 is listed in the General Instructions for Forms W-2 and W-3.
✅ Recordkeeping:
Keep a copy of Form W-3 and each Form W-2 (Copy A or Copy D) for at least four years.
Send Copy 1 to the applicable state, city, or local tax department, if required.
Contact the relevant tax department for specific transmittal information.
Preparing Form W-2: Key Guidelines
To ensure the forms are machine-readable, follow these formatting rules:
Use black ink and, if possible, 12-point Courier font.
Do not use handwritten, script, or italicized fonts.
Enter all dollar amounts without the dollar sign or commas but include the decimal point (00000.00).
Display zero cents with two decimal places (e.g., 1000.00).
Avoid making erasures, cross-outs, or whiteouts.
If you make an error:
Mark the VOID box.
Use a new Form W-2 and start over.
Do not write "corrected" on the replacement form.
🚫 When submitting Copy A to the SSA:
Send the entire page, even if one of the two forms on the page is blank or void.
Do not cut, fold, or staple the forms.
Correcting Errors on Form W-2
If you identify an error after filing with the SSA, you must submit:
Form W-2c (Corrected Wage and Tax Statement)
Form W-3c (Transmittal of Corrected Wage and Tax Statements) when filing by mail.
Corrections can also be submitted electronically using the SSA's Business Services Online (BSO) platform.
✅ Common correction scenarios:
Incorrect employee name or SSN.
Wrong wage or tax amount.
Incorrect filing status or special codes.
✅ Key Takeaways:
Form W-2: Reports wages and taxes withheld for each employee.
Form W-3: Summarizes W-2 data and transmits it to the SSA.
Deadlines:
January 31, 2025: File Copy A with the SSA and provide Copies B, C, and 2 to employees.
Electronic filing: Required for employers with 10+ forms, unless waived by the IRS.
Mail submissions: Must use red-ink official forms and avoid errors.
Record retention: Keep copies of Forms W-2 and W-3 for at least four years.
Error corrections: Use Form W-2c and Form W-3c for corrections.