W3 Transmittal Forms for Filing W2s with the SSA
W3 Transmittal forms are used to summarize W-2 Copy A information for the SSA. File one W3 form with each batch of W2 forms from an employer.
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One W-3 form must be completed for each employer and included with the batch of W-2 Copy A forms mailed to the SSA.
W3 forms are required to be preprinted with red scannable ink. However, if you are laser generating your W-2 forms with IRS approved software, you can print the W-3 on blank paper with black ink.
W3 Transmittal Form Specs:
Order the quantity equal to the number of employers for which you need to file.
- Form is on an 8.5″ x 11″ sheet
- No perforations
- Item# LW3
POSSIBLE CHANGE TO W2 E-FILING REQUIREMENTS
The IRS is currently CONSIDERING a change to the e-filing threshold for 1099 & W2 forms. It is currently 250+ forms, but COULD change to 100+. Stay tuned to Discount Tax Forms and the Official IRS 1099 Instructions for developments.
If you need to efile, check with your software provider or use our online service, DiscountEfile.com to get it all done easily. We can even print and mail recipient copies for you!
Efile W2 Forms
How to Choose the Right W-2 Forms
OPTIONS FOR FILING W-2 FORMS
- Your Accounting Software: Print W-2 forms compatible with your software, such as QuickBooks®.
- Specialized W-2 Software: Print and e-file W-2 forms if your accounting software does not.
- Online W-2 Filing: Enter or import data and we print, mail and e-file for you!
TYPES OF W-2 FORMS
All government copies must be printed in a 2up format (2 forms per page)
Employee copies may be printed in a 2up, 3up or 4up format (2, 3 or 4 forms per page; also called ‘condensed forms). All of the copies for a single employee will print on one page. You simply fold and mail – no need to separate and collate forms! Your software may support these formats, be sure to check its functionality before ordering.
If a payer has 250+ forms to file, they MUST E-FILE Copy A. The IRS is currently considering lowering that threshold to 100.
We make it easy with DiscountEfile.com! Learn More >>
NUMBER OF W2 PARTS
The number of parts you need is determined by which government agencies you are reporting to.
- Federal Only – 4 parts
- Federal and State – 6 parts
- Federal, State and City – 8 parts
When using condensed 2up, 3up or 4up forms, you can print all employee copies on a single sheet to save time.
- For a 4-part form, use 2up paper.
- For a 6-part form, use 3up paper.
- For an 8-part form, use 4up paper.
4-Part States: AK, FL, NV, NH, SD, TN, TX, WA, WY
6-Part States: AL, AZ, AK, CA, CO, CT, DC, DE, GA, HI, ID, IA, IL, IN, KS, KY, LA, MA, MD, ME, MI, MN, MO, MS, MT, NC, NE, ND, NJ, NM, NY, OH, OK, OR, PA, RI, SC, UT, VA, VT, WI, WV (add extra parts for city withholding taxes)
8-Part States: AL, DE, KY, MD, MI, MO, NY, OH, PA
Read More: Decoding W2 Copy Requirements >
EASY ONLINE FILING FOR W2 FORMS
File W2 forms online and save time! Skip the hassle of buying and printing forms, stuffing envelopes and paying for postage with DiscountEfile.com
With our online W2 filing system, simply enter or import your data and we’ll efile with the SSA and can even print and mail employee copies for you, for $4.50 or less per form.
Visit DiscountEfile.com for more information.
W3 TRANSMITTAL FORMS
Transmittal W-3 Forms are required only if you are printing and mailing W2 Copy A to the Federal Government.
One W3 is required to summarize all W2s for one employer. Order W-3 Forms.
Order compatible W-2 Envelopes to ensure mailing information aligns correctly in the windows. Order W-2 Envelopes
W-2 FILING DEADLINE
- January 31 – Recipient copies postmarked, Copy A mailed or efiled with IRS
These are federal deadlines. Most states follow the same dates.
W-2C CORRECTION FORMS
If you need to correct a W2 form because the original has errors, you will likely need to file a W2C form (W-2 Correction Form).
This is different than a standard W2 form, and requires a few additional steps. You’ll need to fill in all of the fields, once for the information originally filed, and once for the correct information (if applicable).
You can also file W2C forms online and let us do the work for you!
More on W2C Filing
Ordering 1099 & W2 Forms
Official preprinted 1099 & W2 forms are sold by the form (not sheets).
Order a quantity equal to the number of recipients you have. For example, if you have 25 recipients, order 25 forms.
- If your W2 or 1099 forms are 2up (2 per page) you will receive 13 sheets
- If your 1099 forms are 3up (3 per page) you will receive 7 sheets
Condensed preprinted W2 forms are sold by the recipient (not the number of forms on it).
Order a quantity equal to the number of employees you have. For example, if you have 50 employees, order a quantity of 50.
Blank 1099 & W2 forms are sold by the sheet (not the number of forms on it).
Order a quantity equal to the number of recipients you have. For example, if you have 100 recipients, order 100 sheets.
When you receive your order, please open it right away to review the contents and ensure you have exactly what you need. The information below will help you to understand how it’s packaged.
Each shrink-wrapped package may contain several different forms. If there are multiple forms in a package, they will be separated by a colored sheet of paper.
Be sure to open the entire package to determine if items are missing.
Packaging of Kits and Sets
1099 & W2 kits or sets can be packaged in one of two ways.
Example 1: Pre-packaged in specific quantities, which may mean there are multiple shrink-wrapped packs to fulfill your entire order.
Example 2: One shrink-wrapped package, which includes all the forms together.
Your order was likely shipped with free 1096 or W3 transmittal forms. They will likely be at the bottom of your packs of forms.
Getting Help with Your Order
If you discover a discrepancy, please contact us right away and we’ll make it right.
- Email: firstname.lastname@example.org
- Call: 877-824-2458
Our small business appreciates yours!
Need to File Some Forms at the Last Minute?
There’s no need to order additional forms and wait for shipping – file them online at DiscountEfile.com! You enter or import data and we’ll e-file the Copy As, plus print and mail recipient copies. Learn More >>
File 1099 & W2 forms online DiscountEfile.com
Instantly e-file 1099 & W2 forms, mail recipient copies, file corrections and more – no forms or software needed!
Discount Efile lets you enter or import 1099, W2 & 1095 form data, quickly double-check its accuracy and get this year-end chore done more easily than ever.
We’ll e-file with the IRS or SSA and can even print and mail recipient copies for you. Plus, file corrections, match TINs and more in just a few clicks.
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