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Understand when to file Form W-3

SOLVED•by QuickBooks•87•Updated 1 month ago

Learn when you may need to file a W-3 with QuickBooks Payroll.

Form W-3 (Transmittal of Wage and Tax Statements) summarizes W-2 employee information about:

  • Total W-2 earnings
  • FICA wages and tax amount withheld
  • Federal income wages and tax amount withheld

You don't need to file a W-3 in some cases. We help you understand when you need to file and how to get the info from your payroll product to fill out Form W-3 if you do need to file.

When to file form W-3

Filing Form W-3 is based on how your W-2s are filed with the Social Security Administration (SSA). 

  • If you choose to file your W-2s manually, meaning you mail the W-2 copy A to the SSA, you'll need to file Form W-3 along with the W-2 copy A. See Get a report that shows my W-3 info below to get the details you need to complete Form W-3.
  • You don't need to file Form W-3 if we file your W-2s for you, or you file them electronically with our payroll services.

Get a report that shows my W-3 info

Select your product below to get a report that helps you fill out Form W-3.

Note: Not sure which payroll service you have? Here's how to find your payroll service.
  1. Select Business Overview, then Reports.
  2. In the Find report by name dropdown ▼, enter Payroll Tax and Wage Summary.
  3. Change the date range to This Year. Select Apply.
  4. Select the Share dropdown ▼, and choose if you want to save or print your report.
  1. Select Reports
  2. Select Employees & Payroll
  3. Select Payroll Summary
  4. Make sure your date range spans an entire calendar year.
    Note: Reference the Total column on the far right for W-3 totals.
  5. Select Print.

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