Product Details
W3 Transmittal Forms for 2023 Filing with the SSA
Order W3 Transmittal forms are used to summarize W-2 Copy A information for the SSA. File one W3 form with each batch of W2 Copy A forms from an employer.
YOU MAY NOT NEED THESE FORMS if 2023 e-file rules apply to you. You must e-file if you have 10+ W2 & 1099 Forms combined, per EIN. See below for details.
If you are filing paper W2 Copy A forms with the SSA, one W-3 form must be completed for each employer to summarize the batch.
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 ison an 8.5″ x 11″sheet
- No perforations
- Item# LW3
NEW! E-file Requirement Changes for W2 & 1099 Filing
You must e-file Copy A if you have 10+ W2 and 1099 forms combined for the 2023 tax year.
This applies toANY combinationof 10 or more ofANY type of 1099 or W2 forms,except correction forms.
We make it easy for businesses to make the change to e-filing!
Check out DiscountEfile.com … and we’ll efile with the IRS or SSA and can even print and mail recipient copies for you. Get it all done in one step in our fully-secure, top-rated online system.
More on E-File Changes
How to Choose the Right W-2 Forms
NEW E-FILE THRESHOLDS FOR 2023
The IRS has made a MAJOR change to e-filing requirements for the 2023 tax year. If a payer has 10+ 1099 & W2 forms combined, per EIN, they MUST efile Copy A forms with the IRS or SSA. Learn More >>
We make it easy! Set up a free account on DiscountEfile.com and you can e-file, plus print and mail recipient copies in one easy step. Learn More >>
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
- Preprinted W2 Forms are for software that prints only the employee and employer data
- Blank W2 Form Paper is for software that prints both the form boxes AND the data
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.
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.
W2 ENVELOPES
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 that has already been filed with the SSA because the original has errors, you will 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).
NEW for 2023… you must file the W2C form with the SSA in the same manner as the original W2.
- If you e-filed, you must e-file the correction.
- If you printed and mailed the original Copy A, you must also print and mail the W2C.
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.
Packaging Information
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.
Free Transmittals
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: hello@taxformgals.com
- 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 >>
Easy W2C Filing Methods and Instructions for correcting W2 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).
But first, you need to answer one big question: Have you already filed W2 Copy A with the SSA?
Get W2C Answers
CHANGES TO W2C REQUIREMENTS FOR 2023
The IRS has changed the filing requirements for W2C Copy A forms for the 2023 tax year. You must now file the W2C Copy A using the same method that you used to file the original W2 Copy A.
If you e-filed W2 Copy A with the SSA, you must also e-file the W2C Copy A.
If you printed and mailed the original W2 Copy A with the SSA, you must also print and mail W2C Copy A.
Order W2C Forms
