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How Do I Submit W-2 Forms?


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Question: How Do I Submit W-2 Forms?

First, a timeline on W-2 forms.

1. Business owners must prepare a W-2 Wage and Tax Statement for each employee for each calendar year. The W-2 forms shows wages, federal and state income tax withheld, other deductions, and other information necessary to prepare the employee's personal tax return

2. These W-2 forms must be provided to employees by the end of January the following year.

3. Then, the forms must be submitted to the Social Security Administration (NOT the IRS!) by the end of February. Along with the W-2 forms, you must submit a W-3 form, summarizing the information on the W-2 forms. All of the information on the W-3 forms must match the information on the W-2 forms, and the totals on the W-3 forms must equal the total of all items on the


Submitting W-2 Forms to the Social Security Administration

  • Prepare W-2 forms and provide them to employees, but keep Copy A (the red copy).
  • You must submit a Form W-3 summary transmittal form to the Social Security Administration (SSA) no later than February 28 of the year following the year the W-2 forms were prepared. For example, a W-3 form 2010 must be submitted by February 28, 2011. The W-3 form totals information for all of the W-2 forms you gave to employees.
  • You must include copies of all W-2 forms along with the W-3 form.
  • Send all forms to the Social Security Administration at:
    Data Operations Center
    Wilkes-Barre, PA 18769-0001
  • You may also e-file the W-3 and W-2 forms online, directly to the Social Security Administration, through their Business Services Online section. If you e-file these reports, you don't have to include the W-3 form; the SSA calculates a total from the W-2 forms.

Before You Submit the W-3 and W-2 forms

  • Be sure all company information on the W-3 form is exactly the same as on the W-2 forms
  • All totals on the W-3 form must exactly match the total of all W-2 forms
  • Submit the original red Copy A of all employee W-2 forms; the SSA will not accept photocopies.

  • Review these other other common errors in submitting W-2 and W-3 forms..

If you find you need to correct a W-2 form (which means you may also need to submit a corrected W-3 form), you can also submit those corrected forms online.

More Answers to Your Questions About 2011 W-2 Form

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