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Official form guide
Form W3SS: Transmittal of Wage and Tax Statements
IRS Form W-3SS is a transmittal used by employers to send paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI to the Social Security Administration. The combined packet must arrive by February 01, 2027.
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IRS Form W3SS - Transmittal of Wage and Tax Statements
IRS Form W-3SS is a transmittal used by employers to send paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI to the Social Security Administration. The combined packet must arrive by February 01, 2027.
Risk Radar
Scan points- 1Do not file Form W-3SS without the required paper Copy A of the W‑2 forms.
- 2Submitting Form W-3SS without the required paper Copy A of the W‑2AS, W‑2CM, W‑2GU, or W‑2VI forms.
- 3Mailing photocopies of the forms instead of original scannable copies.
- 4Filing Form W-3SS when the W‑2 forms have already been filed electronically with the SSA.
- 5Leaving the employer’s signature, title, or date blank on the declaration.
Plain English
Form W-3SS is the cover sheet you send when you mail paper copies of certain W-2 forms to the SSA. It tells the agency who you are and confirms the attached forms are correct. You must sign it and include the original Copy A pages. Do not send it if you already filed the W-2s electronically.
Submission Date
- Filing date: 2025-10-28 22:12:01
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- Use this form when filing paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI with the SSA.
- Do not use it when the same Forms W-2AS, W-2CM, W-2GU, or W-2VI have been filed electronically with the SSA.
- Check Form OS-3710 instead when filing Form W-2CM for the Commonwealth of the Northern Mariana Islands.
Form selector
Use this form or another form?
Submitting paper Copy A of Form W-2AS to SSA
Required transmittal for paper W-2AS copies
✓ Confirm both forms show same tax year and EIN
Submitting paper Copy A of Form W-2GU to SSA
Transmittal needed for Guam W-2
✓ Verify address matches Guam filing address
Filing W-2CM for CNMI
CNMI requires separate form for W-2CM
✓ Ensure you use OS-3710 instead of W-3SS
Deadline or filing window
The filing trigger is the need to send paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI. All paper packets, including Form W-3SS, must be mailed by February 01, 2027. No extension is mentioned in the official source.
Checklist
What you need before filling it out
Control number
IRS-assigned control number · Form header on page 2
Employer identification number (EIN)
Employer's EIN · Line e on page 2
Total number of Forms W-2
Count of paper W-2 copies · Line d on page 2
Signature
Authorized officer signature · Signature block on page 3
Copy A mailing address
SSA Direct Operations Center address · Where To File section on page 2
Before you submit
- 1Confirm the tax year on Form W-3SS matches the W-2 copies.
- 2Verify the EIN entered on Form W-3SS matches the EIN on each W-2 form.
- 3Enter the correct total number of paper W-2 forms in line d.
- 4Select the appropriate kind of payer and kind of employer check boxes.
- 5Use the correct SSA mailing address (Wilkes-Barre, PA 18769-0001) or certified‑mail ZIP (18769-0002).
- 6Ensure no payment is included with the packet.
- 7Sign, title, and date the signature block.
- 8Make a copy of the entire packet and retain it for at least 4 years.
How to file this form
- 1Gather paper Copy A of each Form W-2AS, W-2CM, W-2GU, or W-2VI to be filed.
- 2Complete Form W-3SS, entering control number, EIN, total number of Forms W-2, and other required fields.
- 3Verify that the tax year and EIN on Form W-3SS match those on the W-2 copies.
- 4Sign and date the signature block on Form W-3SS.
- 5Package the entire Form W-3SS page with the full Copy A pages of the W-2 forms.
- 6Mail the packet to the SSA Direct Operations Center at Wilkes-Barre, PA 18769-0001 (or use certified mail ZIP 18769-0002) and retain the mailing receipt as proof of filing.
Known limitations
- 1Form W-3SS cannot be used for electronic filings with the SSA.
- 2Photocopies of the forms are not acceptable.
- 3All paper forms must be machine readable and comply with IRS standards.
- 4The form is only for paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI.
Field map
Compact field-by-field guide
Personal Info
2 items
Your legal name and current mailing address.
Your taxpayer identification number — must match IRS records.
Filing Status
1 items
Single, Married Filing Jointly, or Head of Household (for withholding purposes).
Dependents
1 items
Number of qualifying children and other dependents.
Adjustments
1 items
Additional income not from jobs or adjustments to withholding.
Withholding
1 items
Additional amount you want withheld from each paycheck.
Certification
1 items
Your tax entity type: Individual, Corporation, Partnership, etc.
Signatures
1 items
Sign and date to certify under penalty of perjury.
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Fillable formOpen in Editor->The current edition of IRS Form W-3SS is the 2026 version. The source does not reference a “latest information” webpage.
What changed or needs a fresh check
- Edition date — confirm the form shows 2026 as the year
- Fee — Not stated in the official source
- Mailing address — confirm use of SSA Direct Operations Center, Wilkes-Barre, PA 18769-0001 (or 18769-0002 for certified mail)
- Signature — confirm the form is signed, dated, and titled in the signature block
Quick Facts
Downloads
After you file
- 1Retain the signed Form W-3SS and all Copy A pages for at least 4 years.
- 2Keep the mailing receipt as proof of submission.
- 3If an error is discovered, prepare a corrected packet and resend to the SSA.
- 4Monitor for any acknowledgment from the SSA; none is guaranteed.
- 5Update internal records to reflect that the paper W-2s were filed.
Sources
- SRCForm p.2 — states the purpose: transmittal only when filing paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI.
- SRCForm p.2 — instructs not to file Form W-3SS if filed electronically with the SSA.
- SRCForm p.2 — provides mailing address: Social Security Administration Direct Operations Center, Wilkes-Barre, PA 18769-0001.
- SRCForm p.2 — notes certified mail ZIP change to 18769-0002.
- SRCForm p.2 — gives private delivery service address addition and ZIP 18702-7997.
- SRCForm p.2 — indicates retain copies for at least 4 years.
- SRCForm p.3 — lists specific territorial filing addresses for American Samoa, Guam, and U.S. Virgin Islands.
Common confusion points
Do I need to send Form W-3SS if I filed the W-2s electronically?
The form is only for paper filings.
→ Check that the W-2s were submitted on paper, not electronically.
Can I include a payment with the Form W-3SS packet?
The source states no payment should be sent.
→ Verify the envelope contains only the forms.
What ZIP code should I use for certified mail?
The source provides a different ZIP for certified mail.
→ Use 18769-0002 for certified mail.
Are photocopies of the W-2 copies acceptable?
Photocopies are explicitly prohibited.
→ Ensure original paper copies are included.
Do I need to file Form W-3SS for a single W-2 copy?
The form must be used even for a single paper W-2.
→ Include Form W-3SS regardless of count.
Which address do I use for private delivery services?
The source gives a specific ATTN line and ZIP.
→ Add “ATTN: W-2 Process, 1150 E. Mountain Dr.” and use ZIP 18702-7997.
Workflow map
Related forms and next steps
Before
Current
⚠ If something goes wrong
- Form 941 – reports employment taxes and may be needed to correct payroll issues.
Questions about IRS Form W3SS
What is IRS Form W3SS used for?
Form W-3SS is the cover sheet you send when you mail paper copies of certain W-2 forms to the SSA. It tells the agency who you are and confirms the attached forms are correct. You must sign it and include the original Copy A pages. Do not send it if you already filed the W-2s electronically.
Who must file IRS Form W3SS?
Employers who are filing paper Copy A of Forms W-2AS, W-2CM, W-2GU, or W-2VI must submit Form W-3SS.
What information does IRS Form W3SS require?
Form W-3SS collects the employer’s contact person, telephone, fax, email, and a signed declaration under penalties of perjury that the accompanying Copy A forms are true and complete.
When is IRS Form W3SS due?
Paper copies of Form W-3SS and the associated W-2 forms must be mailed by February 01, 2027; electronic submissions must also be received by that date.
Where do I file IRS Form W3SS?
Mail the entire page with the Copy A pages of the W-2 forms to the Social Security Administration Direct Operations Center, Wilkes‑Barre, PA 18769-0001 (use ZIP 18769-0002 for Certified Mail or add ATTN: W-2 Process, 1150 E. Mountain Dr. and ZIP 18702-7997 for an IRS‑approved private delivery service).
How do I complete IRS Form W3SS?
First, fill in the employer’s contact information on Form W-3SS. Next, sign, title, and date the declaration under penalties of perjury. Then attach the original Copy A page of each paper Form W-2AS, W-2CM, W-2GU, or W-2VI. Finally, mail the complete packet to the SSA address or submit electronically by the February 01, 2027 deadline; do not file the transmittal alone.
What happens if IRS Form W3SS is filed incorrectly?
Filing a non‑scannable or photocopied form can trigger a penalty, and submitting the form without the required Copy A may be rejected, leading to enforcement action.
Do I need to send Form W-3SS if I filed the W-2s electronically?
The form is only for paper filings. Check that the W-2s were submitted on paper, not electronically.
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