W-3 - Data fields on this form

Data fields on Form W-3

Prepare and print W-3 forms:
Payroll Command Center > Prepare Payroll Tax Forms or
Command Centers menu > Payroll submenu > Print W-2s and W-3

The following fields appear on Form W-3. The Federal government requires that certain data must appear in fields on all W-3s. These entries are designated "Required" in the table below. Entries in "Optional" fields are required only for special reporting purposes. For more information about preparing and filing this form, consult your accountant or visit the Internal Revenue Service website.

Warning!
Forms that don't meet government requirements won't be accepted

Data field name

Data that will print in this field

Required/Optional entry

a. Control number
OS9: [Control #]

The optional Control No. entered on the Set Up W-3 window.
NOTE: This number cannot exceed 19 characters.

Optional

b. Kind of Payer
(seven checkboxes)

An X automatically appears in the appropriate box to indicate which type of W-2 you are submitting with this W-3. The W-2 type is determined by the kind of form you use to submit payroll taxes. Choices are: 941, Military, 943, CT-1, Hshld. emp., Medicare govt. emp., Third-party sick pay
Only one box can be marked unless the second marked box is "Third-party sick pay." If you have more than type of W-2, you must file each type with a separate Form W-3.

Required
OS9: An X automatically appears in this box to indicate that you file Form 941.

c. Total Number of Forms W-2

The number of W-2 forms summarized on this Form W-3

Required

d. Establishment number

The code number (if any) for the business establishment reported on this W-3; derived from the entry on the Set Up W-3 Forms window.
NOTE: You may file a separate W-3 for each establishment in your business, even if they all have the same EIN.

Optional

e. Employer identification number
OS9:
[Federal Tax ID #]

The Federal Tax ID (EIN) entered in the Company Information window.
NOTE: Changing the Employer ID # entry on the Set Up W-2s window will change the Federal Tax ID in the Company Information window.

Required

f. Employer's name
OS9: [Company Name]

The company name entered in the Company Information window

Required

g. Employer's address and ZIP code
OS9: [Company Address]

The company address entered in the Company Information window

Required

h. Other EIN Used This Year

If your company used a different Employee Identification Number (including the EIN of a previous business owner) during this payroll year, it will appear here (as entered on the Set Up W-3 window).

Optional

1. Wages, tips, other compensation

The total amount of wages, tips and other compensation in this payroll year for all employees whose W-2s are covered by this W-3

Required

2. Federal income tax withheld

The total amount of federal income tax withheld from wages, as reported on W-2s for all employees designated for this W-3

Required

3. Social Security wages

The total amount of wages from which Social Security tax was withheld for all employees represented on this W-3

Required

4. Social Security tax withheld

The total amount of Social Security tax withheld from all employee compensation represented by this W-3

Required

5. Medicare wages and tips

The total amount of wages from which Medicare tax was withheld during this payroll year

Required

6. Medicare tax withheld

The total amount of Medicare tax withheld from all employees designated for this W-3 in the Review W-3 Before Printing window

Required

7. Social security tips

The total amount of tip income from which Social security tax was withheld for all employees represented on this W-3.

Required if applicable

8. Allocated tips

The aggregate amount of allocated tips entered for all employees represented by this W-3

Required if applicable

9. Advance EIC payments

The aggregate amount of advance EIC payments made to all employees represented on this W-3.

Required if applicable

10. Dependent care benefits

Aggregate amount of any pre-tax deductions for dependent care expenses, for all employees designated for this W-3.

Required if applicable

11. Nonqualified plans

Aggregate amount paid to all employees represented on this W-3 from nonqualified deferred compensation plans

Required if applicable

12. Deferred compensation

Total amount of deferred compensation (W-2 codes D - H and S) paid to employees, as determined by designations on individual W-2s

Required if applicable

13. For Third-Party Sick Pay use only
OS9: [Third-Party Sick Pay Recap]

If you are filing Forms W-2 and W-3 to recap employees' third-party sick pay information, this box must state "Third-Party Sick Pay Recap."

Required if applicable

14. Income tax withheld by payer of third-party sick pay

Total amount of tax withheld by the payer of third-party sick pay, as determined by designations on individual W-2s covered by this W-3.

Required if applicable

15. Employer's state ID number
State (code)
OS9: [State]

"Code" is the two-letter state abbreviation entered in the General Payroll Information window. If you're reporting taxes for more than one state, "X" should appear here.
"ID number" is the state employer ID entered in the Company Information window. If you're reporting taxes for more than one state, leave this field blank.

State code: Optional
State ID: Required if applicable

16. State wages, tips, etc.

The aggregate wages, tips and other compensation from which state income taxes were withheld for employees represented on this W-3

Required

17. State income tax

The total amount of state income tax withheld from wages, as reported on W-2s for all employees represented on this W-3

Required

18. Local wages, tips, etc.

The aggregate wages, tips and other compensation from which local income taxes were withheld for employees represented on this W-3

Required if applicable

19. Local income tax]

The aggregate local income tax withheld for all employees represented on this W-3

Required if applicable

Contact person

The contact person (if any) designated on the Set Up W-3 window

Optional

Telephone number
OS9:
[Telephone area code] and
[Telephone number]

The telephone number (if any) entered on the Set Up W-3 window

Optional

Email Address

The email address (if any) entered on the Set Up W-3 window

Optional

Fax number
OS9:
[Fax area code] and
[Fax number]

The fax number (if any) entered on the Set Up W-3 window

Optional

Data field name	Data that will print in this field	Required/Optional entry
a. Control number *OS9:* [Control #]	The optional Control No. entered on the Set Up W-3 window. NOTE: This number cannot exceed 19 characters.	Optional
b. Kind of Payer (seven checkboxes)	An X automatically appears in the appropriate box to indicate which type of W-2 you are submitting with this W-3. The W-2 type is determined by the kind of form you use to submit payroll taxes. Choices are: 941, Military, 943, CT-1, Hshld. emp., Medicare govt. emp., Third-party sick pay Only one box can be marked unless the second marked box is "Third-party sick pay." If you have more than type of W-2, you must file each type with a separate Form W-3.	Required *OS9:* An X automatically appears in this box to indicate that you file Form 941.
c. Total Number of Forms W-2	The number of W-2 forms summarized on this Form W-3	Required
d. Establishment number	The code number (if any) for the business establishment reported on this W-3; derived from the entry on the Set Up W-3 Forms window. NOTE: You may file a separate W-3 for each establishment in your business, even if they all have the same EIN.	Optional
e. Employer identification number *OS9:* [Federal Tax ID #]	The Federal Tax ID (EIN) entered in the Company Information window. NOTE: Changing the Employer ID # entry on the Set Up W-2s window will change the Federal Tax ID in the Company Information window.	Required
f. Employer's name *OS9:* [Company Name]	The company name entered in the Company Information window	Required
g. Employer's address and ZIP code *OS9:* [Company Address]	The company address entered in the Company Information window	Required
h. Other EIN Used This Year	If your company used a different Employee Identification Number (including the EIN of a previous business owner) during this payroll year, it will appear here (as entered on the Set Up W-3 window).	Optional
1. Wages, tips, other compensation	The total amount of wages, tips and other compensation in this payroll year for all employees whose W-2s are covered by this W-3	Required
2. Federal income tax withheld	The total amount of federal income tax withheld from wages, as reported on W-2s for all employees designated for this W-3	Required
3. Social Security wages	The total amount of wages from which Social Security tax was withheld for all employees represented on this W-3	Required
4. Social Security tax withheld	The total amount of Social Security tax withheld from all employee compensation represented by this W-3	Required
5. Medicare wages and tips	The total amount of wages from which Medicare tax was withheld during this payroll year	Required
6. Medicare tax withheld	The total amount of Medicare tax withheld from all employees designated for this W-3 in the Review W-3 Before Printing window	Required
7. Social security tips	The total amount of tip income from which Social security tax was withheld for all employees represented on this W-3.	Required if applicable
8. Allocated tips	The aggregate amount of allocated tips entered for all employees represented by this W-3	Required if applicable
9. Advance EIC payments	The aggregate amount of advance EIC payments made to all employees represented on this W-3.	Required if applicable
10. Dependent care benefits	Aggregate amount of any pre-tax deductions for dependent care expenses, for all employees designated for this W-3.	Required if applicable
11. Nonqualified plans	Aggregate amount paid to all employees represented on this W-3 from nonqualified deferred compensation plans	Required if applicable
12. Deferred compensation	Total amount of deferred compensation (W-2 codes D - H and S) paid to employees, as determined by designations on individual W-2s	Required if applicable
13. For Third-Party Sick Pay use only *OS9:* [Third-Party Sick Pay Recap]	If you are filing Forms W-2 and W-3 to recap employees' third-party sick pay information, this box must state "Third-Party Sick Pay Recap."	Required if applicable
14. Income tax withheld by payer of third-party sick pay	Total amount of tax withheld by the payer of third-party sick pay, as determined by designations on individual W-2s covered by this W-3.	Required if applicable
15. Employer's state ID number State (code) OS9: [State]	"Code" is the two-letter state abbreviation entered in the General Payroll Information window. If you're reporting taxes for more than one state, "X" should appear here. "ID number" is the state employer ID entered in the Company Information window. If you're reporting taxes for more than one state, leave this field blank.	*State code:* Optional *State ID:* Required if applicable
16. State wages, tips, etc.	The aggregate wages, tips and other compensation from which state income taxes were withheld for employees represented on this W-3	Required
17. State income tax	The total amount of state income tax withheld from wages, as reported on W-2s for all employees represented on this W-3	Required
18. Local wages, tips, etc.	The aggregate wages, tips and other compensation from which local income taxes were withheld for employees represented on this W-3	Required if applicable
19. Local income tax]	The aggregate local income tax withheld for all employees represented on this W-3	Required if applicable
Contact person	The contact person (if any) designated on the Set Up W-3 window	Optional
Telephone number *OS9:* [Telephone area code] and [Telephone number]	The telephone number (if any) entered on the Set Up W-3 window	Optional
Email Address	The email address (if any) entered on the Set Up W-3 window	Optional
Fax number *OS9:* [Fax area code] and [Fax number]	The fax number (if any) entered on the Set Up W-3 window	Optional