---
title: "W-3 Filing in R365"
slug: "w-3-filing-in-r365"
description: "Form W-3 summarizes all employee W-2 wages and taxes for the SSA; R365 files it electronically and stores copies under Payroll Tax Documents."
updated: 2026-08-18T16:26:11Z
published: 2026-08-18T16:26:11Z
canonical: "docs.restaurant365.com/w-3-filing-in-r365"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# W-3 Filing in R365

Form W-3, Transmittal of Wage and Tax Statements, is the summary form an employer files with the Social Security Administration alongside copies of every employee W-2 issued for the year. It reports the combined totals of wages, tips, and tax withholdings across all employees for a legal entity.

A W-2 reports one employee's individual wage and tax information and is provided to that employee. A W-3 is the employer-facing counterpart: it summarizes every W-2 filed for a legal entity into a single transmittal record submitted to the Social Security Administration. Employees do not receive or access a W-3.

Learn more about how employees access their own [W-2s](/doc/docs/employee-w-2s).

---

## R365's Role in W-3 Filing

R365 files Form W-3 electronically with the Social Security Administration on the employer's behalf. This filing happens automatically as part of year-end W-2 processing, so the legal entity does not need to file a separate W-3 with the SSA.

> [!NOTE]
> Review the [Payroll Year End FAQ](/doc/docs/payroll-year-end-faq) for W-2 review and mailing deadlines. W-3 filing follows the same year-end timeline as W-2 processing.

---

## Where Employers Access W-3 Information

W-3 information is available on the [Documents page](/doc/docs/workforce-payroll-documents), under Payroll → Documents → Tax Documents. For the current tax year, this location shows the reported wage totals used for the W-3, since the SSA filing for that year has not been completed yet. Once R365 completes the electronic filing for a prior tax year, the filed W-3 for that year is available in the Federal Folder.

Employers who need W-3 totals before a filed copy is available in R365 can reference the same wage and tax figures shown on the [W-2 Detail Report](/doc/docs/w-2-detail-report), since the W-3 total is the sum of all W-2 amounts issued for the legal entity.

****Navigating to W-3 information****

1. Open the **Payroll** application
2. Click **Documents**
3. Select **Tax documents**
4. Select **Federal**
5. Select the **year**
6. View **W-3 files**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KQ04EJCE.png?sv=2026-02-06&spr=https&st=2026-11-07T17%3A14%3A21Z&se=2026-11-07T18%3A14%3A21Z&sr=c&sp=r&sig=Pf4VVoRN2yVA3qhE62Fa%2FBeKqwesuDuaSRDpVaGf%2FsU%3D)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WY6LX823.png?sv=2026-02-06&spr=https&st=2026-11-07T17%3A14%3A21Z&se=2026-11-07T18%3A14%3A21Z&sr=c&sp=r&sig=Pf4VVoRN2yVA3qhE62Fa%2FBeKqwesuDuaSRDpVaGf%2FsU%3D)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GE38W165.png?sv=2026-02-06&spr=https&st=2026-11-07T17%3A14%3A21Z&se=2026-11-07T18%3A14%3A21Z&sr=c&sp=r&sig=Pf4VVoRN2yVA3qhE62Fa%2FBeKqwesuDuaSRDpVaGf%2FsU%3D)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FWJBYEZ5.png?sv=2026-02-06&spr=https&st=2026-11-07T17%3A14%3A21Z&se=2026-11-07T18%3A14%3A21Z&sr=c&sp=r&sig=Pf4VVoRN2yVA3qhE62Fa%2FBeKqwesuDuaSRDpVaGf%2FsU%3D)

An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.