Profile
The Profile page enables you to enter settings for a new participant An individual or entity participating in an equity compensation plan and/or employee stock purchase plan or edit an existing participant record for:
- Personal Info – basic participant information such as name, ID, and tax ID
- Status – company-related settings such as hire date, retirement date, and current status (active or terminated)
- Participant User Defined Fields – fields that can be customized to assign attributes to participants
Click the section titles below to view a sample image and descriptions for the fields.
Personal Info
Enter and edit personal information about the participant such as name, birth date, and tax ID in this section.
View Field Descriptions
| FIELD NAME | DESCRIPTION |
|---|---|
| First Name | Participant's first name entered under Administration > Participants |
| Middle Name | Participant's middle name entered under Administration > Participants |
| Last Name | Participant's last name entered under Administration > Participants |
| Owner Name | Entered in lieu of name when owner is other than an individual participant; for example, trust, LLC, etc. Note: Do not enter both name and owner name. |
| Participant ID | Client-defined unique identifier for the participant – 25 character maximum |
| Birth Date | Date on which participant was born |
| Retirement Date | Date on which participant is eligible to retire |
| Nickname | Participant's nickname, if any |
| Tax ID | Participant's tax identification number (typically SSN) Note: You can toggle the icon in this field to mask or display the ID. |
| Transfer Agent Name of third-party financial institution used by company to maintain records and perform other equities-related tasks Account # | Participant's account number with transfer agent |
| Security Owner Category | Participant's security owner category, list populated under Settings > Utilities > Lookup Tables by SOA Abbreviation for Stock Option Admin role |
| Security Owner Group | Used when shares are held for a number of shareholders – individual shareholder, shareholder's children, etc. |
| Reference Field | Client-defined free-form field (not used for reporting or accounting) |
Status
Enter status-related information such as citizenship, relationship to company (employee or non-employee), and current status with the company (active or terminated).
A Termination Preview button (active participant) or a Closing Statement button (terminated participant) displays in this section. When you click the button to run a closing statement for the participant, the system automatically routes you to the Closing Statement report launch page under Reports > Run Reports. The participant name/ID is auto-populated and if terminated, the system uses the actual termination date when compiling the report. If not terminated, enter a presumed termination date in the Date Range 'To' field and select the Termination Reason from the dropdown list. Click Closing Statement (futureClosingStatement) to view a detailed report help topic.
View Field Descriptions
| FIELD NAME | DESCRIPTION |
|---|---|
| Compensation Source | Country from which participant receives compensation (requires save as of date – see explanation following table) |
| Citizenship | Country of citizenship (requires save as of date – see explanation following table) |
| Exercise Tax Treatment | Form 1099 – taxes not calculated or held in EM platform Pay with Exercise – taxes calculated and held in EM platform (requires tax items to be entered under Settings > Utilities > Tax Items Payroll Withholding – must be used indicate on any participant transactions that funds were withheld through payroll (EM platform calculates the tax amount to be withheld) (requires save as of date – see explanation following table) |
| Home Country country in which a participant retains citizenship (used for taxation) | Country in which participant retains citizenship and used for taxation (requires save as of date – see explanation following table) |
| Host Country country in which a participant is being compensated when other than home country (used for taxation) | Country in which participant is being compensated when other than home country; used for taxation (requires save as of date – see explanation following table) |
| Expatriate Status | Domestic, Exempt, Expatriate, Foreign Expatriate, Foreign National, or Non-Exempt (requires save as of date – see explanation following table) |
| Annual Salary | Participant's annual salary (requires save as of date – see explanation following table) |
| Status | Active or Terminated |
| Hire Date [Termination Date] |
Date on which participant was hired Note that the label for this field changes to Termination Date when you change the Status field to Terminated. |
| Termination Reason | Cause, Voluntary Termination, Involuntary Termination, Termination Due to Death, Termination Due to Disability, Termination Due to Retirement Note that this field is write-protected until you change the Status field to Terminated. |
| Relationship | Relationship to company – Employee or Non-Employee (requires save as of date – see explanation following table) |
| 10b5-1 | Enabled – allows SOA and New Advisor roles to enter an exercise on behalf of an insider during a blackout period |
| Comments | Client-defined free-form field of up to 1,000 characters (not used for reporting or accounting) |
You also enter a termination for the participant and rehire a terminated employee in this section. Note that the hire date is protected in this section. To change it, read Changing a Participant's Hire Date.
The settings in this section are date-sensitive.
About Date-Sensitive Fields
displays next to fields that are date-sensitive (require an effective date). When changing a date-sensitive field, use the date picker by clicking the down arrow or type in the effective date in the SAVE AS OF field.
Click the View History icon above the field to view changes made over time to these date-sensitive fields such as expatriate tax status, employee status, and address. The system maintains a history of changes to these items because they are critical for accounting, reporting, and taxation purposes.
Participant Level User Defined Fields
This section displays 12 fields that can be used to assign attributes to participants beyond demographic data already in the record. Users with the SOA role can customize these fields under Settings > Company > General by entering a field label to display and enabling the field as a checkbox. In the example below, the first field is labeled "2018 Founder's Award Recipient" and enabled as a checkbox. The second field is labeled "Award Category" and is used to specify the category for which the participant received the award. The field allows a maximum of 250 characters.
When these fields are used, the data in them populates columns UC1 – UC12 on the Excel File (CSV) version of the Name and Address List (ADMIN006).
When you update a field on this page, click ACTIONS > ACTIONS > SAVE to save the settings and remain on the page, ACTIONS > SAVE & EXIT to save the settings and close the page, or ACTIONS > EXIT WITHOUT SAVING to close the page without saving the settings.