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Phoenix-Sacramento Chapter WebcastTop Mid-Year Administrative Items to Consider
JULY 2015
For NASPP Members (& Non-Members)
• Looking for a job? Check out our Career Center (on the NASPP web site – naspp.com/careercenter).– All employers can post jobs for free (NASPP member or not)– NASPP members can post resume details and browse jobs
• Join the conversation! Follow and like us on Twitter, LinkedIn and Facebook.
NASPP 23rd Annual Conference
• October 27th – 30th in San Diego, CA• Register now, before August 7 to save money
before the price increases.
Phoenix NASPP Chapter
• Announcements– Board of Director (BOD) Nominations are coming up in
August • Nominees must be:
– Members of NASPP– Local to the chapter (live in Phoenix metro area)
– BOD elections will take place during the September 17, 2015 meeting
Please note these changes from prior years and be on the look out for upcoming emails.
Mid-Year Review
Agenda– Plan Documents– Participants, specifically officers– Educational Resources/Participant
Communication/Other Communication– Procedural Review– Changes/Other: Tax, Accounting, Payroll
Mid-year Review
Plan Documents:• Are you familiar with
plan provisions in the event of:– Death– Divorce
Mid-year Review
Plan Documents:• Are beneficiaries permitted?• Are share transfers allowed?
Mid-year Review
Plan Documents:• What are specified share reserves?
– Review share pools– Evergreen provisions
• Other:– Review/rewrite grant agreements
» Paper maintenance or move to online
Mid-year Review
Plan Documents:• Changes:
– Will there be a new equity type?» Do you need a new plan?
– Do you want to make policy changes?» Review plan to see what’s allowed
Mid-year Review
Participants:• Status and Contact Information
– Terminations/ Retirees– Upcoming Changes
» Terminations/retirees» New hires
– Identify Expatriates
Consider how these participants are coded in your administration system and could there be a better way?
Mid-year Review
Participants:• Disqualifying Dispositions
– Are you familiar with all IRS requirements?– Know when you/your service provider sends surveys– Who receives surveys and tracks dispositions?
Helpful summary of IRS Filing and Reporting Requirements listed under NASPP Year-End Procedures.
Mid-year Review
From Fenwick & West:
Mid-year Review
Participants:• Tax Rates
– International Participants– Reach out to foreign payroll
Based on Morgan Stanley/NASPP’s recent 2014 survey on Mobility, outsourcing the mobile population is a popular choice. Do your tax consultants have what they need?
Mid-year Review
Participants Con’t.:• SEC Filing
Codes/Keys– Insiders– 10b5-1 plans– Legal Review– Any changes sent
to applicable service providers
10b5-! Checklist from: http://www.naspp.com/members/dlib/files/n671.htm
Mid-year Review
Educational Resources/Participant Communication:• Review prior communication and response rate
– FAQs» Taxes
– Training Manuals– Calendar of Events
» Trading windows» Enrollment dates
Mid-year Review
Participant Communication – Sample Trading Window Notice:
Mid-year Review
Educational Resources/Participant Communication:• Upcoming Events
– Large Lapses/Vesting– Expiring Options– Purchase– Year-End
• Participant Communication• Internal Communication
Mid-year Review
Internal Planning – Sample Calendar (from http://www.naspp.com/ChapterEventFiles/e3228_Delves_Presentation.pdf ):
Mid-year Review
Educational Resources- RSU Vesting Sample FAQs:
Mid-year Review
Other Communication:• Vendors
– Are new services required?– Do contact lists need to be updated?– Is there a need for custom reports?– Will there be any upcoming changes to your plan or grants that
your current service provider needs to be aware of?
See NASPP’s “Vendor Management Portal” for materials on the vendor search process and vendor analysis.
Mid-year Review
Procedural Review:• SOX
– New Grant Process– 10b5-1 processes– Transaction processes– Month-end close process– Are there any errors that need to be corrected?
Mid-Year Review
Sample Stock Plan Process – New Grant (from http://www.naspp.com/members/dlib/files/n612.htm):
Mid-year Review
Procedural Review:If haven’t already identified areas internal controls are
risk areas, see:http://www.naspp.com/
members/Portal/InternalControls.htm
Mid-year Review
Mid-year Review
Other:• Contact Lists
– Distribution lists
• 1099– audit
• Payroll (Taxes)– W2 audit– Last payroll run of calendar year
» Deadline for deliverables
Mid-year Review
Other:• Payroll (Taxes)
– Tax rate/tax limits– Tax Withholding changes– Mobility– Documentation
• HR– Year end communications
Mid-year Review
Other:• Deliverables
– Deadlines– Reports– New Reporting Requirements– All procedures documented?
Mid-year Review
Other:• Accounting
– FR change or methodology change» Forfeiture rate review» Are you using a Static or Dynamic approach?
– Assumption changes– Cost center or group changes
Mid-Year Review
PWC – Stock Compensation 2014 Assumption and Disclosure Study
TSRPU00104
Mid-year Review
Questions ?
Mid-year Review
Thank You for participating! Please visit our respective chapter sites for the presentation webcast.