User guide

How to use this online service and database.


Below is a guide on how to use the online services and database, as well as a guide on the basis on which the database was compiled, this is in the assumptions.

We thought you might also find a glossary of key terms helpful, we all use jargon and terms. We have set out in our glossary the usual meaning for these terms and how we have used them in our online services.

 

Our goal has been to create straightforward online services and databases -  simple to use. We hope that you will be able to use it intuitively. However, set out below are some general guidelines which we hope will be helpful.

This website is divided into five areas:

 

How to Use

 

1.     How to use the Database

1.1   Your choices

This database holds global legal and tax information relevant to a wide variety of share and cash incentive plans. It is essential that some key facts are correctly selected before you use the database.  These main variables are:

  • the country;
  • the plan type;
  • whether or not the issuing company is EU listed; and
  • whether or not there is a recharge. 

Once you have selected the variables then the database will automatically display the relevant information.

Country – obviously the information is country specific. Therefore you must select the correct country before accessing the data.

Plan type – the database is designed to hold information in relation to 8 different plan types. Although every plan is different and every plan may have its own unique features, these plan types are designed to cover the broad range of plans in common usage. Please also see the assumptions which underpin each plan type. The plan types are:

  • Options (this includes savings-related options)
  • Nil cost options
  • Conditional free shares (sometimes called restricted stock units/RSUs)
  • Share purchase plans
  • Share matching (co-investment) plans
  • Restricted shares
  • Deferred bonuses in shares
  • Cash plans

Listing – the database can be set up to reflect whether or not the issuer is listed in the European Union. This will be set up at the time of subscription and cannot be changed while using the database itself.  If you have only Bonds listed in the EU (rather than your shares), please talk to us about that so we can assess how best to set you up on the database.

Recharge – on each page of the database the user can view the information on the basis that there either is, or is not, a recharge.  

We set out below the different views and selections you can make.   You will be able to print or export the material from the database to enable you to use it for your reports or notes – the buttons are at the top right of each page.

If at any time you have a query or we can be of help please contact your usual contact at Tapestry or call +44 203 4322556

1.2   Views

The database can show various different views: 

Feasibility report

The first view which you will see when you enter the database is the feasibility report.  This view sets out summary legal and tax information in relation to the countries you have subscribed for. Using the selection criteria at the top of the page you can select

  • the country you are interested in;
  • the plan you are interested in; and
  • whether or not there is a recharge.

To see any other view after the feasibility report you should click on either the country name or the country flag in the left-hand column.

Legal report

Once you have clicked on a particular country you will be taken to the legal report for that country. Using the selection criteria at the top of the page you can again select

  • the country you are interested in;
  • the plan you are interested in; and
  • whether or not there is a recharge.

The second line of tabs at the top of the page will then allow you to go to the other views.

Tax report

The tax report sets out relevant tax information. Using the selection criteria at the top of the page you can again select

  • the country you are interested in;
  • the plan you are interested in; and
  • whether or not there is a recharge.

Tax – payroll guide

The payroll guide is designed to show information relevant to payroll.  Using the selection criteria at the top of the page you can again select

  • the country you are interested in;
  • the plan you are interested in; and
  • whether or not there is a recharge.

Tax – employee notes

The employee notes are designed to be useful to individual participants. Using the selection criteria at the top of the page you can again select

  • the country you are interested in;
  • the plan you are interested in; and
  • whether or not there is a recharge.

Individual participants should not access this information from the website directly. Rather we suggest that companies should download this information into a Word document or PDF and then deliver it to the individual participants as part of a wider communication  and explanation about the plan

Tax approved plans

This view shows those countries which have tax approved plans and gives overview information in relation to those plans. Those countries which do not have tax approved plans (or where such tax approved plans are not in our experience material) do not appear in this view.

Legends

This view shows the suggested securities laws rubrics or “legends” for any particular country. There is a great variety as between companies as to the degree in which they use legends  in their offer documents. In many cases the generic wording in the offer documents should cover most of the issues required to be covered for any given country. If you wish to receive examples of generic rubrics please let us know.

2.     Training

We specialise in the delivery of training related to incentives on a global basis. We deliver the ICSA course in employee share plans which is the only professionally recognised course in the UK in this field. We also deliver tailored training to clients on particular areas of interest and facilitated workshops for teams to come together to review best practice or create new plans or procedures in relation to global share plans.

We have set out in our training area some short modules to enable new team members to be brought up to speed.  Either work through each module in order or dip into the topics of interest.

3.     Resources

This section holds various materials which we think will be useful to clients in managing their global share plans.

  • Newsletters
  • Briefing notes
  • Links to useful websites
  • Our address books of service providers and overseas law firms.  If you are using our address book and we can help identify the right person with the expertise you are looking for, please do contact us.

4.     Your Documents

This page is only accessible to a particular client. It is password protected and secure.  The data storage is ISO 2701 certified.  We can provide you with this Certificate. Your data is not visible to other clients, or to the public.

On this section of the database you can create a document folder structure that suits your plans and your way of working. For example you may choose to upload copies of the plan rules; copies of the ancillary documents; copies of the plan authorisations and certain country specific documentation.

5.     Action list

This module of the website brings together for a particular plan launch the issues which need to be dealt with, the decisions which have been taken, the actions that have been taken and the status of a launch in a particular country. Some of the information is automatically generated from the database and in other parts the user can manually input relevant information. The Action List shows whether or not a particular country is “good to go” or whether particular further decisions or actions are required.

Helping us to help you

If you have any questions or problems when using the database please do contact us and we will be glad to help. Similarly, if you have any comments or suggestions for improvement of the database, please do get in touch with us. In our experience it is often the people charged with implementing particular plans who have the most up-to-date and practical view on many issues. Therefore we would really appreciate and value your input.

Contact Us

If you have any queries on any of the content of the database, PLEASE do contact us,  we are here to help.