New awards
To create new awards, go to https://portal.optioincentives.no/apps/customer-admin/awards/new-award. This is currently available for options and RSUs.
Click on “Create new awards” in the top right corner.
Step 1 – Equity plan
In the first step you input the program information:
- Instrument type – Option or RSU
- Settlement type – Equity or cash
- Equity plan – Either existing plan or create new plan
- Sub plan – Either existing or new sub plan
If you select “Create new Equity Plan”, a sidebar appears to the right. Input:
- Plan name
- Program approval date
- End date
- Number of instruments
This information should be available in the board approval. The approval date and the end date determine when the pool size (number of instruments) is visible in the CA-portal.
After a new equity plan is created you need to also create a new sub plan. Click on “Create new sub plan” and the sidebar appears to the right again. Input the name of your sub plan.
Now you can select “Save and Continue”.
Step 2 – Vesting
In step 2 you first need to fill in the grant date and the expiry date.
When this is done, the vesting schedule creator appears. NB! This is currently being redesigned.
In the vesting schedule creator click the “Vesting schedule template” drop-down menu and select the appropriate vesting schedule. Continue with “Save and Continue”. If you can’t find the template you need, please notify the customer admin team.
Step 3 – Awards information
In this step you provide the award information for each employee.
Inside an award group need to provide you need to provide:
- Quantity of instruments awarded per participant.
- Strike price. If there are different strike prices for different vesting periods, you can toggle the “Variable strike price”, and input the strike price per vesting period.
- Participants
If the participants are already registered on the portal, you can find them in the participant drop-down menu. If they are not already in the portal, you need to click “Create new Participant”. A sidebar will than appear to the right where you need to input the information of the new participant.
When you click “Save and continue” on the new participant, the participant is created and added to the award group.
If there are groups with different awards – quantity or strike price – you can click “Add award group” at the bottom to add another award group.
If there are a lot of participants with different quantities, we recommend toggling the “Award multiple quantities".
Here you need to download the template, fill in the information needed (e-mail, quantity, and strike), and upload the edited and saved document.
When you are done inputting all participants and awards details you can click “Save and continue” to move on.
Step 4 – Award agreement
The participants need to accept an award agreement, and this can be done through the Optio portal. For this to be possible you need to have a award agreement template already uploaded.
If you select “I want to generate a award agreement” and select a pre-prepared template, the award acceptance will appear in the participants’ portal and they can accept the agreement. The agreement will be personalized with the information provided in the previous steps if this is defined in the template. If the awards are accepted elsewhere you can select “I don’t need an award agreement”. To continue, select “Save and Continue”.
Step 5 – Message to participants
In this step you can prepare an e-mail that will be sent out to the participants regarding the new award. There is a pre-defined template already visible that includes variables for participant names, company name and equity-plan name. Here, the participants will find information on how to find their awards in the Optio portal. You can also include attachments to the e-mail if needed. When you are happy with the e-mail, select “Save and Continue”.
Summary
The input process is now finished, and you are provided with a summary of the new awards.
If this is correct, check the box for approval and click “Publish and Send to Participants”.
Congratulations, you have created a new award!