You can use the import file to reflect grant amendments in bulk using an excel spreadsheet.
For the purpose of this support article, we will use Option Grants as an example. But please bear in mind that this is also valid for other types of awards (e.g. warrants, restricted stock units, phantom shares and share grants)
To record amendments via import file , it is necessary to obtain the ID of the grants you want to reflect secondary transactions for.
1. Go to Equity Awards > Options > Grants.
2. Find the relevant option grant > View.
3. Find the ID number on the right-hand drawer.
4. Alternatively, you can download the Grant overview report for a list of all grant IDs currently on to Options > Reports.
5. Click Option grant overview.
6. Open the spreadsheet and check column Grant ID.
7. Go to Grants > Import offline grants.
8. Expand the collapsible menu Download import file template and download the Advanced granting template.
9. Open the spreadsheet you just downloaded and unhide line 3 of the excel spreadsheet, create an additional column in line 3 is_amendment.
10. When reflecting an amendment, these are the items you can change and how to complete the spreadsheet:
- Exercise Price or Hurdle price (for share grants)
- Expiration Date
- Vesting Schedule (this includes pause vesting)
11. Return to the Import data page and click Upload.
12. The uploaded file can be edited or removed, otherwise, click Import data.
13. The platform will process the data in the file. Click Publish to publish the transactions or Review Imported Data to review them.
Exercise Price (or Hurdle Price for Share Grants)
To make amendments to the exercise price, fill in the following fields:
- grant_id- the ID of the grant that you are amending
- date - the date of the amendment transaction
- exercise_price - the new exercise price for options, warrants, RSUs
- hurdle_price - the new hurdle price if you are amending share grants
- note - a not explaining the amendment
- is_amendment- marked as 'yes', so that the transaction is recognised as an amendment
Expiration Date
To make amendments to the expiration date, fill in the following fields:
- grant_id- the ID of the grant that you are amending
- date - the date of the amendment transaction
- expires - the new expiration date
- note- a not explaining the amendment
- is_amendment- marked as 'yes', so that the transaction is recognised as an amendment
Vesting Schedule
To make amendments to the vesting schedule, fill in the following fields. You can then select from the options below to add amendments to different vesting schedules:
- grant_id- the ID of the grant that you are amending
- date - the date of the amendment transaction
- note- a not explaining the amendment
- is_amendment- marked as 'yes', so that the transaction is recognised as an amendment
Please see below for an example file of the fields populated to register an amendment to the vesting type of a grant:
| Column Name | If required | Explanation |
|
grant_id |
compulsory | The grant ID number of the grant that the amendments are for. |
| date | compulsory | The date of amendment transaction. |
| is_amendment | compulsory | It must be marked as 'yes' for the transaction to register as an amendment. |
| note | compulsory | A note to explain the amendment that will be visible on both the admin side and the grantholder side. |
| vesting_type | compulsory if amending the vesting schedule | The type of vesting for the grant: time_based_equal_round_up time_based_equal_round_down time_based_round_down time_based_round_up immediate custom performance_based |
| vesting_start | compulsory if amending the vesting schedule | The date of when the vesting starts. |
| vesting_on | compulsory if amending the vesting schedule for time-based vesting types | For any of the 'time_based' vesting types. When the vesting takes place: first_of_month same_date last_of_month |
| vesting_months | compulsory if amending the vesting schedule for time-based vesting types | For any of the 'time_based' vesting types, the number of months vesting will take place (this includes the cliff if applicable). |
| vesting_cliff | non-compulsory | For any of the 'time_based' vesting types, how long the vesting cliff is before vesting starts (typically it is 12 months so you will enter 12. It could also not have any cliff so you enter 0). |
| cliff_percentage | non-compulsory | For any of the 'time_based' vesting types, and there is a cliff. Typically it is 25% so you enter 25 (no symbols). |
| vesting_interval | compulsory if amending the vesting schedule for time-based vesting types | For any of the 'time_based' vesting types, how often the grant vests (after cliff if applicable). For example, if the grant vests monthly, you input 1, quarterly then you input 3 and annually then you input 12. |
| scheduled_date | non-compulsory | For custom vesting type and could be used for performance-based vesting type. This would be the scheduled date that the grant will vest on. |
| scheduled_quantity | non-compulsory | For custom vesting type and performance-based vesting. This would be the scheduled amount of grant will vest. |
| vested_quantity | non-compulsory | Used for custom or performance-based vesting type. To complete if the amount has vested. |
| vesting_description_custom | non-compulsory | If left blank, this field is auto-populated with a vesting description for time-based vesting schedules. Otherwise, it can be used to write a description of the vesting schedule. |
| exercise_price | non-compulsory | The exercise (strike) price of the grant |
| expires | non-compulsory | The date of when the grant expires. Compulsory for EMI and CSOP grants (typically expires after 10 years). |