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Shareworks Frequently Asked Questions

Find the answers to your questions

    Account & Passwords

  1. How do I open an account?
  2. How do I sign into my account?
  3. I've forgotten my account number, what do I do?
  4. I've forgotten my account password, what do I do?
  5. Why do I need two passwords?
  6. Are there requirements for my passwords?
  7. How do I unlock my account?
  8. How can I modify my mailing address?
  9. What is a personal identification security question and why do I need it?
    Transactions

  1. How can I exercise my stock options
  2. How can I withdraw my shares?
  3. How long does it take before I receive my proceeds?
  4. What is the W-9 form for?
  5. What is the difference between a market order and a limit order?

Account & Passwords

  1. 1. How do I open an account?

    To open a Solium Shareworks® account please follow these steps:

    1. Visit www.solium.com/activate
    2. Enter the CompanyID and password provided to you in the letter you received from Solium. The CompanyID and password to open a Shareworks account is the same for all plan participants of a company. If you misplaced the letter we sent you, please contact our call centre to obtain this information.
    3. Complete the short activation form requesting basic contact information and optional banking information.
    4. Review and complete the Participant Account Agreement.

    You’ll see a confirmation screen once your activation is complete. Take note of the confirmation number for your reference. Once your activation form has been reconciled with the information provided by your company, Solium will send you your account number and temporary passwords in separate letters by regular post. If you don’t want to wait for these letters to access your account, please contact our call centre.

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  2. 2. How do I sign into my account?

    To access your Solium Shareworks account please follow these steps:

    1. Visit www.solium.com/login
    2. Enter your account number and login password (case sensitive).

    Note to first-time users:

    1. Solium will send you your account number and temporary login password and transaction password by regular post once you’ve completed the account activation process. You will be asked to reset both passwords the first time you log into Shareworks.
    2. Account numbers are formatted as CS######-## and it is important to ensure that you are using the number zero and not the letter "O" after the CS.
    3. When you log in for the first time you will be asked to review and approve the Agreement(s) that entitles you to receive real-time stock quotes. At the bottom of your Account Summary page you will also have to confirm that your option summary is accurate. If it's not, please submit concerns/questions electronically to Solium and your company for resolution. Once you have confirmed the accuracy of your holdings, you will be presented with your account portfolio and will be able to transact online.

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  3. 3. I've forgotten my account number, what do I do?

    If you have forgotten your account number, you can retrieve it online and have the information emailed to your work email address. Simply click on the "Forgot Your Account Number" link on the login page and complete the required steps.

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  4. 4. I've forgotten my account password, what do I do?

    If you have forgotten your login password, you can reset it online and have the information emailed to your work email address. Simply click on the "Forgot Your Password" link on the login page and complete the required steps.

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  5. 5. Why do I need two passwords?

    Solium provides each participant with both a login and transaction password. These are set as two separate passwords for security purposes, and may be maintained as two separate passwords or changed to the same password. Please note that changing one password will not automatically change the other password.

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  6. 6. Are there requirements for my passwords?

    Yes. Your passwords must be eight to 20 characters in length and must be made up of alphanumeric or special characters, or a combination of both. Your passwords cannot contain your name. We recommend that you choose a password that will be easy for you to remember, but difficult for others to guess. Solium will provide you temporary login and transaction passwords which you will be asked to reset after you first use them.

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  7. 7. How do I unlock my account?

    For security purposes, your account typically becomes locked after six unsuccessful login attempts (unless your company has chosen to increase or decrease this number). Please contact our call centre at 1.877.380.7793 to unlock your account.

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  8. 8. How can I modify my mailing address

    You can update your mailing address using the Personal Profile and Passwords tab in your Shareworks account. If you need to change your home address, you must notify your stock plan administrator, who will then notify Solium. You will see the update in your account within a few weeks.

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  9. 9. What is a personal identification security question and why do I need it?

    Security questions are used by Solium to confirm the identity of an account holder. These questions and the related answers are selected by the account holder during the activation process. Should you need to contact our call centre for support, we will use these questions to validate your identity before disclosing any confidential information. Shareworks also allows you to select two identification questions for added security.

    Here's an example of a personal identification security question and answer:
    Security question: “My first car”
    Security answer: “1965 Chevy”

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Transactions

  1. 1. How can I exercise my stock options?

    To exercise your employee stock options, please follow the steps below:

    1. Log in to Shareworks at www.solium.com/login
    2. Click on the Stock Option and Awards tab (top menu).
    3. To begin an exercise, click the "Exercise" link, to the right of the grant form, that you wish to exercise on the "Transaction View" tab.
    4. Select how many options to exercise and, if applicable, the exercise type.
    5. Choose the delivery instructions for your proceeds or certificate.
    6. Specify market or limit order.
    7. Review the exercise letter. This letter summarizes your exercise request and is used by Solium to communicate your choices to your company and our brokerage partner.
    8. Review the exercise summary showing you details on delivery and proceeds, if applicable.
    9. Enter your transaction password and click "submit" to complete the exercise. Once you click submit you cannot cancel the exercise.
    10. You will be presented a confirmation of your exercise and will be given a reference number for your records. Your exercise will display in the Exercise History section of Stock Options and Awards so that you can monitor its progress.

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  2. 2. How can I withdraw my shares?

    To withdraw shares from your employee purchase plan please follow these steps:

    1. Log in to Shareworks.
    2. Click on the Share Purchase & Holdings tab (top menu).
    3. To begin a withdrawal, click the "Withdraw" link to the right of the plan you wish to withdraw from on the "Transaction View" tab.
    4. Select how many shares you wish to withdraw. Depending on your particular plan, you will need to specify how many employee units and/or employer units you wish to withdraw.
    5. Specify market or limit order.
    6. Choose the delivery method for your proceeds.
    7. Review the Withdrawal Summary showing you details on delivery and proceeds, if applicable.
    8. Enter your transaction password and click "submit" to complete the withdrawal. Once you click submit you cannot cancel the withdrawal.
    9. You will be presented a confirmation of your share withdrawal and will be given a reference number for your records. Your withdrawal will be display in the Transaction History section of your account.

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  3. 3. How long does it take before I receive my proceeds?

    After your exercise has been filled, there will be a three-business-day settlement period. On the business day following this period, your funds will be forwarded to you by the method you indicated on your exercise form.

    If you selected to have your funds deposited or wired to your account, please note that your bank may not post your proceeds into your account right away. Please contact your bank for further information about when they post money transfers.

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  4. 4. What is the W-9 form for?

    A person who is required to file an information return with the IRS must get the correct taxpayer identification number (TIN) to report. For example, income paid, real estate transactions, mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions made to an IRA, etc.

    The Form W-9 is necessary only if you are a U.S. person (including a resident alien), and is used to give the correct TIN to the person requesting it (the requester) and, when applicable, to:

    1. Certify the TIN you are giving is correct (or you are waiting for a number to be issued),
    2. Certify you are not subject to backup withholding, or
    3. Claim exemption from backup withholding if you are a U.S.-exempt payee.

    Filling out a W-9 is straightforward. Just provide your name and Social Security number, or the name and Employer Identification Number of your business. By submitting a W-9, you are certifying that the tax ID number you are providing is correct and accurate and that you are not subject to backup withholding. Click here to download a blank Form W-9 (PDF).

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  5. 5. What is the difference between a market order and a limit order?

    A market order is an order placed to buy or sell a security immediately, at the best possible price. A limit order is an order to buy or sell a security at a specified price. This type of order can be executed only at the specified price or better. Shareworks permits a limit order to be in effect for up to 30 days. You can choose the type of order you wish to have filled for both option exercises and share withdrawals, dependant on your specific plan parameters. Please note that if you choose to enter a market-price order outside regular trading hours, the opening price of the stock may not reflect its closing price.

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Support

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  • Manage Global Plans

    As your stock and share plans grow and expand along with your company, Shareworks can help you simplify their administration – no matter how global-reaching they may be. We allow this through a variety of features, including:

    • Employee mobility tracking
    • Complete international tax calculations and automated withholding
    • Support for distributed payroll services and cash settlement in multiple currencies
    • A multilingual call centre to provide complete plan participant support
    • The ability to group data in reports by region, cost center, payroll, department insiders, etc., providing added flexibility for administrators
    • The scalability to meet your needs as you grow and expand globally
    • And much more
  • Leverage Our Expertise

    Your team is experienced and capable but we can help you fill in the gaps where you need assistance, or we can take on parts of your stock plan administration where required. When you choose Solium, you will also have access to:

    • Our entire team of experts, and their decades of experience in the stock plan administration industry
    • A qualified group of implementation specialists to get you up and running in no time
    • Your own assigned account team, dedicated to providing the best stock plan administration experience
    • Our call centre, available Monday to Friday by phone or email, to assist your participants with their plan management or any questions or concerns
    • An unmatched technology backed by a passionate team of skilled software developers
  • Keep Accurate Records

    Cut out all the time wasted on reconciling plan data – Shareworks' processes are automated to make the recordkeeping process accurate and secure. By automating manual processes Shareworks offers a variety of other enhanced features, including:

    • Instant recordkeeping of every participant transaction within one database, from those of executives to those of entry-level employees
    • One comprehensive platform to integrate all types of plans and rules, simplifying and securing the process of recordkeeping for plan administrators
    • One login for all plan types, enabling you to consolidate multiple incentive and award types across multiple stock exchange listings and geographies
    • One data source to simplify information management, improve accuracy and ensure all stakeholders have access to the most recent data
    • Easily accessible and configurable reports and documents
    • Financial disclosure available in real time
    • And much more
  • Automate Redundant Tasks

    You have important things to do. Our full-service Shareworks solution was designed to manage the small details involved with stock plan administration for you. Let us take care of the administrative jobs, so you can concentrate on more important things. We will help you with:

    • Loading new grants
    • Entering demographic information
    • Managing grant acceptances, blackouts, terminations and forfeitures
    • Notifying participants of major plan events
    • Preparing tax slips such as Forms 3921 and 3922 for IRC Section 6039 requirements
    • Automating processes that you previously had to do manually
    • And more
  • Prepare Reliable Reports

    It has never been easier to access the reports and information you need, when you need them. Shareworks allows you security-enabled access to this information, making the reporting process easier for you and everyone on your team. Other benefits include:

    • Easily accessible and extractable reporting information for financial statements, expensing, proxy and quarterly reports and other compliance and reporting requirements
    • Easily viewable and accessible reports, available through the Shareworks Reporting Center
    • Access to information for everyone on your team and all the departments involved with stock plan administration, including HR, treasury, finance, payroll, etc.
    • Advanced security features that allow you to control who can access specific data and reports within Shareworks
  • Enhance Your Participant Experience

    You want your employees to have the best experience possible when they access their plan, and Shareworks can accommodate that. Shareworks is the most user-friendly option on the market, empowering your employees with 24/7 access to their online accounts from anywhere with Internet access, and much more. Other features for participants include:

    • Real-time stock quotes and direct access to financial markets for transactions and settlements
    • Three-day settlement periods for rapid receipt of proceeds
    • The ability to view awards and holdings in 30 different currencies
    • Self-serve online statements and complete history of all transactions
    • Automated alerts on new grants, vesting periods, expiry of options and blackouts
    • Real-time and self-serve trade execution solution enabling both market and limit orders
    • The ability to exercise from multiple grants in the same transaction
    • 22 alternative exercise types supported
  • Reduce Compliance Risks

    As a plan administrator, reducing compliance risks is one of your top priorities – if not your main one. Shareworks was designed to a) help you keep your plan data and associated reporting accurate and compliant with industry regulations (such as FAS 123(r) / FASB / ASC 718, Sarbanes Oxley and IFRS 2), and b) accurately report your information. We do this by leveraging the following features:

    • Automated processes to help you protect against errors and liabilities resulting from manual processes
    • Easily accessible data history for audit trails
    • Robust security features, safeguarding against inaccuracies such as transactions during blackout periods or after an employee termination
    • Reliable, pre-configured reports and tools to easily prepare the information required for your expensing and financial reports
    • One single platform and database to keep record of all your transactions, consolidate all your equity plans and enable administrators and participants to access the same up-to-date information
  • Keep Your Data Secure

    Keeping your data compliant with industry standards isn't enough – it should also be kept secure. We allow you to:

    • Create security settings for each corporate user, designating who can and can't access specific reports as well as certain areas of data within those reports thanks to Shareworks' matrix-level security
    • Enjoy the peace of mind that comes with knowing your data integrity is maintained with a single database housed in Tier 1 centers, with full redundancy
    • Protect your participants' transactions with Shareworks' 256-bit encryption, the highest level of security for transmitting confidential data over the internet
    • Rest assured you are using a reliable provider with Solium's rolling SAS 70 Type II certification
  • Remain Apprised of Your Plans

    You want a full-service solution for your stock plan administration, but you also want to retain ultimate control of your plan, and have quick and easy access to your data whenever you need it. At Solium, we understand this. Our unique, fully encompassing solution was designed to give you the best of both worlds by allowing you not only the peace of mind that comes with outsourcing your administration services, but also the ability to:

    • Access the information you need, when you need it
    • Run your own real-time reports at any time
    • Enable security-controlled access for all your plan administrators
    • Add time-sensitive blackouts at any time, from anywhere with Internet access and a browser connection
    • Contact your assigned account team to obtain additional information about your plans – such as plan rules, grant information, etc. – or with any issues or concerns
  • Launch New Plans

    Do you dread the thought of a lengthy and intrusive process new plan implementation? Have you been putting off switching over your current equity incentive plans to a new administration solution for the same reason? You don't have to worry about this when you work with Solium. Our implementation team knows how important it is to make the process as painless and easy as possible for you. A few more benefits to our process:

    • Our implementation team has more than a decade of experience working with clients and plans of all sizes and complexities
    • Our team requires as little of your time and resources as possible
    • Our client training ensures your plan administrators are fully acclimated to Shareworks as soon as it's up and running
    • Your data will be balanced to your starting point without any need for auditor explanations
    • Our streamlined brokerage integration will ensure you're up and running without undue delays
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  • Solium Help & Support
    Account Help

    You forgot your password or would like to complete a transaction? Solium's Participant Services Group is there to help with any questions regarding your online account Monday to Friday, from 8 a.m. to 8 p.m. ET.

    Toll-free: 1.877.380.7793
    International: 1 + international code + 403.515.3909
    Email: help@solium.com

    Licensing Inquiries

    Want to learn more about Solium's innovative stock plan administration solutions and how they can support your company's objectives? Our solutions consultants are here to help.

    Toll-free: 1.877.380.7793
    Email: solutions@solium.com
    Book a product demo




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