Bf015 Espp Plan Ver3

AIM for Business Flows
BF.015 FUTURE PROCESS MODEL SAMBA Financial Group Employee Share Participation Plan (ESPP)
Author: Creation Date: Last Updated: Document Ref: Version:
Mohd Elbaw June 4, 2009 July 29,2009 MEO/SS/SAMBA/HRMS/BF015/Ver 3 3
Approvals: <Approver 1> <Approver 2>
Copy Number _____
BF.015 Future Process Model
Doc Ref: MEO/SS/SAMBA/HRMS/BF015/
Document Control
Change Record
5
Date 22-Jun-09 28-Jun-09 3-Jul-2009 28-jul-09
Author Mohd Elbaw Mohd Elbaw Mohd Elbaw Mohd Elbaw
Version Draft 1a 1.2 1.3 1.4
Change Reference No Previous Document
Reviewers
Name Mohd Elbaw Sohiyb Sakaji Negusse Salem Ahmed Balagi
Position Oracle Project Manager SAMBA Project Manager
Distribution
Copy No. 1 2 3 4
Name Library Master
Location Project Library Project Manager
Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
Employee Share Participation Plan (ESPP)

File Ref: BF015_ESPP_PLAN_VER 3 Amended Corr Acptd (Ver 3)
Document Control
ii
SAMBA reserves the right to amend or change the contents of this document if any contents not in line with Sambas policies and procedures which has already been delivered to Oracle.

Document Control
iii
Contents
Document Control .......................................................................................... ii Event Catalog ................................................................................................. 1 Employee Share Participation Plan (ESPP) ......................................... 1 Process Listing and Process Descriptions ........................................................ 4 ESPP Plan Creation................................................................................ 4 Process Relationships for ESPP Plan Creation ........................................ 4 Function Hierarchy ......................................................................................... 5 ESPP Plan Creation................................................................................ 5 Process Step Catalogs..................................................................................... 6 ESPP Plan Creation................................................................................ 6 Process Flow Diagrams .................................................................................. 8 Process Listing and Process Descriptions ...................................................... 12 ESPP Event ........................................................................................... 12 Process Relationships for ESPP Event ................................................... 12 Function Hierarchy ....................................................................................... 13 ESPP Event ........................................................................................... 13 Process Step Catalogs................................................................................... 15 Bonus Share / Bonus Split [Corporate Events]................................. 15 Process Flow Diagrams ................................................................................ 16 Process Step Catalogs................................................................................... 17 Withdraw [Employee events]............................................................. 17 Process Step Catalogs................................................................................... 18 Resignation / Termination With/Without Cause [Employee Events ] End of Employment ............................................................................ 18 Process Step Catalogs................................................................................... 19 Retirement / Death [Employee event] End of Service .................. 19 Process Step Catalogs................................................................................... 20
File Ref: BF015_ESPP_PLAN_VER 3 Amended Corr Acptd (Ver 3) Document Control iv
Leave of Absence ................................................................................. 20 Process Flow Diagrams .................................................................................. 1 Process Listing and Process Descriptions ........................................................ 6 ESPP Maturity ........................................................................................ 6 Process Relationships for ESPP Maturity ................................................ 6 Function Hierarchy ......................................................................................... 7 ESPP Maturity Extension (at Samba discretion) ................................. 7 Process Step Catalogs..................................................................................... 8 ESPP Maturity ........................................................................................ 8 Process Flow Diagrams ................................................................................ 10 List of Alerts .................................................................................................. 1 List of Reports................................................................................................ 2 Open and Closed Issues ................................................................................ 14 Open Issues ............................................................................................ 14 Closed Issues .......................................................................................... 14

Document Control
Event Catalog
Event ID Name Type Description Frequency
ESPP Definition
Plan Plan Creation
SAMBA encourages retention and motivation of employees by providing opportunities to enroll in ESPP plan which is a singular way to save. i.e To buy SAMBA Shares at the price set at the beginning of the program, and to participate in the growth of SAMBA. This Process involves the definition of ESPP with the eligibility rules, Rate of Return and ESPP Announcement including the active dates. These detailed activities are described in sections below.
As and when occurring

Event Catalog
1 of 47.6
BF.015 Future Process Model Event ID Name Type Description
Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Frequency
ESPP Events
ESPP Events
Corporate Event: Corporate event covers Bonus Shares and Share Splits happening during the life cycle of ESPP. As and when Employee Event: occured Employee event covers the withdrawal from the participation prior to plan maturity, for any reason that include retirement, death or other justifiable reason acceptable to SAMBA Senior Management. The reasons could be one of the following: - Resignation - Termination With/Without Cause In above cases the employee participation plus accumulated returns will be refunded to the sundry account till final settlement is processed. In normal withdrawals executed by employees, the employee participation plus accumulated returns will be refunded to the employees account. In cases of Retirement from service in Samba: In case Employee chooses to exercise monies instead of Shares: Employees Participation with accumulated return will be processed and credited to Payroll sundry account. HR will process this amount along with the normal settlement process (End of service). In case Employee chooses to exercise shares instead of monies: Employees will be allotted equivalent SAMBA shares based on the prevailing market price (settlement price). In case of Death: SAMBA will pay any remaining unpaid amount or balance due under the plan enrollment, by crediting respective plan account and notifying the beneficiaries the employee has named of their rights under the Plan and disburse the requisite amounts.
Event Catalog 2 of 47.6 (Ver 3)

File Ref: BF015_ESPP_PLAN_VER 3 Amended Corr Acptd
BF.015 Future Process Model Event ID Name Type Description
Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Frequency
ESPP Maturity
ESPP Maturity
ESPP Accounting
ESPP Accounting
(A) If Settlement price is greater than or equals the At maturity offering price plus accumulated returns SAMBA will arrange to settle the employee with shares (equity option). (B) If Settlement price is lower than the Offering Price plus accumulated returns, employees would receive their savings plus accumulated returns. Please refer to Appendix A for Costing Details

Event Catalog
3 of 47.6
Process Listing and Process Descriptions

ESPP Plan Creation
Process ID ESPP01 Event ESPP Plan Creation Process Title PLAN Definition Description of Process Prior to ESPP Plan announcement, SAMBA will initiate required communication with SAMA regulators to gain proper approval for ESPP Plan. By having the required SAMA Approval, the Offering Share Price, Enrollment Amount limits, Offering Period and Fix Rate of Return are defined. In addition to that, Eligibility criteria (all staff with confirmed status as of scheme start) are also defined. Output
Process Relationships for ESPP Plan Creation

4 of 47.6
Function Hierarchy
SAMBA Bank Function: ESPP Plan Creation

Description:
Function Owner:
HR
Date:
28-6-2009
ESPP Plan Creation

Function ID # ESPP01.0 1
Function Description SAMA Approval
Function Owner SAMBA
Type Offline
Notes Prior to ESPP Plan announcement, SAMBA will initiate required communication with SAMA regulators to gain proper approval for ESPP Plan. This activity is performed offline. Having the required SAMA Approval (for quantum of shares involved), the Offering Share Price, Enrollment Amount limits, Offering Period and Fix Rate of Return are defined as per Samba management decisions. In addition to that, Eligibility criteria is also defined. Detailed process steps are described below.
ESPP01/0 2
ESPP Plan Definition
Designated HR Officer
Automatic

Function Hierarchy
5 of 47.6
Process Step Catalogs

ESPP Plan Creation
ID ESPP01.03.0 1 Description Plan Creation Frequency As And When Occur Notes This process covers the step of ESPP definition: - ESPP program Period (Start, End) - The Finalized Offering Price (If HR does not have the final offering price at plan creation time, a tentative value is required to be inputted). - The Approved Number Of Shares - The Finalized Rate of Return. - The Number of Extensions Allowed to the ESPP maturity Date and Period of Extension - The Max. and Min. Enrollment Amounts - ESPP Eligibility Criteria: Employee type and status, Minimum Period Of Service. - ESPP Enrollment End Date This Process fires an email notification to all eligible employees to enroll before the ESPP enrollment deadline. Option to send another reminder (one week (parameter) prior to deadline) to those eligible employees who have not yet enrolled will also be available. As a response to the received notification, thru a self service request, the Employee will book his ESPP enrollment request mentioning the Enrollment amount. System will determine the number of shares that could be allocated for this employee on the entered amount. Employee is not shown the number of shares which will be allotted. The product of number of shares that could be allocated (on the entered amount) and declared share price will be the basis of calculating the actual enrollment amount . System will validate if this derived enrollment amount is within the prescribed limits (>= 5% of ABS and <= 40% of ABS and greater than SAR 2,000). All these values and thresholds are parameterized in ESPP plan definition step. The employee also identifies the names and Percentage Claim for each Designated Beneficiary as per the ESPP Form mentioned in Appendix A. This form will be uploaded as an attachment to the ESPP enrollment. Enrollment into ESPP plan is allowed for employees only upto the enrollment end date. However, HR at its discretion can enroll employees into ESPP plan through professional interface even after the enrollment end date. Agent Designated HR Officer Automation Automatic
ESPP01.03.0 2
Send Notification
Plan Creation
System
Automatic
ESPP01.03.0 3
Book ESPP enrollment
ESPP Plan Notification
Employee
Automatic

6 of 47.6
BF.015 Future Process Model ID ESPP01.03.0 4 Description ESPP Enrollment Approval Frequency ESPP Enrollment Notes The approvals involved are : Employee->HR officer If the employee seeking enrollment is marked as watch, the approval flow is as follows : Employee->HR officer->HR head ESPP01.03.0 5 ESPP01.03.0 6 Review Initial Share Allocation (Trial run prior to actual share allocation) - Input of ESPP plan final approved offering price - Align requested number of shares with approved/declared. This is the Share allocation process. Approved ESPP Enrollment ESPP Enrollment end date The Designated HR Officer , Generate a report to view the total number of shares versus the approved/declared shares . Upon crossing the enrollment end date and request from the Designated HR Officer, HR officer will enter the final no. of shares enrolled. System will validate the total number of shares required versus the approved/declared shares. If the requested shares are more than approved shares, system automatically reduces requested shares proportionally by integer value without disturbing those who have enrolled with the minimum required amount. At the time of Payroll run. Upon final shares allocation, system will automatically create monthly deductions and will continue till the end of ESPP Plan. System Agent
Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Automation Automatic
Automatic
System
Automatic
ESPP01.03.0 7
Employee Enrollment Processing
Automatic
System will also calculate the returns on accumulated contributions as product of previous month Accumulated Balance and the fixed rate of return. Returns = (Previous accumulated balance + this month deduction ) X Fixed rate of return

7 of 47.6
Process Flow Diagrams

NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSESM AS MENTIONED IN THE REST OF THE bf DOCUMENT.
ESPP SAMA Approval
ESPP Enrollment End Date (9) Eligible? N A Y
Start Designated HR Officer

Plan Creation (1) ESPP program Period (Start, End) (2) Finalized Offering Price (If HR does not have final offering price at plan creation time, a tentative value is required to be inputted (3) Approved Number Of Shares (4) Finalized Rate of Return (5) Number of Extensions Allowed to ESPP maturity Date & Period of Extension (6) Max. & Min. Enrollment Amounts (7) ESPP Eligibility Criteria: Employee type & status, Minimum Period Of Service (8)
System
Send Notification of ESPP Enrollment Deadline Date (10)
System
Check Probation Period completion before OR On ESPP Offering Start Date (13)
Employee
Logs on ESPP Enrollment request , specifying Enrollment Amount . (11) Completed?
N A
System
Check Employment Type Eligibility . (12) Y
System
Continue (14) B

8 of 47.6
Enrollment Amount => 5% & <= 40% Of ABS & enrollment Amount => 2000 SAR?
Approved? N A Y
N A
Approved?
N A
System
Check if Employee Is Marked as Watched (17)
System
Continue (15)
Designated HR officer
Generate Initial Share Allocation Report (19)
Approve ESPP Participation Request (16) Watch Flag = Yes? N A Y
System
Validate total Number of shares required versus approved/ declared number of shares (20) C
HR Head
Approve ESPP Participation Request (18)

9 of 47.6
Payroll
Exceed? N On Monthly Basis payroll Deduction will be deducted for Base Salary (23) Calculate returns on accumulated contributions (24) A
System
Reduces requested shares proportionally by integer value without disturbing those enrolled for min. shares. (21)
System
End of Process. (25)
End
System
Create monthly deductions & will continue till end of ESPP Plan. (22)
Other Requirements 1. Employee can only enroll in one ESPP plan at any point in time. In other words, only one ESPP plan can be active at any point in time. 2. However, Samba would like the option to activate or rollout more than 1 ESPP scheme concurrently. System should have this ability and to be designed accordingly.

10 of 47.6

11 of 47.6

ESPP Event
Process ID ESPP02.01 ESPP02.02 Event ESPP Event ESPP Event Process Title Corporate Event Employee Event Description of Process Corporate event covers Bonus Shares and Share Splits happening during the life cycle of ESPP. This Covers: - Withdrawal - Resignation - Termination with/Without Cause - Retirement - Death - Transfer - Leave of Absence Output
Process Relationships for ESPP Event

12 of 47.6
Function Hierarchy
SAMBA Bank Function: ESPP Event

Description:
Function Owner:
HR
Date:
28-6-2009
ESPP Event
Function ID # ESPP02.0 1.01 ESPP02.0 1.02
Function Description Bonus Share / Bonus Split
Function Owner SAMBA
Type Manual
Notes The SAMBA management decides to initiate Bonus Share/Share split to all outstanding share programs. The percentage of Bonus Share / Share split will be decided by the management. Employee event covers the withdrawal from the participation prior to plan maturity, for any reason that include retirement, death or other justifiable reason acceptable to SAMBA Senior Management. The reasons could be one of the following: - Resignation - Termination With/Without Cause - Voluntary withdrawal by employee In above cases the employee participation plus accumulated returns will be refunded to the sundry account till final settlement is processed. In normal withdrawals executed by employees, the employee participation plus accumulated returns will be refunded to the employees account. In cases of Retirement from service in Samba: If the current prevailing share price (settlement price) is less than the initial ESPP scheme price, the employee will be refunded with monies only (employee contribution plus accumulated returns). If the current prevailing share price (settlement price) is greater than the initial ESPP scheme price, the employee will be credited with equivalent number of shares. In case of Death:
Withdraw Resignation / Termination with/Without a cause
Employee / Line Manager / Designated HR Officer
Automatic

Function Hierarchy
13 of 47.6
BF.015 Future Process Model Function ID #
Function Description
Function Owner
Type
Notes SAMBA will pay any remaining unpaid amount or balance due under the plan enrollment, by crediting respective plan account and notifying the beneficiaries the employee has named of their rights under the Plan and disburse the requisite amounts.

Function Hierarchy
14 of 47.6

Bonus Share / Bonus Split [Corporate Events]
ID ESPP02.01.0 1.01 ESPP02.01.0 1.02 ESPP02.01.0 1.03 Description Bonus Share / Bonus Split Frequency As and When Occur As and When Occur As and When Occur Notes SAMBA management decides to initiate Bonus Share/Share split to all outstanding share programs. The percentage of Bonus Share / Share split will be decided by the management. Designated HR Officer enters the applied bonus share / bonus split ratio along with the effective date. Designated HR Officer may create what-if scenario report that shows the result of applying the bonus share/bonus split ratio and submit to HR Head for review. A report will be developed by Oracle for this purpose. This process involves running a script that applies the Bonus share /Share Split to all the outstanding ESPP programs. The ESPP Offering price, cost price and number of shares allotted to each employee will be adjusted as per the Bonus share / Share split ratio. Any fractional value in the allotted shares will be retained till scheme maturity. At the time of scheme maturity, the fractional values are converted to equivalent amounts and refunded to employee account. For example : Employee is allotted 3.75 shares. At scheme maturity, employee is allotted 3 shares. The fraction of 0.75 is converted to equivalent amount and credited to the employee account as 0.75 X settlement price. Agent SAMBA Automation Manual
Enter Bonus Share / Bonus Split Percentage Bonus Share/Share Split What if scenario
Designated HR officer Designated HR officer
Automatic Automatic
ESPP02.01.0 1.04
Execution of Bonus Split / Bonus Split [Adjustment of holdings]
As and When Occur
System
Automatic

15 of 47.6

ESPP
System Start Management

Initiate Cooperate ESPP event (Bonus Share/ Share Split) (1) Adjust ESPP Offering price, cost price & no. of shares as Per to Bonus share / Share split ratio (5)
End
Enters applied bonus share / bonus split percentage along with effective date. (2) Generate What if Scenario Report. (If Needed) (3)
System
Running a script that apply Bonus share /Share Split to all outstanding ESSP programs. (4)
Other Requirements 1.

16 of 47.6

Withdraw [Employee events]
ID ESPP02.01.0 2.01.01 ESPP02.01.0 2.01.02 Description WITHDRAW Frequency As and When Occur As and When Occur Notes Thru Self Service, employees may request to withdraw from ESPP program. Approval flow is as follows : Employee->HR officer. If the employee seeking enrollment is marked as watch, the approval flow is as follows : Employee->HR officer->HR head Agent Employee Automation Automatic
Approving the ESPP Withdraw
Approvers
Automatic
ESPP02.01.0 2.01.03
Release Participation Amount plus the accumulated Plan
Withdraw Request approved
ESPP02.01.0 2.01.04
Reset ESPP Balance
Housekeeping activity.
Once the withdraw request is approved, the system will credit the employee participation amount plus the accumulated returns to the Employee account. The required GL entries are passed to adjust the requisite GL balances accordingly. Dr ESPP GL Cr employee Current A/c. A notification would be sent to Treasury informing the quantum of shares to be adjusted in their managed share pool The system will reset the Employee ESPP Enrollment Balance.
System
Automatic
System
Automatic

17 of 47.6

Resignation / Termination With/Without Cause [Employee Events ] - End of Employment
ID ESPP02.01.0 2.02.01 ESPP02.01.0 2.02.02 Description Resignation / Termination Frequency As and When Occur As and When Occur Notes Resignation / Termination Request would be raised by employee Line Manager and have it approved according to resignation/Termination Business flow as part of Hire to Retire flow. In Case of Resignation: Employees Participation with accumulated return will be processed and credited to Payroll sundry account. HR will process this amount along with the normal settlement process (End of service). A notification would be sent to Treasury informing the quantum of shares to be adjusted in their managed share pool. In case of Contract Termination at the request of Samba: Same as above In Case of Termination with cause: Same as above The system will reset the Employee ESPP Enrollment Balance. Agent Employee / Line Manager / Designated HR Officer System Automation Automatic
Release Participation Amount along with accumulated Return
Automatic
ESPP02.01.0 2.02.03
Reset ESPP Balance
As and When Occur
System
Automatic

18 of 47.6

Retirement / Death [Employee event] End of Service
ID ESPP02.01.0 2.03.01 ESPP02.01.0 2.03.02 Description Retirement/Death Release Employee Participation amount plus accumulated return Frequency As and When Occur As and When Occur Notes Designated HR officer records the Termination event. The Designated HR Officer enters the redemption price. In case of Death : SAMBA will pay any remaining unpaid amount or balance due under the plan enrollment, by crediting respective plan account and notifying the beneficiaries the employee has named of their rights under the Plan and disburse the requisite amounts In Case of Retirement : In case Employee chooses to exercise monies instead of Shares: Employees Participation with accumulated return will be processed and credited to Payroll sundry account. HR will process this amount along with the normal settlement process (End of service). . In case Employee chooses to exercise shares instead of monies: Employees will be allotted equivalent SAMBA shares based on the prevailing market price (settlement price) only when the settlement price is greater than the initial ESPP share price. In all above cases, the ESPP Balance will be adjusted accordingly and a notification would be sent to Treasury informing the quantum of shares to be adjusted in their managed share pool ESPP02.01.0 2.03.03 Reset ESPP Balance As and when occurs The system will reset the Employee ESPP Enrollment Balance after the above activities. System Automatic Agent Designated HR Officer SAMBA Automation Automatic Manual

19 of 47.6

Leave of Absence
ID ESPP02.01.0 2.04.01 Description Approval of Unpaid leave request Frequency As and When Occur Notes This process involves the steps of requesting for long leave (for various reasons like sickness etc.,). The process of Leave requests (covering such scenarios also) is described in detail in the Leave management paragraph as part of Hire to Retire document. Pertaining to ESSP : System continues to process the ESSP enrollment deductions from his Payroll and. The system will perform this as long as the employee is still in service and his enrollment is active. Note : Payroll actions for leave of absence (for other than ESSP) are described in Admin to Pay document. Agent Employee Automation Automatic
ESPP02.01.0 2.04.01
Payroll deductions (pertinent to ESSP)
As and When Occur
System
Automatic

20 of 47.6
Doc Ref: MEO/SS/SAMBA/HRMS/BF015/1.4

Withdraw
A Withdraw Request
System Start Employee

Submit Withdraw Request (1) Reset ESPP Balance (3)
End
Approved?
N A
System
Employee Participation Amount along with accumulated Return is refunded to employee current account (2)
ESPP Plan File Ref: BF015_ESPP_PLAN_VER 3 Amended Corr Acptd
Process Flow Diagrams (v. 1.4 )
1 of 47.6
Resignation/Termination
Resignation / Termination Request
System
Reason = Resignation? N Process ESSP Participation with End of Service Benefits settlement. (5) A
Start Employee/Line Manager/ Designated HR Officer

Resignation / Termination Request was raised by employee & have been approved according resignation/Termination Business flow. (1)
System System
Employees Participation with accumulated return will be processed along with End of Service Benefits & ESPP Balance will be adjusted accordingly & notifies employee / treasury dept (3) A Reset ESPP Balance. (6)
End
System
Check Termination Reasons. (2)
HR Head
Decide to release Employee Participation amount with or without accumulated return (4)
2 of 47.6
Retirement
Termination/ Retirement Request
System
SAMBA will complete or pay any remaining unpaid amount or balance due under plan signed up at enrollment, by crediting respective plan account at time of employees death & notifying beneficiaries employee have named of their rights under Plan. (3) Reset ESPP Balance (4) Exercise Monies? N
Start Designated HR Officer

Enter Termination Request, Specifying reason of Termination as Retirement or Death. (1)
System
Employees Participation with accumulated return will be processed & credited to Payroll sundry account. (6) Reset ESPP Balance (7)
System
Check Termination Reasons. (2)
End
End Employee
Reason = Death? Y Choose to Exercise Monies Instead of Shares (5)
System
Check Settlement Price (8)
N A
3 of 47.6
Settlement Price > Offer Price?
N B
System
Employees will be allotted equivalent SAMBA shares based on prevailing market price (9) Reset ESPP Balance (10)
End
In case of termination for cause, Samba may choose to only give the employee his contribution. In such cases, the required additional accounting entries for the P&L should be auto generated by the system and propagated to the STAR system. Oracle will endeavor to achieve this.
Leave Of Absence
ESPP Plan File Ref: BF015_ESPP_PLAN_VER 3 Amended Corr Acptd Process Flow Diagrams (v. 1.4 ) 4 of 47.6
Leave of Absence
Start Employee
Submit Leave of Absence (1) Approval Process of Leave of Absence as described in Hire-toRetire Business flow document (2)
System
System continues to process ESSP enrollment deductions from his Payroll . system will perform this as long as employee is still in service (3)
End
5 of 47.6

ESPP Maturity
Process ID ESPP03.01 ESPP03.02 Event ESPP Maturity Extension ESPP Maturity Process Title ESPP Maturity Extension Exercise ESPP Maturity Description of Process To extend the ESPP maturity date for any justifiable reason acceptable to SAMBA Senior Management. Output ESPP Extension
Process Relationships for ESPP Maturity
Process Listing and Process Descriptions (v. 1.4 )
6 of 47.6
Function Hierarchy
SAMBA Bank Function: ESPP Maturity

Description:
Function Owner:
HR
Date:
28-6-2009
ESPP Maturity Extension (at Samba discretion)

Function ID # ESPP03.0 1.01 ESPP03.0 1.02
Function Description Maturity Notification Alert
Function Owner System
Type Automatic
Notes The System will fire notification alert to HR. notifying the ESPP Maturity date. This notification will be sent before the Maturity date by number of days that could be set as a parameter. In response to the email notification, HR validates to raise ESPP extension request or not. In case an extension is required, request would be raised to Senior Management for approval. The designated HR officer, enters the extension details in ESPP Program Definition as defined in step ESPP01.03
Apply for Extension
SAMBA
Manual
ESPP03.0 1.03
Enter The extension Period
Designated HR officer
Automatic
Function Hierarchy (v. 1.4 )
7 of 47.6

ESPP Maturity
ID ESPP03.02.0 1 Description Maturity Notification Alert Frequency Maturity Date Notes System will fire notification alert to HR notifying the ESPP Maturity date. This notification will be sent before the Maturity date by number of days that could be set as a parameter. The Designated HR Officer enters the Settlement Share Price on the ESPP Program definition (Defined in step ESPP01.03) after the Maturity Date. If the Settlement Share Price is less than or equal to Offering Price : Refund Employee contribution plus the accumulated returns up to the maturity date to the employee account. If the Settlement Share Price is greater than Offering Price: Generate ESPP Settlement report that shows number of shares to be credited into employee investment account. This report will be developed by Oracle. This report should contain both the As-is with fractions and with the adjustment for fractions. This Report will be used by HR for review. Check if fractions exist on number of Shares as per the applied Bonus Share / Bonus Split event. Check if fractions exist on number of Shares At the time of scheme maturity, the fractional values are round up to nearest number For example : Employee is allotted 3.75 shares. At scheme maturity, employee is allotted 4 shares. The fraction of 0.75 is converted to equivalent amount and debited to the employee account as 0.75 X settlement price. Round Up the Number of Shares. Multiply the fractional portions by the offering share price (revised offering share price in case Bonus Split was carried out). Debit the Employees account with calculated round up difference amount. The ESPP settlement report mentioned in ESPP03.02.03.B can be generated again at this stage and after review will be forwarded to the concerned depts. for actual share crediting process. Employees investment account will be credited with no. of shares enrolled for. System will reset the ESPP enrollment Balance. Agent System Automation Automatic
ESPP03.02.0 2 ESPP03.02.0 3.A ESPP03.02.0 3.B
Enter The Settlement Share Price Check if the Settlement Share Price is less than or equal to Offering Price Check if the Settlement Share Price is greater than Offering Price
Maturity Date Maturity Date
Designated HR Officer System
Automatic Automatic
Maturity Date
System
Automatic
ESPP03.02.0 3.B.1
Check if Fraction Exists
Maturity Date
System
Automatic
ESPP03.02.0 3.B.2 ESPP03.02.0 3.B.3 ESPP03.02.0 3.B.4 ESPP03.02.0 3.C
Round Up the Number of Shares Multiple the difference of round up by the adjusted offering share price Debit the Employee account with calculated round up difference amount Intimation for Credit of shares to Employee Investment Account
Maturity Date Maturity Date Maturity Date Maturity Date
System System System System
Automatic Automatic Automatic Manual
ESPP03.02.0 4
Reset ESPP Balance
Maturity Date
System
Automatic
Process Step Catalogs (v. 1.4 )
8 of 47.6
Process Step Catalogs (v. 1.4 )
9 of 47.6

A ESPP Maturity
Start
Fraction Exists? N
Refund Employee contribution plus accumulated returns up to maturity date to employee account (8)
System
Maturity Notification Alert. (1) Y
System Designated HR Officer

Enter Settlement Share Price (2) Round Up Number of Shares (4) Multiple difference of round up by adjusted offering share price (5) Debit Employee account with calculated round up difference amount (6) N A
System
Reset ESPP Balance (9)
End
Settlement Price is >= Offer Price?
Intimation for Credit of shares to Employee Investment Account (7)
System
Check if Fraction Exists (3)
Other Requirements 2.
10 of 47.6
List of Alerts
Sr. No. 1. 2. 3.
Alert ESPP Program Creation
Details
Type
Frequency / Event
System will fire alert based on Event creation of new ESPP Program
ESPP maturity The system Will fire alert on ESPP Periodic Notification Email maturity Date ESPP SAMBA Share The system will fire alert to treasury Periodic Dept. to credit Employee investment account with the equivalent number of Shares. System will fire alters to employees during Withdrawal and other required events.
4.
Alerts to employees
List of Alerts (v. 1.4 )
1 of 47.6
List of Reports
Sr. No. 1. 2.
Report Name
Details
Frequency
List of Reports (v. 1.4 )
2 of 47.6
Appendix A
Amortization of Option Cost Account
P&L ESPP Employee costs
Debit
Option cost calculated at the grant date
Credit
Equity Account
Option cost calculated at the grant date
Contribution
Account
Salary Contribution Reserve (01260100)
Debit
Monthly Contribution
Credit
Monthly Contribution
Accrual
Account
Interest Paid Interest Reserve (01260100)
Debit
Monthly Interest
Credit
Monthly Interest
Withdraw/Resign ation or Terminated for Cause
Account
Contribution Reserve (01260100)
Debit
Accumulated Contribution Balance
Credit
Staff C/A / Sundry
Appendix A (v. 1.4 )
3 of 47.6
Interest Reserve (01260100)
Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date) Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
Staff C/A / Sundry
Interest Paid
Staff C/A / Sundry
Resignation or Terminated for Cause with Reversal
Account
Debit
Credit
Staff C/A / Sundry
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest till resignation/termination effective date
Staff C/A / Sundry
4 of 47.6
Accrued interest between resignation/termination effective date & Last Payroll Date Accrued interest between resignation/termination effective date & Last Payroll Date
Interest Paid Reversal (P&L)
Account End Employment (illness, disability/termination ) Settlement Price is <= Offer Price
Debit
Credit
Sundry Account
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
Sundry Account
Interest Paid
5 of 47.6
Sundry Account
Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
End Employment (illness, disability/termination ) Settlement Price is > Contribution + Accrued interest
Account
Debit
Credit
Sundry Account
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference between (market value of the share entitlement) and (Accumulated contributions with interest earned at the termination date
Interest Reserve
Sundry Account
Retirement / Redundancy Cost
6 of 47.6
Sundry Account
Difference between (market value of the share entitlement) and (Accumulated contributions with interest earned at the termination date
Retirement and Settlement Price < Contribution + Accrued Interest
Account
Debit
Credit
Sundry Account
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
Interest Reserve
Sundry Account
Interest Paid
7 of 47.6
Sundry Account
Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
8 of 47.6
Account
Debit
Credit
Retirement and Settlement Price >= Contribution + Accrued Interest
Sundry Account
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date) Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
Interest Reserve
Sundry Account
Interest Paid
Sundry Account
9 of 47.6
Retirement / Redundancy Cost
Difference between (market value of the share entitlement) and (Accumulated contributions with interest earned at the termination date Difference between (market value of the share entitlement) and (Accumulated contributions with interest earned at the termination date
Sundry Account
Account
Other Costs
Debit
Goal Amount Actual Contribution till last payroll
Credit
Upon Death
Contribution Reserve
Goal Amount Actual Contribution till last payroll Interest till Scheme Maturity Interest till Scheme Maturity
Other Costs
Interest Reserve
10 of 47.6
Settlement of Death & share price < Contribution + Accrued Interest
Account
Debit
Accumulated Contribution Balance Accumulated Interest
Credit
Interest Reserve Sundry A/C
Share Entitlement equivalent
Settlement of Death & share price >= Contribution + Accrued Interest
Account
Debit
Accumulated Contribution Balance Accumulated Interest Cost to the bank of the transfer of the shares to the beneficiary (carrying value of the share entitlement minus the Goal Amount).
Credit
Interest Reserve ESPP Exercise Costs / Reserve for Expenses
Sundry A/C
Share Entitlement equivalent
Settlemen
Scheme Maturity
Account
Debit
Credit
11 of 47.6
Staff A/C
Accumulated Contribution Balance Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the Maturity Date) Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date)
Interest Reserve
Staff A/C
Interest Paid
Staff A/C
Settlement Price > Contribution +
Scheme Maturity
Account
Debit
Credit
TOSD Sundry A/C
12 of 47.6
Interest Reserve
Accumulated Interest Balance till Last Payroll Run Accumulated Interest Balance till Last Payroll Run Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the Maturity Date) Difference Between (Accumulated Interest Balance till Last Payroll Run) and ( Interest Balance till the withdraw Date) Difference between Share Entitlement (Share Price * No. of shares allocated) and Goal Amount + Accrued Interest Share Entitlement (Share Price * No. of shares allocated)
TOSD Sundry A/C
Interest Paid
TOSD Sundry A/C
Reserve for Expenses
TOSD Sundry A/C
13 of 47.6
Open and Closed Issues

Open Issues
ID
1 2 3 4 5
Issue
Accounting entries Verify & update all process flow diagrams Transfer to GL Process Review and Validate List of Reports Review and Validate List of Alerts
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Open and Closed Issues (v. 1.4 )
14 of 47.6

Bf015 Espp Plan Ver3

Загружено:

Сведения о документе

Исходное описание:

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

Bf015 Espp Plan Ver3

Загружено:

Авторское право:

Доступные форматы

AIM for Business Flows

Author: Creation Date: Last Updated: Document Ref: Version:

Mohd Elbaw June 4, 2009 July 29,2009 MEO/SS/SAMBA/HRMS/BF015/Ver 3 3

Approvals: <Approver 1> <Approver 2>

Copy Number _____

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Date 22-Jun-09 28-Jun-09 3-Jul-2009 28-jul-09

Author Mohd Elbaw Mohd Elbaw Mohd Elbaw Mohd Elbaw

Version Draft 1a 1.2 1.3 1.4

Change Reference No Previous Document

Name Mohd Elbaw Sohiyb Sakaji Negusse Salem Ahmed Balagi

Position Oracle Project Manager SAMBA Project Manager

Name Library Master

Location Project Library Project Manager

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Plan Plan Creation

As and when occurring

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model Event ID Name Type Description

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Frequency

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model Event ID Name Type Description

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Frequency

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Process Listing and Process Descriptions

Process Relationships for ESPP Plan Creation

Employee Share Participation Plan (ESPP)

Process Listing and Process Descriptions

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

SAMBA Bank Function: ESPP Plan Creation

ESPP Plan Creation

Function Description SAMA Approval

Function Owner SAMBA

ESPP Plan Definition

Employee Share Participation Plan (ESPP)

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Process Step Catalogs

Book ESPP enrollment

ESPP Plan Notification

Employee Share Participation Plan (ESPP)

Process Step Catalogs

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ Automation Automatic

Employee Enrollment Processing

Employee Share Participation Plan (ESPP)

Process Step Catalogs

BF.015 Future Process Model

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/

Process Flow Diagrams