Chief people officer
Compensation director
CFO
General counsel
HR business partner
Stock plan administrator
When new hires receive equity as part of compensation packages. When annual refresh grants are awarded to employees. When promotions include equity adjustments. When retention grants address flight risk. Ideal for technology companies, startups, public companies, and any organization with equity compensation programs.
Managers recommend equity grants for their teams. HR validates recommendations against guidelines. Compensation teams ensure internal equity. Legal reviews compliance requirements. Compensation committees or leadership authorize grants.
Consistent equity awards aligned with compensation philosophy Internal equity maintained through structured review Regulatory compliance with securities laws and plan provisions Clear grant documentation for employee communication and administration
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo's flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Grant recommendation
The process begins when a manager or HR recommends an equity grant including the grant type, share amount, vesting schedule, and business rationale. AI agents may compare the recommendation against band guidelines and peer grants.
Compensation review
Compensation teams review the grant for alignment with role levels, internal equity, and budget availability. They assess whether the grant is consistent with similar employees and fits within allocated pools.
Legal and compliance review
Legal reviews grants for compliance with plan provisions, securities regulations, and any jurisdictional requirements. They ensure proper documentation and timing considerations, particularly around blackout periods.
Authorization decision
Based on grant size and employee level, appropriate authorization is obtained. Board compensation committees approve executive grants. Leadership approves other grants within delegated authority. Grant terms are finalized.
Grant administration
Approved grants are processed in stock administration systems. Grant agreements are prepared and communicated to recipients. Vesting schedules are established and tracked.
This process relies on compensation data, equity guidelines, pool allocations, and employee information. Triggers include new hire packages, annual refresh cycles, promotion events, or retention needs. Integration with equity management platforms like Carta or Shareworks, HRIS systems, and compensation planning tools supports grant administration.
Key decision points include determining whether the grant aligns with guidelines, whether internal equity is maintained, whether compliance requirements are met, and whether budget is available.
Grants approved outside guidelines creating inequity. Compliance issues with timing or documentation. Pool depletion not tracked causing over-commitment. Grant communication delayed affecting employee experience.
Orchestrates grant review across compensation, legal, and leadership with clear governance
AI agents compare grants against guidelines and peer benchmarks
Coordinates compliance review and proper documentation
Tracks pool utilization and grant administration
