Chief people officer
Compensation director
VP of HR
Finance director
Stock plan administrator
Department head
When annual equity refresh cycles occur. When retention concerns require targeted grants. When promotions warrant equity increases. When equity value erosion requires additional grants. Ideal for technology companies, public companies, and any organization with ongoing equity compensation programs.
Managers recommend refresh grants for their teams. HR facilitates the refresh process and validates recommendations. Compensation ensures consistency and budget compliance. Leadership reviews aggregate recommendations. Compensation committees authorize significant grants.
Competitive retention compensation maintaining employee equity value Performance-aligned grants rewarding high performers appropriately Controlled equity dilution through structured pool management Transparent refresh process with clear criteria and governance
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.
Refresh cycle initiation
The process begins when the annual refresh cycle opens. Managers receive their team's current equity positions, guidelines, and budget allocations. AI agents may prepare initial recommendations based on role, tenure, and performance data.
Manager recommendations
Managers submit refresh recommendations for eligible employees including grant amounts and rationale. They consider performance, retention risk, current equity value, and role criticality in their recommendations.
Calibration and review
HR and compensation facilitate calibration to ensure consistency across teams and departments. Recommendations are reviewed for alignment with guidelines and internal equity. Adjustments are made to address inconsistencies.
Leadership approval
Aggregated recommendations are presented to leadership for review. They assess total pool utilization, distribution appropriateness, and strategic alignment. Final approval authorizes the refresh grants.
Grant processing and communication
Approved refresh grants are processed in stock administration systems. Grant letters are prepared and distributed to employees. Total rewards statements may be updated to reflect new grants.
This process relies on employee equity data, performance ratings, compensation guidelines, and pool allocations. Triggers include annual refresh cycles or ad-hoc retention needs. Integration with equity platforms like E*TRADE or Morgan Stanley, HRIS systems, and performance management tools supports refresh administration.
Key decision points include determining appropriate grant amounts for each employee, whether recommendations are consistent across organization, whether budget constraints are respected, and whether distribution achieves retention objectives.
Inconsistent recommendations creating equity issues. Budget exceeded due to poor pool management. High performers under-granted relative to guidelines. Refresh timing delayed affecting employee perception.
Orchestrates refresh cycle from initiation through approval with structured calibration
AI agents prepare initial recommendations based on employee data
Facilitates calibration across teams ensuring consistency
Tracks pool utilization and grant distribution analytics
