– Broc Romanek, CompensationStandards.com

As happens every year for our week of executive pay conferences, our Conference hotel – the Hyatt Regency New Orleans – is nearly sold out. Act now to make a reservation and use this information to obtain a discount. If the hotel indicates it’s sold out, please contact our office at 925.685.5111 for assistance as sometimes the hotel operator makes a mistake (for example, the hotel is closest to being sold out for Sunday, October 7th and operator may tell you the hotel is full when it’s just full for that Sunday – we can help fix this stuff).

Register Now: Register for the combined pair of “7th Annual Proxy Disclosure Conference” & “Say-on-Pay Workshop: 9th Annual Executive Compensation Conference” that will be held October 8-9th in New Orleans and via Live Nationwide Video Webcast.

– Broc Romanek, CompensationStandards.com

Here is an interesting article from Don Delves that recently was published in Directors & Boards…

– Broc Romanek, CompensationStandards.com

Here is an interesting article from Inside Investor Relations that describes how some companies that failed say-on-pay last year made special shareholder engagement efforts to improve their fortunes this proxy season. Sung to Shalamar’s classic…

– Broc Romanek, CompensationStandards.com

Recently, Wachtell Lipton updated its comprehensive guide for compensation committees that includes a committee charter in the appendix.

– Broc Romanek, CompensationStandards.com

Yesterday, Bloomberg ran this article entitled “Best Buy Pay Expert Said to Quit Over Retention Bonuses” about how compensation consultant Don Delves quit his engagement at Best Buy after the company awarded more than 100 managers retention bonuses without tying them to performance. Don has been a regular speaker at our annual responsible pay practices conference. I have not spoken to Don about this situation, but I can imagine quitting a client of Best Buy’s magnitude is not an easy thing to do. One has to make a living.

But it appears Don felt this was the right thing to do. For years, I have been noting how some compensation consultants are standing up to boards – that they are not always the excessive pay facilitator that they sometimes are painted out to be. In fact, I have heard of CEOs who want less pay – but yet their boards give them more because that is what the faulty peer surveys indicate they should do. This is precisely how bad processes have gotten in the way of common sense.

At some point, boards really need to be held accountable. Too many directors think that more conversation in the boardroom means they have done a better job. But there continues to be just incremental change and not the widespread change in pay dynamics that is necessary to overcome decades of bad practices.

If more advisors show more backbone, it might wake up some of the remaining pay apologists out there who spend more time fighting change than being concerned about whether they are engaging in sound governance practices. [I’m still waiting to hear about a lawyer who quits an engagement rather than go along with a bad pay arrangement – all I ever hear about are comp consultants doing this.] And hopefully those advisors who show backbone will be rewarded by being retained by those boards that are truly interested in doing the right thing. Kudos to Don! Now we wait and see if Best Buy’s board gets the message…

– Broc Romanek, CompensationStandards.com

Good stuff from Fred Whittlesey of Compensation Venture Group in his blog entitled “33 Reasons That Your Company’s Say-on-Pay Vote Might Go Sub-50% in 2013.”

– Broc Romanek, CompensationStandards.com

Here’s a year-end action item from this Wilson Sonsini memo:

Severance and other compensation arrangements that promise a payment only if a release of claims (or other employment-related obligations, such as non-solicitation or non-competition agreements) is signed should be reviewed by December 31, 2012, for compliance with Section 409A of the Internal Revenue Code.1 Failure to ensure that these documents are in compliance could result in substantial penalty taxes and administrative burdens in the future.

Arrangements Most Likely to Be Affected:

– Severance plans and agreements
– Change-in-control and employment agreements
– Certain restricted stock unit and other cash-settled equity compensation awards that contain a severance feature

Background

Section 409A generally prohibits employees from manipulating the acceleration or delay of compensation. The Internal Revenue Service (IRS) issued guidance in 2010 addressing the concern that a compensation arrangement that requires the execution of a release of claims may allow an employee to manipulate the year in which the payment is made by accelerating or delaying the employee’s execution and delivery of the release of claims.2 To prevent this, the IRS set forth timing rules specifying when a release of claims must be executed to prevent a Section 409A violation. Interestingly, the final Section 409A regulations issued in 2007 do not state this IRS position. Therefore, some change-in-control and severance agreements that were drafted to comply with the final Section 409A regulations may not account for this later-released IRS position.

Moreover, since 2009, the IRS has employed a Section 409A audit program, and a targeted area of noncompliance includes agreements conditioning payment on a release of claims. Accordingly, we recommend that employers review agreements that condition severance and other compensation on the signing of a release of claims.

Release Timing Rules

If an arrangement does not contain a compliant specified period for executing a release of claims, the employer must amend it to provide that payment will be provided or otherwise begin:

– on a fixed date either 60 or 90 days following the employment-related event that gave rise to the payment (e.g., termination of employment), or
– during a specified period no longer than 90 days following the employment-related event.

Payment must be made in the later year if the specified period could span two taxable years.
If a compensation arrangement contains a specified period for payment, the arrangement must be amended to provide that payment will be made on the last day of the period, or in the second taxable year if the designated period can begin in one year and end in the following year.

Compliance Deadlines

Compensation arrangements that condition compensation on executing a release of claims should be amended by December 31, 2012, to comply with the release timing rules described above. In addition, an employer may be required to file a statement of correction with the IRS and to correct all agreements containing improper release timing. Depending on the facts, however, an employer or a service provider under IRS examination may not be able to correct its noncompliant arrangements.

The IRS also provided a transition rule for arrangements that do not comply with the release timing rules but are corrected before December 31, 2012. If payments under these arrangements could be paid during a period that begins in 2012 and ends in 2013, the payments must be provided in 2013 and the arrangements must be amended no later than December 31, 2012, to be compliant with the Section 409A release timing rules described above. Tax and monetary penalties generally should not apply in these cases.

Section 409A Tax Penalties

The penalties for violating Section 409A largely fall on employees and include immediate income tax inclusion, an additional 20 percent federal penalty tax, and interest charges (and in California, an additional 20 percent state penalty tax). In most cases, amending an arrangement by December 31, 2012, to comply with the release timing rules should not result in any tax or monetary penalties.

Action Items

Employers should review compensation arrangements that condition severance and other compensation on the signing of a release of claims in order to identify and correct any noncompliant provisions in advance of the December 31, 2012, deadline for amendment.

– Broc Romanek, CompensationStandards.com

I’ve blogged a few times about these NY proposals that are a sleeper for many more companies than you would think. One of our members found it a bit challenging to try to explain in simple terms why this Executive Order and the promulgating agency regs are so problematic from the viewpoint of the corporate community – so she put together the Q&As below:

Q1. My company is incorporated in Delaware, and this is a New York Executive Order — so this does NOT apply to my company, right?

A1. Wrong. The Executive Order applies to service providers that receive NY state funds or NY state-authorized payments — regardless of where the companies are incorporated or headquartered.

Q2. But my company is public, and it does not provide health care or similar services — so this does NOT impact my company, right?

A2. Wrong. The problem with the Executive Order and the proposed regulations is that many terms are either undefined or ill-defined, and the scope is potentially broad enough to cover any entity — including public companies — that receive NY state funds to provide any services. For example, companies that provide technology services, energy services, consulting services or financial services to New York State could be impacted.

Q3. If this applies to my company, what does it mean?

A3. There are three major items that companies reviewing the Executive Order and proposed regulations are concerned about:

1. Limits on Executive Compensation: A service provider cannot use more than $199K of state funds or state-authorized payments to pay any employee in the company;

2. Limits on Administrative Expenses: A service provider must use at least 75% (increasing to 85% in 2015) of the state funds or state-authorized payments to provide program services — as opposed to administrative expenses such as compensation to staff that does not directly provide program services (including a CEO, CFO and controller), overhead expenses and office operating expenses; and

3. Disclosure Obligations: A service provider will be required to file certain reports but no specific information has been released yet about the contents of these disclosures.

Q4. You keep mentioning state funds and state-authorized payments – what do those terms mean?

A4. Wish we knew for sure. Like many of the provisions in the regulations, these terms are defined in a very convoluted manner. The definition of state funds refers to funds appropriated in the annual state budget – but excludes a limited subset of procurement contracts. State-authorized payments is very broadly defined, referring to any payments distributed upon approval by a NY state agency or a NY governmental unit (also excluding a limited subset of procurement contracts). As a practical matter, this would appear to pick up contract payments made by New York as a service customer to public companies for ordinary course business.

Q5. There must be some sort of an exemption for companies like mine, right?

A5. The rule applies to covered providers, and this definition has certain thresholds; if they are not met, then the company would be exempt from these provisions. An entity is a covered provider if it (1) receives state funds or state-authorized payments (as mentioned, not clearly defined) in an amount greater than $500K for at least 2 years and (2) at least 30 percent of the entity’s total annual in-state revenues (undefined) for the most recent calendar year were derived from state funds or state-authorized funds. Therefore, given these broad terms and ambiguities, it is difficult to conclude definitively that a company is not a covered provider.

Q6. Where can I learn more about this – and what can I do about it?

A6. Here is the (i) January 2012 Executive Order issued by Gov. Cuomo, (ii) draft regulation implementing the executive order (there were over a dozen nearly identical proposed regulations by the various NY state agencies) and (iii) a helpful Proskauer memo.

We are hoping that companies, as well as legal and business organizations, will share their concerns about these issues in Albany. Specifically, they should consider contacting Gov. Cuomo’s office to ask that the Executive Order be appropriately amended to clarify impacted entities (for e.g., it should not apply to public companies that are subject to SEC obligations, including Say on Pay votes). In addition, they should consider submitting a comment letter to the state agencies that have proposed these regulations. Even though over dozen state agencies have proposed implementing regulations, the proposals are virtually identical and therefore the same comment letter could be submitted to all the agencies. Also, even though the official comment period ends shortly, the Governor’s Office has indicated that the agencies will consider comments submitted after that time.

– Broc Romanek, CompensationStandards.com

In this podcast, Ruth Wimer of McDermott, Will & Emery explains the latest on personal use of aircraft, including:

– Have companies changed their use of personal aircraft practices since the FAA final guidance on reimbursement in 2010?
– How typical is it for companies to have personal use of aircraft policies? What typically is in those policies? Who approves those policies – full board or compensation committee?
– What are common snafus when it comes to personal use of aircraft disclosures?

Did you catch this recent CFO.com article entitled “New Threat to Personal Use of Corporate Jets?“?

– Broc Romanek, CompensationStandards.com

We have posted the transcript from the recent webcast: “Proxy Season Post-Mortem: The Latest Compensation Disclosures.”

Check out my night at the USA Men’s basketball game against Brasil…