HR-XML's Stock Plan Participant noun allows the creation and maintenance of participants within employer stock plans. This would include stock option programs, employee stock purchase plans, and similar employee share plans. For an overview of these processes, see Chapter 32, Stock Plan Scenarios.

It is assumed that an initial participant record is created when an administrative system first goes on-line or when a participant enrolls or begins to participate in the plan. In addition to such "first-time setup" of participants, work and life events as well as events relating to the plan and plan sponsor may necessitate updates and other maintenance of participant data.

Note that participants are usually employees of the plan sponsor, but in some cases may be beneficiaries or parties designated by an employee. For example, a designated beneficiary might inherit the stock options of a participant, which would require that a new account be set up and maintained for the beneficiary.

There are a variety of possible actors and scenarios regarding how participant data might be maintained. The plan sponsor's core HR system or payroll system often would be an original source of the participant census data. However, in some cases, plan record keeping might be nearly entirely outsourced to the administrator after initial setup of participants. The administrator typically would be responsible for supplying other actors (Brokers and / or a Trustee) with relevant participant data and updates. On the other hand, some plan sponsors might have capabilities within their core HR systems to interface with brokers or trustees directly.

Participant data shared among actors connected with the stock plan may include: identifiers (Person Name, social insurance or tax IDs), residential address, date of hire or adjusted service date, and employment status. The Participant's taxation location and available tax rates may also be transmitted to assist with the calculation of tax liabilities upon the exercise of options. Whether or not the employee falls into a classification such as officer, director, or major share holder may be significant under applicable compliance and reporting requirements.