Financial Services · Moraph software

Proxy Voting & Shareholder Services

Run a fund shareholder meeting from record date to certified result, with every vote accounted for

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Overview

What you are buying

Proxy Voting & Shareholder Services manages the distribution of proxy materials and the tabulation of votes for mutual fund shareholder meetings. It tracks each fund, series and share class from record date through distribution, voting, quorum and the final certified tally, and keeps the record of every ballot, revocation and decision. Your fund administration team runs the meeting and your inspector of election certifies the result.

The problem it solves

Fund shareholder meetings involve many funds, series and share classes, a record date file from the transfer agent, materials sent to registered holders and through intermediaries to beneficial owners, and votes arriving by mail, phone and internet. Teams often track distribution and returns in spreadsheets, reconcile vote files by hand, and calculate quorum and approval separately for each proposal and fund. When a meeting runs short of quorum, it is hard to see quickly where votes are missing, and when results are questioned the evidence is spread across vendor files and email.

  • Distribution to registered and beneficial holders is tracked across several vendors
  • Votes from mail, phone, internet and intermediaries are combined by hand
  • Quorum and approval are calculated separately for each fund, series and proposal
  • Revoked and duplicate votes are hard to evidence when a result is challenged

Who uses it

  • Fund administrators and fund secretaries who organize shareholder meetings
  • Transfer agents who maintain shareholder records for mutual fund clients
  • Fund counsel and chief compliance officers who answer for the process
  • Inspectors of election who certify the results
  • Fund boards and auditors, who need evidence that votes were counted correctly

Requirements it supports

Investment Company Act of 1940, Section 20(a) and Rule 20a-1Securities Exchange Act of 1934, Section 14(a) and Regulation 14ASEC Rule 14a-16 (notice and access)SEC Rules 14a-13, 14b-1 and 14b-2 (distribution through brokers and banks)Regulation S-P (17 CFR Part 248)Electronic Signatures in Global and National Commerce Act (15 U.S.C. 7001 et seq.)

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    Upcoming meetings

    Project managers see every meeting they support, with its record date, meeting date and quorum status.

    MeetingFund familyFundsRecord dateMeeting dateQuorum status
    MT-0614Example Funds Trust (fictional)12Sample record dateSample meeting date3 funds short
    MT-0617Sample Income Series (fictional)4Sample record dateSample meeting dateAll reached
    MT-0621Example Municipal Trust (fictional)7Sample record dateSample meeting dateDistribution in progress
    MT-0625Sample Equity Portfolios (fictional)2Sample record dateNot setSetup awaiting approval
    Project managers see every meeting they support, with its record date, meeting date and quorum status.

  2. Step 2

    The meeting setup

    Each meeting records its funds, proposals and the standard each proposal must meet, approved by the fund secretary.

    MT-0614 · Example Funds Trust (fictional) special meeting

    Funds and series
    12
    Share classes
    31
    Proposals
    3
    Record date file
    Loaded and reconciled
    Inspector of election
    Example Inspection Services (fictional)
    Setup approved by
    Fund secretary

    Proposals

    • 1. Elect trustees (all funds vote together)
    • 2. Approve new advisory agreement (each fund votes separately)
    • 3. Amend fundamental investment policy (affected funds only)
    Each meeting records its funds, proposals and the standard each proposal must meet, approved by the fund secretary.

  3. Step 3

    Quorum by fund

    As votes arrive, each fund's quorum and approval status updates against the standard set for its proposals.

    FundShares outstandingShares votedQuorumForStatus
    Example Growth Fund48.2M29.6MReached26.1MOn track
    Example Bond Fund112.5M51.0MShort44.8MNeeds votes
    Example Small Cap Fund9.4M6.1MReached5.3MOn track
    Example Money Market Fund640.0M188.3MShort171.9MNeeds votes
    Example Balanced Fund21.7M13.9MReached12.2MOn track
    As votes arrive, each fund's quorum and approval status updates against the standard set for its proposals.

  4. Step 4

    One account's votes

    Every vote on an account is kept, so it is clear which instruction counted and why.

    Account 20518 · Example Bond Fund · Meeting MT-0614

    1. Notice of internet availability mailedPrint vendor file
    2. Voted for on all proposals by internet ballotShareholder
    3. Proxy card received by mail voting against Proposal 2, dated laterTabulation specialist
    4. Later-dated card applied; internet vote superseded and keptTabulation specialist
    5. Shareholder called to confirm vote; instruction read backShareholder services representative
    Every vote on an account is kept, so it is clear which instruction counted and why.

  5. Step 5

    Resolving an exception

    Exceptions outside the meeting's rules go to the fund secretary, whose decision is recorded with the reason.

    EX-1147 · Intermediary return over-vote

    Intermediary
    Example Brokerage (fictional)
    Fund
    Example Bond Fund
    Record date position
    1,250,000 shares
    Shares voted in return
    1,310,000 shares
    Status
    Referred to fund secretary

    Options under the meeting's rules

    • Request a corrected return from the intermediary
    • Reduce votes pro rata to the record date position
    • Hold the return out of the tally until resolved
    Exceptions outside the meeting's rules go to the fund secretary, whose decision is recorded with the reason.

  6. Step 6

    Certification

    At the close of voting the tally goes to the inspector of election, who reviews it and certifies each proposal.

    MT-0614 · Close of voting and certification

    1. Polls closed for all funds that reached quorumFund secretary
    2. Meeting adjourned for two funds, new date recordedFund secretary
    3. Final tally prepared for ten fundsTabulation specialist
    4. Sample of vote detail reviewed, two questions answeredInspector of election
    5. Results certified for Proposals 1 to 3Inspector of election
    6. Certified report shared to the board portalProxy project manager
    At the close of voting the tally goes to the inspector of election, who reviews it and certifies each proposal.

Workflows

The principal workflows

  1. Set up the meeting

    Each meeting is set up with its funds, series and share classes, the proposals each must vote on, the record date, and the quorum and approval standard for each proposal as your counsel specifies.

    • Meeting, record date and meeting date entered
    • Funds, series and share classes linked to each proposal
    • Quorum and approval standard set for each proposal from counsel's instructions
    • Record date shareholder file loaded from the transfer agent and reconciled to shares outstanding
    • Meeting setup reviewed and approved before distribution begins

  2. Distribute

    Materials go to registered holders directly, by mail or electronically where they have consented, and to beneficial owners through brokers, banks and their distribution agents. Every mailing and notice is tracked.

    • Broker and bank search requests prepared and responses recorded
    • Delivery method set for each registered holder: full set, notice and access, or email
    • Print and mail files produced for your print vendor
    • Material sets and quantities sent to intermediaries recorded
    • Returned mail and undeliverable email flagged for follow-up

  3. Vote

    Votes from the internet ballot, phone, mailed cards and intermediaries are captured against the right account, fund and proposal. Later valid votes replace earlier ones, and every change is kept.

    • Registered holders vote on the internet ballot using their control number
    • Phone votes taken by your representatives are entered with the call reference
    • Mailed proxy cards are entered or loaded from your scanning vendor
    • Intermediary vote returns are loaded and matched to positions
    • Duplicates, revocations and later-dated votes are resolved under the meeting's rules

  4. Tabulate and certify

    Quorum and approval are tracked for each fund, series and proposal as votes arrive. At the meeting the final tally is prepared for the inspector of election, who reviews and certifies it.

    • Daily reports show quorum and approval status by fund and proposal
    • Funds short of quorum are identified for your solicitation plan
    • Adjournment decisions are recorded where the meeting is adjourned
    • Final tally prepared at the close of voting
    • Inspector of election reviews and certifies the result, and the report is issued

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

Proxy project manager

Proxy project manager, fund administration manager, corporate actions manager

Runs each meeting from setup to final report, keeping distribution and quorum on track.

Sees

  • Meetings, funds, proposals and record date files
  • Distribution status, mailings and returns
  • Quorum and approval status by fund and proposal
  • Unvoted positions for solicitation planning

Does

  • Sets up meetings, funds, proposals and record dates
  • Loads and reconciles the record date shareholder file
  • Produces print, mail and email files and records intermediary distribution
  • Runs daily quorum and solicitation reports
  • Coordinates with your print vendor, proxy solicitor and transfer agent
  • Submits meeting setup for approval

Cannot

  • Approve the meeting setup or voting rules they prepared
  • Change a vote once recorded
  • Certify the result
Approvals
Meeting setup and voting rules are approved by the fund secretary before distribution begins.
Notified about
Record date files loaded or failed, returned mail, funds short of quorum as the meeting approaches, and setup approvals.

Tabulation specialist

Tabulation specialist, proxy tabulation analyst, transfer agent operations analyst

Makes sure every vote is captured against the right account and proposal, and that exceptions are resolved.

Sees

  • Votes received by channel, fund and proposal
  • Intermediary vote returns and their matching results
  • Exceptions such as duplicates, over-votes and unsigned cards
  • The running tally

Does

  • Enters mailed proxy cards or loads scanned card files
  • Loads and matches intermediary vote returns
  • Resolves duplicates, revocations and later-dated votes under the meeting's rules
  • Refers exceptions that need a decision to the fund secretary
  • Prepares the final tally for the inspector

Cannot

  • Delete a vote; superseded votes are kept
  • Change voting rules or quorum standards
  • Certify the result
Approvals
Exceptions outside the meeting's rules are decided by the fund secretary, and the final tally is reviewed by the inspector of election.
Notified about
Vote files loaded or failed, new exceptions, and inspector questions on the tally.

Fund secretary

Fund secretary, assistant secretary, fund counsel, chief legal officer

Answers for the meeting's legal conduct: approves setup and voting rules, decides exceptions and adjournments.

Sees

  • Every meeting, proposal, rule and exception
  • Quorum and approval status by fund and proposal
  • Decisions recorded by others
  • The full audit trail

Does

  • Approves meeting setup, record dates and voting rules
  • Sets the quorum and approval standard for each proposal
  • Decides exceptions referred by tabulation
  • Records adjournment decisions and new meeting dates
  • Appoints the inspector of election and grants their access
  • Receives and distributes the certified report

Cannot

  • Change or delete a recorded vote
  • Certify the result in place of the inspector
  • Edit or delete entries in the audit trail
Approvals
Approves setup, rules, exceptions and adjournments; their own setup changes after distribution need a second designated approver.
Notified about
Setups awaiting approval, exceptions referred to them, funds short of quorum near the meeting date, and certification complete.

Shareholder services representative

Shareholder services representative, transfer agent call center representative

Helps shareholders with materials and voting, and records each contact.

Sees

  • The shareholder's accounts, funds and proposals for the meeting
  • Whether and how the account has voted
  • Earlier inquiries and material requests on the account

Does

  • Verifies the caller under your procedures
  • Takes phone votes and reads back the instruction before recording it
  • Records requests for materials and arranges fulfillment
  • Logs questions and the answers given

Cannot

  • Change or remove a vote other than by recording a new instruction from the holder
  • See accounts outside the meeting they are supporting
  • Resolve tabulation exceptions
Approvals
Phone votes are recorded with the call reference and can be sampled for quality review by the project manager.
Notified about
Material requests fulfilled and callbacks assigned to them.

Inspector of election

Inspector of election, independent tabulator, judge of election

Independently reviews the votes and exceptions and certifies the result of each proposal.

Sees

  • The final tally by fund, series, class and proposal
  • Exceptions and how each was decided
  • Record date positions and supporting vote detail
  • The audit trail for the meeting

Does

  • Reviews the tally and samples supporting vote detail
  • Raises questions on exceptions and records the answers
  • Certifies the result for each proposal
  • Exports the certified report and supporting evidence

Cannot

  • Change votes, rules or exceptions
  • Certify a tally that has changed since their review without reviewing it again
  • See meetings they were not appointed to
Approvals
Their appointment and access are recorded by the fund secretary; their certification is final for the meeting.
Notified about
Final tally ready for review and answers to their questions.

Auditor or compliance (read-only)

Chief compliance officer, internal auditor, external auditor, regulatory examiner (under temporary access)

Reviews how meetings were run and votes counted without being able to change anything.

Sees

  • Meetings, distribution records and votes within their scope
  • Exceptions, decisions and certifications
  • Inquiry logs
  • The audit trail

Does

  • Searches and reads records within their scope
  • Exports records and reports they have access to, with each export logged
  • Leaves review notes where enabled

Cannot

  • Change, approve or delete anything
  • See records outside the scope granted
  • Keep access after it expires
Approvals
Their access is approved by the fund secretary or an administrator, with a scope and an end date.
Notified about
Nothing by default; access granted and expiring is confirmed to the person who approved it.

Administrator

Application administrator, fund operations systems administrator

Manages users, roles and integrations without access to vote detail.

Sees

  • Users, roles and their scope
  • Integration and file transfer status
  • The record of permission changes

Does

  • Adds and removes users, or maps them from single sign-on groups
  • Assigns roles and limits them by fund family or meeting
  • Maintains file transfer connections with vendors
  • Runs access review reports

Cannot

  • View or change individual votes
  • Change meeting setup or voting rules
  • Grant themselves an operational role without a second approver
Approvals
Role changes that grant access to vote detail are approved by the fund secretary.
Notified about
Failed file transfers, access reviews coming due and accounts not used for a period your policy sets.

Permissions at a glance

ActionProject mgrTabulatorFund secretaryService repInspectorAuditorAdmin
Set up meetings and proposalsOwn work onlyView onlyApprovesNo accessView onlyView onlyNo access
Set quorum and voting rulesView onlyView onlyFullNo accessView onlyView onlyNo access
Load and reconcile record date fileFullView onlyApprovesNo accessView onlyView onlyNo access
Produce distribution filesFullNo accessView onlyNo accessNo accessView onlyNo access
Record phone votesNo accessNo accessNo accessFullNo accessNo accessNo access
Enter and load mail and intermediary votesNo accessFullNo accessNo accessView onlyView onlyNo access
Resolve vote exceptionsNo accessOwn work onlyApprovesNo accessView onlyView onlyNo access
Record adjournment decisionsView onlyNo accessFullNo accessView onlyView onlyNo access
View quorum and tallyFullFullFullOwn work onlyFullView onlyNo access
Certify the resultNo accessNo accessView onlyNo accessFullView onlyNo access
View audit trailNo accessNo accessView onlyNo accessView onlyView onlyView only
Manage users and rolesNo accessNo accessApprovesNo accessNo accessNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Duties are separated: those who set up a meeting do not approve it, tabulators cannot change voting rules, and only the appointed inspector of election certifies the result.
  • Roles are configured with you during implementation. You can rename them, add custom roles, and limit them by fund family, meeting or client, so a team sees only the meetings it supports.
  • Every permission change is recorded in the audit trail with who made it and when, and access review reports list each person's roles for periodic certification.
  • Staff sign in through your identity provider, and roles can follow its groups. Inspectors, auditors and examiners get temporary access with a defined scope and an end date, rather than shared accounts.

Features

What it does

Multi-fund meeting setup

One meeting can cover many funds, series and share classes, each with its own proposals, voting rights and approval standard.

Record date reconciliation

The transfer agent's shareholder file is checked against shares outstanding for each fund and class before distribution.

Distribution tracking

Registered and beneficial distribution, delivery method, mailings and returns tracked by fund and account.

Notice and access and e-delivery

Holders receive a full set, a notice of internet availability or email according to their consents and your instructions, and each choice is recorded.

Internet ballot

Registered holders vote online using their control number, with each proposal shown for the funds they hold.

Phone and mail vote entry

Phone votes taken by your representatives and mailed proxy cards entered against the right account, with a reference for each.

Intermediary vote matching

Vote returns from brokers, banks and their distribution agents matched to their record date positions, with over-votes flagged.

Vote validation

Duplicates, revocations and later-dated votes resolved under the rules your counsel sets, with every superseded vote kept.

Quorum and approval tracking

Live status for each fund, series and proposal, including approval by a majority of outstanding voting securities as defined in the Investment Company Act.

Solicitation reporting

Daily reports of unvoted positions by fund and holder type, for your team or your proxy solicitor to plan outreach.

Inspector certification

The final tally, exceptions and supporting detail presented to the inspector of election for review and certification.

Shareholder inquiry log

Questions, requests for materials and vote confirmations recorded against the account, so representatives see the history.

Integrations

How it connects to your systems

Connects toHowWhat flows
Transfer agent recordkeepingThe record date shareholder file and shares outstanding by fund and class, by scheduled file transfer or API.In: registered holders, positions, addresses and delivery consents as of the record date.
Intermediary distribution agentsSearch responses, material quantities and vote returns exchanged with brokers, banks and the distribution agents they use, in the file formats they accept.Out: search requests and material quantities. In: beneficial owner counts and vote returns.
Print and mail vendorMail files for full sets and notices, with mailing confirmations and returned mail brought back.Out: print and mail files. In: mailing confirmations and returns.
Email deliveryNotices and links to materials sent to holders who have consented to electronic delivery, through your email service.Out: email notices. In: delivery and bounce status.
Card scanningScanned proxy card data from your scanning or mail processing vendor, loaded for validation.In: control number, vote instructions and card image reference.
Single sign-onStaff and inspectors sign in through your identity provider (SAML or OpenID Connect).In: user identity and group membership for role assignment.
Board governanceCertified results shared with the fund board through Moraph's Board Governance & Packet Portal or your own board portal.Out: certified results and meeting summary.
Work APIMeeting, distribution and tally data available to your data warehouse and reporting tools through the Moraph Work API.Out: meetings, distribution status, vote counts by fund and proposal, certifications.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Single sign-on

Staff sign in through your identity provider, so your password and multi-factor policies apply.

Role-based access

What each person can see and do follows their role and meeting; recording votes is separate from setting rules and certifying results.

Shareholder privacy

Shareholder names, addresses and positions are visible only to the roles that need them, supporting your Regulation S-P obligations.

Encryption and keys

Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every vote, revocation, exception decision, rule change and certification is logged with the person and time, and cannot be edited.

Data residency

Data stays in the hosting region you choose: the United States, the United Kingdom or Australia.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

11 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Meeting operations

Distribution status

For proxy project managers and the fund secretary

Materials sent by fund, delivery method and channel, with intermediary quantities, mailing confirmations and returns.

Break down by
Fund, Holder type, Delivery method, Status
Delivered as
Live dashboard; CSV export
Used for
Confirming that every holder entitled to vote was sent materials.

Vote exceptions

For tabulation specialists and the fund secretary

Duplicates, over-votes, unsigned or incomplete cards and unmatched intermediary returns, with how each was resolved.

Break down by
Exception type, Fund, Channel, Status
Delivered as
Live view; CSV export
Used for
Clearing exceptions before the tally and evidencing each decision.

Shareholder inquiries

For project managers and shareholder services leads

Questions, material requests and phone votes by day, with outcomes.

Break down by
Inquiry type, Fund, Representative, Day
Delivered as
Live dashboard; CSV export
Used for
Staffing phone lines and spotting common shareholder questions.

Quorum and solicitation

Daily quorum and approval

For project managers, fund secretary, fund management

Shares voted and the status of quorum and approval for each fund, series and proposal, against the standard set for it.

Break down by
Fund, Series or class, Proposal, Channel
Delivered as
Live dashboard; scheduled email; PDF
Used for
Knowing each day which funds will reach quorum and which need more votes.

Unvoted positions

For project managers and your proxy solicitor

Registered and beneficial positions that have not voted, by fund and holder type and size band.

Break down by
Fund, Holder type, Position size band, Intermediary
Delivered as
Live view; CSV export for solicitation
Used for
Directing outreach to where it can make a difference to quorum.

Votes by channel

For project managers and fund management

Votes received over time by internet, phone, mail and intermediary return.

Break down by
Channel, Fund, Day, Holder type
Delivered as
Live dashboard; CSV export
Used for
Understanding how shareholders vote, for planning this and future meetings.

Results and certification

Final tally

For inspector of election, fund secretary

Votes for, against and abstaining, broker non-votes where applicable, and shares outstanding, by fund, series, class and proposal.

Break down by
Fund, Series or class, Proposal, Vote type
Delivered as
Live view; PDF and CSV export
Used for
The basis for the inspector's review and certification.

Certified report

For fund secretary, fund board, auditors

The inspector's certified result for each proposal, with the date of certification and any matters noted.

Break down by
Fund, Proposal, Meeting or adjourned session
Delivered as
PDF; shared to the board portal
Used for
Recording the outcome of the meeting for the board, the minutes and later filings.

Adjournment history

For fund secretary and fund counsel

Each adjourned session, the funds and proposals carried forward, the reason recorded and the new date.

Break down by
Meeting, Fund, Proposal, Session date
Delivered as
Live view; PDF export
Used for
Documenting how and why a meeting was adjourned.

Compliance and audit

Vote history for an account

For tabulation specialists, inspector of election, compliance

Every vote recorded for an account in a meeting, including revoked and superseded votes, with channel, time and who recorded it.

Break down by
Account, Meeting, Channel, Status
Delivered as
On request in the product; PDF export
Used for
Answering a shareholder or auditor question about how a vote was counted.

Audit trail extract

For chief compliance officer, internal and external auditors, examiners

Who did what, when and why for a selected meeting, fund or period, including rule changes, exception decisions and certifications.

Break down by
Meeting, User, Action, Date range
Delivered as
On request in the product; CSV and PDF export
Used for
Providing evidence of how a meeting was run without assembling it by hand.

Exports, access and evidence

  • Every report can be exported to CSV, and summary and evidence reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so a project manager or the fund secretary can keep their own views. Reports that need a different shape can be built in your own tools from the data described below.
  • Meeting, distribution and tally data is available through the Moraph Work API, and can be delivered to your data warehouse or business intelligence tool.
  • Reports respect each viewer's role: unvoted position lists shared for solicitation contain only what your instructions allow, and shareholder detail is limited to the roles that need it.
  • Final tallies and certified reports are fixed once certified and give the same result each time. Running and exporting a report is itself recorded in the audit trail.

Deployment

Where and how it runs

Moraph cloud

Hosted and operated by Moraph in the United States region. United Kingdom and Australia regions are available for clients outside the US.

Dedicated environment

A single-tenant environment for transfer agents and administrators whose policies require isolation, scoped in the proposal.

With a managed service

Optionally run alongside a Moraph managed service for meeting setup support and platform administration.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Data mapping

We map your transfer agent's record date file, fund and class structure and delivery consents to the product's model and agree the transfer schedule. We need sample files and a contact from your transfer agent.

Vendor connections

File exchanges with your print and mail vendor, card scanning vendor, email service and intermediary distribution agents are configured and tested.

Voting rules

Quorum standards, approval standards, revocation rules and exception handling are configured from your counsel's instructions for each fund family.

Ballot and phone scripts

The internet ballot and the phone vote entry screens are configured with your proposal text, and reviewed by fund counsel.

Test meeting

A complete test meeting is run with sample data from record date to certified tally, and the results are checked by your team and inspector.

Training and go-live

Project managers, tabulators, representatives and inspectors are trained on their own steps before the first live meeting.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • Moraph provides the software. It does not act as proxy solicitor, transfer agent or inspector of election; those roles are filled by your organization or the firms you appoint.
  • It does not contact shareholders to solicit votes. It produces the reports your team or your proxy solicitor uses.
  • Materials for beneficial owners reach them through brokers, banks and their distribution agents; the product exchanges files with them but depends on their timeliness and accuracy.
  • Printing, mailing and card scanning are performed by your vendors.
  • It does not prepare or file proxy statements or other documents on EDGAR.
  • Quorum and approval standards depend on each fund's governing documents, state law and the Investment Company Act; they are configured from your counsel's instructions, and the product does not give legal advice.
  • It does not cover a fund's own voting of portfolio securities or Form N-PX reporting.
  • Phone voting is through your representatives using the product's entry screens; an automated phone voting line is not included.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Set up a test meeting from an anonymized record date file with your own fund and class structure
  2. Configure the quorum and approval standards your counsel uses and check the results against a past meeting
  3. Cast votes through each channel, including a revocation and a later-dated card, and check which vote counts
  4. Load a sample intermediary return with an over-vote and follow the exception to a decision
  5. Ask your inspector of election to review a test tally and certification
  6. Confirm role separation: who can set rules, record votes, decide exceptions and certify

Questions

Frequently asked questions

Who is the inspector of election?

Whoever your fund appoints. The product gives the inspector their own access to review the tally and record their certification; Moraph does not act as inspector.

How are votes for beneficial owners handled?

Brokers, banks and their distribution agents send materials to beneficial owners and return their votes. The product exchanges files with them and matches their returns to record date positions.

What happens when a shareholder votes more than once?

The rules your counsel sets decide which vote counts, usually the latest valid instruction. Every earlier vote is kept with a note of why it was superseded.

Can we use our own proxy solicitor?

Yes. Unvoted position reports can be shared with your solicitor within the limits your instructions set, and their results come back through the normal vote channels.

How is it priced?

As a subscription, usually measured by the number of fund families or meetings supported, with implementation charged separately. See Working with Moraph for what drives a quotation.

Is there an accessibility conformance report?

Ask for one through the procurement request form at /how-to-buy/request, naming the version you are evaluating. Accessibility of the shareholder-facing internet ballot is covered in the same report.

Next steps

Evaluate Proxy Voting & Shareholder Services

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Proxy Voting & Shareholder Services guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Proxy Voting & Shareholder Services support guide.

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