Features & Services Section

How to set up accounts in ProxyEdge®

How to set up accounts in ProxyEdge

ProxyEdge offers your firm the convenience of managing, tracking, and reconciling your clients’ ballots electronically. It also allows your firm to delegate voting management to a third-party voting company as long as it subscribes to ProxyEdge.

If your client authorizes your firm to vote on proxy ballots, your firm can subscribe to fee-based ProxyEdge services through Broadridge®—offered at a discount through Charles Schwab & Co., Inc.

You can set up accounts in ProxyEdge using the Broadridge Account Registration Form.

To set up accounts in ProxyEdge, you will need the following:

All processes
In addition to the information above, the following may be required:
Set up third-party voting
  • Third-party voting company information (if applicable), including company name, fax number, and ProxyEdge identification number (ID)

Accounts with Domestic Securities (choose 1)

  1. Master Account Based Wrap Enrollment (Recommended/Default)

    *This will aggregate voting at a master level and is wholly unrelated to any billing fee wraps*

    If you choose this option, you will receive one electronic ballot for each master, which includes all your clients' shares that are eligible to participate in the proxy vote. Other benefits include:
    • Allowing firm to vote in aggregate
    • Minimizing additional fees from Broadridge
    • Simplifying the enrollment process
    • Automatically enrolling future client accounts with IA designated voting authority

    Please note that exceptions can be made under certain circumstances for specific individuals to have separate, one-time, voting event control numbers, if required. Please contact Broadridge for pre-approval.

  2. Individual Account Enrollment
    If you choose this option, you will receive one electronic ballot for each client account that holds the security when it is time to vote proxy on your clients' behalf. Any future accounts will need to be enrolled and approved as they are added. You may want to consider individual accounts if:
    • Clients have specific voting instructions or billing requirements that mandate independent documentation

Accounts with Global Securities

Your firm needs a separate registration with Broadridge to vote proxies on international holdings in ProxyEdge. Global enrollments in ProxyEdge should be submitted on a separate enrollment form than Domestic and can only be set up individually. Please contact Broadridge for information.

This process may be used to set up wrapped account Tooltip  (recommended) or  individual account Tooltip ballots.

  1. You can either utilize Broadridge's Account Registration Portal (ARP) online or complete the Broadridge Account Registration Form using the exact wrapped (recommended) or individual syntax in order for the Custodian (Bank/Broker) Account # field to generate the electronic ballot and identify the account's issuer communication preferences at Schwab.
  2. Print the form and send it to your Schwab service team via a Schwab Advisor Center® service request or fax.

*Schwab can guide you on how to properly set up the individual or wrapped syntax, but it is up to you to determine which syntax is the best fit for your firm.

This process may be used to set up third-party voting ballots.

  1. To generate the electronic ballot and identify the account's issuer communication preferences at Schwab, the third-party company should complete the Broadridge Account Registration Form using the exact individual syntax or wrapped syntax for the Custodian (Bank/Broker) Account # field and include their ProxyEdge ID.* Once the form is complete, the third party firm should send it back to your office.
  2. Complete and sign a letter of authorization (LOA) giving Schwab permission to forward the proxy information to the third-party company.  
  3. Send the signed LOA as well as the Account Registration Form to your Schwab service team via a Schwab Advisor Center service request or fax.
  4. Schwab notes the master and sends the approved forms to Broadridge.

*Schwab can guide you on how to properly set up the individual or wrapped syntax, but it is up to you to determine which syntax is the best fit for your firm. If the third party needs the Account Registration Form or their ProxyEdge ID, contact Broadridge directly.

Once you have submitted the request:

  • Schwab will contact you if there are any discrepancies in the syntax or if your firm is not authorized to vote proxies on behalf of one or more clients listed on the Broadridge Account Registration Form.
  • Once authorized by Schwab, Broadridge will set up the account on ProxyEdge. 

Form: Issuer Communications and Release of Information Form

How to make general account changes

Introduction to the Corporate Actions tool

Introduction to the Profiles tab

Introduction to ProxyEdge®