COVID-19 PTO Carryover Appeals Process – HR Service Portal Evaluation Criteria

 HR Service Portal Evaluation Criteria  (As of 4/20/20)

1. Verify that employee’s full-time PTO anniversary date is 3/1/20 – 8/31/20.
2. Verify that their PTO anniversary date has already passed; if not within this time frame, advise employee to reach back out after their anniversary date has occurred. No changes can be made until after the anniversary date has passed.
   • NOTE: Employees will not be eligible for carryover until they have worked for the Company 1 year in a full-time employment status capacity.

3. Employee must present proof of cancelled PTO plans 3/1/20-8/31/20 or an inability to take PTO due to business restrictions on PTO to substantiate the PTO carryover appeal. Proof may include a screen shot of PTO cancellation in Kronos, e-mail with supervisor or HRBP, or other evidence that shows termination of planned PTO.
   • NOTE: Employees placed on furlough on or after 4/19, who had the opportunity to take PTO during the furlough period before their PTO/anniversary expired, should not be granted the appeal, unless they have extenuating circumstances. If employee does not indicate furlough in request, please pose as a follow up question to the employee.

4. Confirm the employee’s maximum PTO carryover amount, as noted in the Luxottica Employee Guide PTO policy (see below) and validate the amount of cancelled PTO that is the subject of appeal. Employees may only appeal a minimum of 8 hours of lost PTO up to a maximum of 40 lost hours of PTO; anything beyond 40 hours will be forfeited.
   • Ex 1. Employee works in OH has 50 unused PTO hours as of her full-time PTO anniversary date on 4/15/20. Per Company policy, a maximum of 40 PTO hours will automatically carry over to the next anniversary year.  The amount of PTO subject to appeal and should be added to her balance is 10 hours.
   • Ex 2. Employee works in OH has 44 unused PTO hours as of her full-time PTO anniversary date on 4/15/20. Per Company policy, a maximum of 40 PTO hours will automatically carry over to the next anniversary year. The amount of PTO subject to appeal is 4 hours. Because this is less than 8 hours, she is not eligible for an appeal.

5. Following validation of all criteria, follow the instructions provided by the Kronos team to add the PTO carryover appeal amount to the employee’s PTO balance in Kronos.

PTO Carryover and Payout

NOTE: For complex cases where you are unsure of whether or not to grant the PTO carryover appeal, please contact HRCompliance@luxotticaretail.com to escalate to the correct HR Business Partner

6. Upon final decision, send notice of approval or denial back to the employee within 5 days. If the employee is on furlough, send reply to personal email address.

Employee Instructions