The Company expects all employees to be at their assigned work area, clocked in, and ready to begin work at their scheduled time. Beginning and completing assigned shifts on time is critical to our business.  Payroll hours are carefully planned to accommodate customers and work.

Unscheduled absences and tardiness place an unfair burden on the business and co-workers. Excessive absenteeism and /or tardiness may lead to corrective action up to and including termination of employment.

Employee Call-In Procedure

It is the employee’s responsibility to contact their supervisor as soon as possible.

  • The employee must personally contact his/her immediate supervisor, or the manager in charge, to report an absence or tardy.  Calls or communications from someone other than the employee will only be accepted in emergency situations.
  • The report of an absence or tardy should be made at least one hour prior to the employee’s scheduled start time.
  • Reporting an absence or tardy to any non-management employee is not acceptable.
  • Employee is to provide reason for absence/tardy, expected return date or arrival time, and contact phone number.
  • Text messaging is not an acceptable form of communication
  • Failure to use proper call-out procedures for Family and Medical Leave Act-related (FMLA-related) absences may result in denial of FMLA leave for the day, absent extenuating circumstances.
  • Failure to use the proper call-out procedure may result in Corrective Action, up to and including termination

Absences Defined

  1. Scheduled, Excused Absence
  • Pre-approved PTO
  • Pre-approved schedule changes
  • Leave of Absence (“LOA”) and Intermittent LOA, which may include: FMLA, Military, Company Medical, Personal, Bereavement, Jury Duty, or other approved reasonable accommodations as outlined in the Luxottica Employee
  1. Unscheduled, Excused Absence - An unscheduled absence that results in an approved Leave of Absence or reasonable accommodation is considered unscheduled and excused. Employees will not be disciplined for excused absences
  2. Unscheduled, Unexcused Absence – An unscheduled, unexcused absence is defined asnot reporting for your scheduled shift. This includes missing scheduled meetings and conference calls.

Consecutive absences of two or more days will be counted as one incident if it is for the employee’s personal illness and documentation from a physician is submitted to support the absence.  If the documentation is not provided, the actual number of days that the employee was out will be counted as separate incidents.

Excessive Absences

  • Three instances of unscheduled, unexcused absence in the previous 90 days may result in a Corrective Action.
  • Additional unscheduled, unexcused absences may result in additional Corrective Action.
  • Eight instances of unscheduled, unexcused absence in the previous 52 weeks may result in termination.  Ex. If an employee has 2 unscheduled, unexcused absences in May, then 1 in June, 2 in July, 2 in October and 1 in December, this may result in termination.

Leaves of Absence

If an employee is out more than three consecutive shifts, the manager should refer to the Employee Guide and Manager’s Guide to Human Resources for related Leave of Absence policies and procedures. An absence covered by other leave policies (personal/ relocation, bereavement etc.) will be approved on a case by case basis.  Failure of an employee to provide proper Leave of Absence documentation in a timely manner may result in absences and/or tardies being deemed unexcused, and may result in corrective action, up to and including termination, for unauthorized absence.  Any questions related to FMLA or any other approved Leaves of Absence should be referred to Employee Relations e-Service.

Tardiness Defined

Employees are considered tardy if they arrive at the work area five minutes or more past their scheduled start time, or return from break or lunch between 5-30 min late. Paid Time Off (PTO) may be deducted for tardiness at the discretion of the employee’s manager. Only scheduled and pre-approved PTO hours/days and absences that qualify as a leave of absence (LOA) will be regarded as excused. If the occasion of tardiness is in excess of 30 minutes, it will count as an absence.

Excessive Absences (U.S. Only)

  • Three instances of unscheduled, unexcused absence in the previous 90 days may result in a Corrective Action.
  • Additional unscheduled, unexcused absences may result in additional Corrective Action.
  • Eight instances of unscheduled, unexcused absence in the previous 52 weeks may result in termination.  Ex. If an employee has 2 unscheduled, unexcused absences in May, then 1 in June, 2 in July, 2 in October and 1 in December, this may result in termination.

Excessive Tardiness (U.S. only)

  • Three incidents of tardiness in a 30 day period may result in Corrective Action.
  • Additional incidents of tardiness may result in additional Corrective Action.
  • Eight or more incidents of tardiness in the previous 52 weeks may result in termination.

Late Store Opening (U.S. only)

  • Tardiness or absence that results in a late store opening may result in a Corrective Action.
  • A second incident of late store opening as a result of being tardy and/or absent may result in termination.
  • Employees are not responsible for late openings due to host delays or errors.
  • Notify your RDO/MM of late openings due to host delays or errors.

Excessive Unscheduled-Unexcused Absences and Tardies Combined (U.S. only)

  • Three incidents of tardiness and/or unscheduled, unexcused absence in a 30 day period will result in Corrective Action.
  • Additional incidents of tardiness and/or unscheduled, unexcused absence may result in additional Corrective Action.
  • Eight or more incidents of tardiness and/or unscheduled, unexcused absences in the previous 52 weeks may result in termination.

Canada:

  • Any incidents of excessive tardiness and unexcused absences may result in disciplinary action up to and including termination. Managers are to submit a case via  Employee Relations e-Service to address concerns appropriately.

Unauthorized Overtime

  • If an employee works beyond his/her scheduled hours and this work results in unauthorized overtime, the employee should immediately notify his/her manager.
  • An employee who works unauthorized overtime hours without receiving prior permission will be compensated for all time worked, but may be subject to Corrective Action.

Job Abandonment Policy

If at any time the employee fails to report to work for two consecutive shifts without notifying management, it will be assumed that he/she has decided to voluntarily terminate employment with the Company. If an employee no call, no shows (NCNS) for one day the manager should issue a Formal Corrective Action when the employee returns for his/her next shift. It is not the responsibility of store management to contact the employee if the employee fails to report to work.

If at any time the employee walks off the job during his/her scheduled shift without approval from management, it will be assumed that he/she has decided to voluntarily terminate employment with the Company. Personnel records will indicate that the employee quit without notice and will be ineligible for rehire.

Manager's Responsibilities

Employees who are exempt are required to use PTO for full day unscheduled and scheduled absences (other than a shift change). All full day absences must be deducted from the employee’s PTO and must be documented on the Attendance Record. Non-Exempt employees must use PTO to cover the scheduled hours they did not work.

An Attendance Record must be maintained for each employee.  The Attendance Record is used to track attendance for a 12-month period using the employee’s hire date as the initial starting point. Keep current records together in a confidential binder, which is accessible to management. Do not keep the current year’s Attendance Record in the employee’s individual personnel file.

The Store Manager is responsible for administering this policy consistently to all employees. If the manager has a question about the policy they should submit the relevant question via Employee Relations e-Service. Please refer here to determine if Employee Relations support is required before proceeding.