COVID-19 AEO Associate Resources

AEO is committed to keeping our PEOPLE, our most important asset, safe and healthy, both mentally and physically. This resource page is designed to address the constantly evolving situations caused by the health pandemic and provide you with the latest guidance.

 When the onset of COVID-19 changed all of our lives, AEO’s long-standing commitment to the health and well-being of our associates and customers became even more apparent.  We implemented best-in-class health and safety measures across our operations based on the direct advice of medical experts and guidelines from governmental agencies such as the CDC.

 NOTE: The resources and information on this page are not meant to be exhaustive and associates should continue to refer to and abide by all AEO policies and procedures. If you have any further questions or concerns about AEO’s response to COVID-10, safety procedures, benefits options, or your specific situation, please contact your supervisor or HR Business Partner (“HRBP”).

Recent Updates

This page has been updated as of December 17, 2020 to include:

Preparing For Work

All associates must self-assess and take a proactive, common-sense approach.  If you develop flu-like symptoms (fever, cough, shortness of breath), you are instructed to contact your medical provider, are advised to quarantine or to isolate, do not report to work and contact your manager or supervisor immediately.

 

A message to our associates from Dr. Joshua Schwarzbaum, AEO Medical Consultant:

Cleaning and Hygiene

  • A comprehensive cleaning protocol has been developed for all corporate offices, stores and distribution centers. Please refer to your COVID-19 playbook, training guides or contact your HRBP for questions.
  • Remember to continue to practice preventive measures that minimize the spread of illness, such as COVID-19:
    • The best way to prevent bacteria/virus transmission is by washing hands with soap and water frequently, for at least 20 seconds.
    • If soap and water are not available, use hand sanitizer for at least 20 seconds.
    • Get into the habit of washing your hands every time you come into the office or home.
    • Sanitize surfaces that come in contact with hands on a daily basis.
    • Keep your hands away from your face, and the “T-zone” of eyes, nose, and mouth.
    • Maintain social distance of at least 6 feet between yourself and others.
    • If you are exhibiting cold or flu-like symptoms, stay at home.

Exposure Control Plans

Guidance on Testing

There are many situations in which an associate may need/want to get tested for COVID-19; including, but not limited to:

  1. Experiencing symptoms of COVID-19
  2. Upon learning that you have been exposed to someone with a positive COVID-19 diagnosis
  3. After traveling to a city or state that is experiencing high levels of infection

Please follow the steps outlined here or here (Spanish) to access a COVID-19 test.

Benefits and Well-Being Resources

AEO offers a number of benefits and mental well-being resources to its associates:

Flimp, our benefits communication vendor, has created a video and digital postcard to better understand COVID-19.

Medically Enrolled Benefits

Paid Time Off and Leave

Financial Support

Travel

  • Any associate that has travelled to and returned from domestic or International areas deemed high risk for COVID-19 (for work or personal reasons) should inform their supervisor and self-quarantine for 14 days from the date of their return or as directed by state-specific guidelines.
  • The CDC has issued guidance regarding populations that are considered “higher risk.” In keeping with our approach to follow the recommendations of experts, associates with underlying medical conditions or who are over the age of 60 should avoid large social events, limit mass transit, and should not travel by plane.  Please visit the CDC’S website and review our FAQs for up-to-date information on those populations that are considered higher risk  

 

New York Interim Guidance for Quarantine Restrictions

On November 3, 2020, the New York Department of Health issued interim guidance for quarantine restrictions on travelers arriving in New York State following out of state travel.  These updates include new testing and quarantine criteria for travelers to New York from non-contiguous states and other countries. Please reference the New York Interim Travel Guide Advisory site for full details.

  A summary of the advisory is as follows:

  • Travelers to and from New York from contiguous states are EXEMPT from the advisory (NJ, CT, PA, MA, VT)
  • Travelers from restricted states who were outside of New York borders for more than 24 hours must quarantine 14 days OR complete “test out” protocol as follows:
    • Obtain a test within 3 days of departure from the restricted state
    • Complete the online Traveler Health Form (this includes uploading the negative test results) upon arriving in New York
    • Quarantine for three days upon arriving to New York
    • Obtain another COVID test on the 4th day following arrival to New York
    • If both tests comes back negative, the traveler may exit quarantine early upon receipt of the second negative diagnostic test
  • Travelers from restricted states that were outside of New York state for less than 24 hours are exempt from quarantine when a negative test result is obtained 4 days after their arrival in New York.

It is important to note:

  • Travelers from restricted states who fail to complete the online Traveler Health Form could be subject to a $2,000 fine.

Scenario 1: An associate visits a restricted state for more than 24 hours, but does not intend to take a COVID test.

  • The associate must quarantine for 14 days if no testing is completed.
  • Note: Those whose primary job responsibilities require them to be in the office or in a store will have to use PTO or take unpaid leave during the quarantine.

Scenario 2: An associate visits a restricted state for more than 24 hours and would like to reduce their quarantine time through COVID testing.

  • The associate requests an at-home test (prior to travel) or completes a test in the state that they are visiting 3 days prior to returning to New York.
  • Upon return to New York, the associate must complete the Traveler Health Form and quarantine for 3 days.
  • On day 4, the associate takes another test. If both tests are negative, the associate may exit quarantine.
  • Note: Those whose primary job responsibilities require them to be in the office or in a store will have to use PTO or take unpaid leave during the quarantine.

Scenario 3:  An associate visits a restricted state for less than 24 hours.

  • The associate must quarantine for 3 days upon return and may take a COVID test 4 days after their arrival in New York.
  • If a negative test is received, the associate may exit quarantine.
  • Note: Those whose primary job responsibilities require them to be in the office or in a store will have to use PTO or take unpaid leave during the quarantine.

For information on testing options offered through AEO’s medical insurance, including details on ordering an at-home testing kit, click here.

Pennsylvania COVID-19 Mask Updates and Travel Advisories

With the increase in COVID-19 cases across the country and new advisories in place, we would like to share the following reminders and clarifications:

  • We ask all associates who can work from home to continue to do so. By remaining home, we do our part to keep associates safe whose primary job functions require them to be in the office.
  • Pittsburgh Associates: Yesterday, Allegheny County implemented a stay at home advisory, which asks residents to only leave home when attending work or school and for essential activities like grocery shopping and medical care. Gatherings of people, aside from those that live in your home, are strongly discouraged.
  • Mask wearing is required when working at the NYDO and in any AEO office or Distribution Center in Pennsylvania.
    • Masks are required to be worn indoors and outdoors if you are away from your home.
    • When indoors, masks will now be required even if you are physically distant from members not in your household. This means that even if you are able to be 6′ apart, you will need to wear a mask while inside if with people other than members of your household. Please note, when working alone in an office where you are isolated from interaction with other people with little or no expectation of in-person interaction, then you may be unmasked.
    • When outdoors, a mask must be worn if you are not able to remain physically distant (at least 6′ away) from someone not in your household the entire time you are outdoors.
    • This order applies to every indoor facility, including homes, retail establishments, gyms, doctors’ offices, public transportation and anywhere food is prepared, packaged or served.
  • For up to date health information, quarantine procedures and travel restrictions, please be sure to visit your state, country or province’s COVID-19 resource page.

Authorities in Pennsylvania have released an updated travel advisory list as part of ongoing efforts to limit the spread of coronavirus disease (COVID-19), November 20.

PA Out-of-State Testing

  • The Secretary of Health issued an order requiring anyone who visits from another state to have a negative COVID-19 test within 72 prior to entering the commonwealth.
  • If someone cannot get a test or chooses not to, they must quarantine for 14 days upon arrival in Pennsylvania.
  • Pennsylvanians visiting other states are required to have a negative COVID-19 test within 72 hours prior to their return to the commonwealth or to quarantine for 14 days upon return to Pennsylvania.
  • This does NOT apply to people who commute to and from another state for work or medical treatment. 

If you experience any symptoms of COVID-19 after traveling, it is recommended to get tested for the virus. For more information, please visit the PA Department of Health’s website.

For information on testing options offered through AEO’s medical insurance, including details on ordering an at-home testing kit, click here.

FAQs

Below is a list of frequently asked questions, including general examples. If you have a more specific question not found below, please contact your supervisor or HRBP.

Can associates be informed when positive tests are identified? If I know that there have been positive tests, I would feel more inclined to take it upon myself to be tested if I experience symptoms that could otherwise be identified as cold/flu.

If an associate were to test positive, we will proceed with our contact tracing procedure. You will be notified if the Company is informed that you may have been in “close contact” with the COVID-19 positive associate. In general, this means, if you were in close contact and less than 6 feet apart for a cumulative amount of time of 15 minutes or longer during any 24-hour period with the associate 2 days prior to the individual’s first symptoms and up until their last day worked. However, the definition of close contact may vary in accordance with state/provincial and local law.

What is the difference between isolation and quarantine?

In accordance with CDC guidance, “quarantine” is for people who may have been in “close contact” with someone who has tested positive for COVID-19. These individuals should quarantine for 14 days to see if they begin having symptoms.  This helps prevent the spread that can occur before a person knows they are sick or if they are infected with the virus without feeling symptoms.

“Isolation” is for people who have symptoms of COVID-19 or receive a positive COVID-19 diagnosis.  These individuals should not come in contact with other people for 10 days from symptom onset.  The current CDC recommendation is to isolate for at least 10 days since symptoms first appeared and at least 24-hours with no fever without fever-reducing medication and other symptoms of COVID-19 are improving. Loss of taste and smell may persist for weeks or month after recovery and need not delay the end of isolation.

If you have been told to quarantine or are isolating after having tested positive for COVID-19, please contact your supervisor or HRBP.

I think I may have worked with someone who tested positive. Will the Company share their name so I can confirm if I am at risk?

We will not share the name of the associate who tested positive for COVID-19 due to privacy laws but will follow our contact tracing procedures. The HR team will contact anyone who has been identified as having been in close contact with an associate who tests positive. In general, this means, if you were in close contact and less than 6 feet apart for a cumulative amount of time of 15 minutes or longer during any 24-hour period with the associate 2 days prior to the individual’s first symptoms and up until their last day worked. However, the definition of close contact may vary in accordance with state/provincial and local law. If you or anyone from your team starts exhibiting symptoms, please self-quarantine and contact your supervisor and HRBP during your self-quarantine.

For those who come in close contact with an individual who tests positive for COVID-19, what does the definition of a “14 day self-quarantine from all daily activities” mean?

Quarantine is used to keep someone who has been in close contact with an individual who tested positive for  COVID-19 away from others. Quarantine helps prevent spread of disease that can occur before a person knows they are sick or if they are infected with the virus without feeling symptoms. People in quarantine should stay home, separate themselves from others, monitor their health, and follow directions from their state or local health department.

Following exposure to someone who is COVID-19 positive, how long will it take for my COVID-19 test to be positive if I have contracted the virus?

The amount of time to become positive depends on the test and the person.  There is not a clear cut number of days that you need to wait to see if you are positive.  Most people will test positive a week after being exposed, but there are certainly cases that are longer.  The closer you are tested to the date of the possible exposure, the less likely the test will be positive (even if you contracted COVID-19).

Who should I inform that I may have been exposed to a person who tested positive for COVID-19?

Please follow our internal reporting procedures and contact your supervisor and HRBP.

If you, or someone who resides in your home, is diagnosed with COVID-19 please call 1-877-322-0236 to report the diagnosis to the Global Asset Protection team.

We are currently following the CDC guidelines that if you believe you have been exposed to COVID-19 and are currently exhibiting symptoms, you should first inform your healthcare provider and tell them about your symptoms and exposure. Your healthcare provider can then advise on proper medical care and appropriate next steps, including anyone to inform of your potential exposure. If you think you have been exposed to COVID-19 and are exhibiting signs and symptoms, you can find additional CDC recommendations here.

If you are not experiencing signs and symptoms of illness, we are taking guidance from the CDC that you continue to practice social-distancing and monitor for any future symptoms of COVID-19. If you may have come in close contact with someone who has COVID-19 but are not exhibiting symptoms, please follow the CDC instructions on how to protect yourself and your family here.

I’ve been exposed to COVID-19 and need to quarantine. Is there a way I can shorten the 14-day quarantine period?

Yes. In accordance with recent CDC guidance (last updated 12/2/2020), there are two options to shorten the 14-day quarantine period:

  • If you go the first 10 days of quarantine without any symptoms; or
  • If you go the first 7 days without any symptoms and between days 5-7 you take a COVID-19 test and receive a negative result. However, the quarantine cannot end earlier than day 7.

In order to take advantage of these shorter quarantine options you must still follow the criteria below:

  • You must not have exhibited COVID-19 symptoms during the shortened quarantine period.
  • You must continue to monitor themselves for symptoms for the remainder of the 14-day self-quarantine period.
  • You must strictly adhere to mitigation strategies after exiting self-quarantine – e.g., mask use, social distancing, avoiding crowds, etc.

A co-worker has a persistent cough and/or is exhibiting signs of a respiratory illness.  Will AEO ask this associate to go home as a precautionary measure?

Yes. AEO has consistently said (not only this year, but during previous cold and flu seasons) that associates who are sick (whether it be from a common cold, flu, or other virus) should stay home and return to work only when they are not contagious and are feeling better.

Consistent with this approach, the CDC advises employees “who have symptoms of acute respiratory illness . . . to stay home and not come to work until they are free of fever (100.4° F [37.8° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants).”

If I am asked to go home because I am exhibiting symptoms of a respiratory illness, will I be required to produce a doctor’s note before coming back to work?

Any associate that is sick (whether it be from a common cold, flu, or other virus) should stay home and only return to work only when they are not contagious and are feeling better. A doctor’s note is not needed.

If you have received a positive COVID-19 test result and have remained out of work for at least 10 days, a doctor’s note is required to return to the workplace.

What is AEO doing to disinfect and clean the workplace?

AEO has taken a number of steps to ensure our facilities are being thoroughly cleaned. This includes increased cleaning of touchpoints, hard surfaces, cafés, kitchens and restrooms throughout the day and nightly.  Additional hand-sanitizers, disinfectant spray and masks are also being provided for use by associates.

We are asking all associates to make sure they are maintaining high-standards of hygiene, including washing hands and properly cleaning.   We are also continuing to evaluate and develop additional cleaning protocols.

I was told those at higher risk should avoid travel on commercial airlines. Who is at higher risk?

Some people are at higher risk of getting very sick from this illness. This includes, but is not limited to:

  • Older adults
  • Smokers
  • People who have serious chronic medical conditions like:
    • Heart disease
    • Diabetes
    • Lung disease
    • Obesity
    • An immune compromised state
    • Chronic Kidney Disease

If you are at higher risk for serious illness from COVID-19 because of your age or because you have a serious long-term health problem, it is extra important for you to take actions to reduce your risk of getting sick with the disease. More information from the CDC can be found here.

Do I need to quarantine or take a COVID-19 test after arriving in New York from another state or country?

 Associates in New York should quarantine for 14-days after visiting any state or country listed in New York’s COVID-19 Travel Advisory. Currently, individuals who have visited border states (NJ, CT, PA, MA, and VT) or who are classified as essential workers are exempt from these quarantine requirements.

 As of November 4, 2020, New York has enacted a process to “test out” of the 14-day quarantine. This means that any associate who travels to New York from outside of the state (excluding NJ, CT, PA, MA, and VT) after spending  more than 24 hours in the other state should follow the Steps below (to be exempt from the 14-day quarantine requirement) :

  1. Obtain a test within 3 days of their departure from the designated state and test negative for COVID-19;
  2. Fill out the Traveler Health Form upon their entry into New York;
  3. Quarantine for 3 days after arriving in New York;
  4. Take a COVID-19 test on the 4th day after arrival in New York; and
  5. Exit quarantine early if their second COVID-19 test is negative.

 If you’re in another state, please check with your state or city’s health department for information regarding applicable COVID-19 travel restrictions.

I’ve been working from home because of COVID-19. Is there any guidance on what types of expenses can be reimbursed?

Yes, the Work From Home Support Policy outlines what type of expenses are reimbursable for associates who are working from home because of COVID-19. If you have any additional questions, please contact your supervisor or HRBP.

City of Pittsburgh COVID-19 Temporary Emergency Paid Sick Leave FAQs

I had absences related to COVID-19 earlier this year. Can this Pittsburgh COVID-19 Temporary Emergency Paid Sick Leave be applied to my absences?

Pittsburgh COVID-19 Temporary Emergency Paid Sick Leave (“EPSL”) became effective on December 9, 2020. You may use this leave for any days missed on or after December 9th, 2020, for an eligible reason (explained below). However, the leave cannot be applied to any COVID-related absence before the law went into effect. Because your absences were before the effective date, they would not qualify EPSL. If you have questions whether other designations are available, such as FMLA, STD, PTO, or Pittsburgh Paid Sick Leave, please contact the Benefits department at corploa@ae.com.

I’m a full-time corporate associate, why do I only get PTO and EPSL (not Pittsburgh Paid Sick Leave)?

AEO offers Paid Time Off (PTO) benefits in excess of the time offered by the Pittsburgh Paid Sick Leave law. Additionally, PTO covers not only absences for personal reasons and vacations but also absences due to things such as illness. As a result, Pittsburgh’s Paid Sick Leave time was absorbed into the PTO Policy for corporate associates, but EPSL remains a separate benefit. Unlike PTO, EPSL does not accrue and is not paid out upon separation from AEO.

I took time off after December 9, 2020. Why was my PTO used instead of EPSL?

AEO will not assume you want to use your EPSL leave. If you wish to use your EPSL leave, instead of your PTO or Paid Sick Leave (if applicable), please communicate this to Benefits at corploa@ae.com.

What proof do I need to need to establish I qualify for EPSL?

At this time, AEO does not require a doctor’s note to establish eligibility for EPSL. However, AEO reserves the right to ask for further information or supporting documents in the event questions about eligibility arise. AEO trusts that associates seeking EPSL leave will make truthful representations as required by AEO policy, including but not limited to the Code of Ethics.

I think I may have been exposed to COVID-19 but I’m not sure. My coworker Jane’s son just tested positive for COVID-19. Jane is not experiencing any symptoms, but her doctor advised her to quarantine for 14 days. The day before she was advised to quarantine, I sat in the same room as Jane for more than 15 minutes. We were both masked and no one has told me I need to quarantine. Do I qualify for EPSL?

The EPSL is only available for the following limited scenarios:

  • You have been told by a public health official, a local health official, a health care provider, or AEO that you can’t come to work because you were exposed to COVID-19 or are because you are experiencing symptoms; OR
  • You or your family member have been told to self-isolate after being diagnosed with COVID-19 or experiencing COVID-19 symptoms; OR
  • You or your family member are seeking medical treatment, diagnosis, or care of COVID-related symptoms.

Because your situation does not currently fall within one of these scenarios, you would not be eligible to take EPSL at this time. However, that may change if you are contacted by HR if it is determined that you were in close-contact with an individual who tested positive for COVID-19. Remember, HR will not be able to share the name of the associate who tested positive for COVID-19 due to privacy concerns.

I can’t work remotely due to the nature of my job. I haven’t been exposed to COVID-19, I don’t need to take care of my family member, no one has told me it is unsafe for me to be work, and I am not experiencing symptoms – but I just don’t feel comfortable coming into my workplace because of the rise in COVID-19 cases. Can I use EPSL to take time off?

Because your situation does not fall within one of the EPSL qualifying scenarios explained above, you would not be eligible to take EPSL in this scenario. However, if you have specific concerns about your situation, please reach out to Benefits at corploa@ae.com to discuss your options.

How should I record my EPSL time? 

Once your EPSL is approved, please leave your timecard blank and send all hours missed to corploa@ae.com. Benefits will be sending bi-weekly updates to Payroll to ensure you are paid for your EPSL.

Additional Resources

We encourage associates to take a common-sense approach to proactive measures. As always during cold and flu season, if you develop flu-like symptoms (fever, cough, shortness of breath), please do not go to the office and work from home until the symptoms are gone.  In light of the coronavirus outbreak, Global Asset Protection presents the following resources for our associates.

World Health Organization (WHO) Coronavirus Disease (COVID-19): WHO’s pages and resources on the virus, primarily for the public and health professionals.

U.S. Centers for Disease Control and Infection (CDC) 2019 Novel Coronavirus: CDC’s pages and resources on the virus, primarily geared to a U.S. audience, including resources geared toward businesses, travel, health professionals, laboratories, and the public.

Interim Guidance for Businesses and Employers to Plan and Respond to Coronavirus Disease 2019: Guidance from the CDC designed to help prevent workplace exposures to acute respiratory illnesses, including nCoV, in non-healthcare settings. The guidance also provides planning considerations if there are more widespread, community outbreaks of COVID-19.

OSAC Travel Tips: Coronavirus: The U.S. Department of State’s Overseas Security Advisory Council (OSAC) offers tips to stay healthy when travelling abroad.

2019 Novel Coronavirus Hazardous Information Training Sheet (HITS): Developed by the U.S. Department of Homeland Security’s Federal Protective Service, this HITS provides information on the evolving Coronavirus and tips for workforce protection and readiness.

Johns Hopkins Center for Systems Science and Engineering Coronavirus Map and Information: Presents a heat map of worldwide infections and the latest statistics of confirmed cases, fatalities, and recoveries.

Human Resources Support

  • Field Associates: For any additional questions, email a member of your HR Team at FieldHRCommunication@ae.com or call +1-724-779-5200 or +1-844-230-2855 (toll free). To best support you, please be sure to provide your employee ID with your inquiry.
  • Corporate Associates: For any additional questions, contact your designated HRBP or email HRQuestion@ae.com.
  • Distribution Center Associates: For additional questions, contact a member of your local HR team.

Temporary Employment & Educational Resources

If you have been furloughed, we encourage you to take advantage of temporary employment opportunities.

  • AEO Distribution Centers are hiring! Head to aeo.jobs to search for open positions.
  • The National Retail Federation has compiled a list of temporary job opportunities to support retail workers impacted by COVID-19. Learn more here.
  • The National Retail Federation (NRF) has partnered with Codeacademy to offer 60 days of Codeacademy Pro free to all furloughed retail workers. This online learning platform teaches in-demand technical skills like web development (CSS and HTML coding), mobile development and data science skills (SQL).

Furlough Resources

Canada Associates

COVID19 & Temporary Layoff Resources

Health & Benefits Resources

For additional support, reach out to a member of our benefits team:

  •  Email CanadianBenefits@ae.com or by phone at 289-562-8077
  • Distribution Center Associates: For any additional questions, contact a member of your local HR Team.

Temporary Layoff Resources- French

Mexico Associates

Recursos para Asociados