If you didn’t make your policy clear that’s on you and I guess you’ll have to eat it. However it does sound like if in his contract he has three weeks off and he’s already taken those three weeks he doesn’t have any PTO left. I would just carefully review the contract and let him know that he has taken three weeks paid off this year already and as outlined in his contract that is the total amount of time that he gets. If you’re willing offer to let him take off the additional week unpaid.
If you didn’t make your policy clear that’s on you and I guess you’ll have to eat it. However it does sound like if in his contract he has three weeks off and he’s already taken those three weeks he doesn’t have any PTO left. I would just carefully review the contract and let him know that he has taken three weeks paid off this year already and as outlined in his contract that is the total amount of time that he gets. If you’re willing offer to let him take off the additional week unpaid.