Do You Have an Inclement Weather Policy in your Workplace?

30 Sep Do You Have an Inclement Weather Policy in your Workplace?

Most companies have very vague weather policies.  They usually state if you are able to make it to work safely, please come in.  Otherwise, if you feel that your safety is at risk stay home.  What exactly does that mean?  Will you be paid for the day?  Can you use vacation or sick time if you wish to be paid in the instance that you are not paid?  Will the company close?  If you do feel that you safety is at risk, and stay home will it reflect poorly on you in the eyes of your boss?  Can you work from home?

All of these questions can be a source of stress for you and your employees, but as a business owner or manager you can help alleviate the stress with a strong and definitive weather policy.

Implementing a weather policy can be tricky.  Companies recognize the fact that inclement weather and other emergencies can affect the company’s ability to open for business.  First set the expectation on when your company will close.  This will vary due to the nature of your business.  Hospitals for example are unable to close, however a small business can dictate the terms based on the daily workload.  In your policy, define what will constitute a closure.  Be specific about what defines “bad weather”  Will you close after a certain amount of snow?  Will you close if a state of emergency is enacted and the governor asks that only emergency vehicles are on the street?  Lay this out in the policy and be consistent.   Set up an emergency number for your employees to call when inclement weather arises.  Have a prerecorded message with instructions regarding the work day.  Let your employees know if the company will open late, will close, or if they may use leave.  In the event that your company does offer leave to the employees, be very specific about your expectations.  When the company is open, but offers liberal leave due to weather specifically define what is expected of the employee.  State in your policy if an employee can use their personal paid leave to cover for inclement weather.

Most companies will remain open during inclement weather.  It is important to state, above all, that your employees safety is paramount.  Let them know you understand that it may be dangerous and that they are not able to safely make it to work.  Clearly identify their options.  Specifically spell out what type of leave may be use.  Does your company allow a personal day to be taken?  Can your employees use vacation days? Many company’s set up specific liberal leave days to be used in the event of an emergency.  Most importantly be specific, clear, and consistent in your policy.  Ask your managers to also enforce the policy in a similar manner.  Consistency is key.

What if an employee cannot safely make it to work, however they are equipped with the tools necessary, and able to work from home?  Understand that hazards may keep your employees from the workplace, but not necessarily from working.  If you know in advance that the weather may be dangerous ask your employees to prepare to work from home.  Keep in mind though, it does depend on their job functions.  A person in a call center may not be able to carry out their duties from their home.  Again, be specific on your working from home policy.  State the jobs that qualify and consistently follow through with the policy.

If you decide to close your company due the extremities, be sure to specifically explain if an employee is to be paid, what hours will be paid, if overtime will come into consideration, and if the company is closed for an extended period of time how long the employees should expect to receive paid time off.  Legally, The Fair Labor Standards Act dictates whether a company is obligated to pay their employees if the business is closed due to inclement weather.  Under FLSA, employers are not required to pay non-exempt employees for time in which no work was performed.  Exempt employees cannot have their pay docked for a portion of a workweek in which they completed work.  If the workplace is open for any time during the week salaried employees typically must be paid their full salary for that week.  Docking the pay of exempt employees for a weather-related closure of less than one week could jeopardize their exempt status.  If your facility happens to close for an entire week and an employee, exempt or non-exempt does no work, the rules loosen a bit and it is under the company’s discretion.  Also keep in mind that many states have “report-in pay” laws that state a minimum number of hours you must pay your employees if they show up for work.  Be sure to check with local, federal, and state laws to be sure you are appropriately paying your employees when your facility closes.  Most importantly be specific and consistent with applying the policy and communicate it will all employees.

The best inclement weather policy will be flexible enough to accommodate the employees needs safely and fair regarding the pay.  Only you as a business owner can dictate what will suite your company’s need the best.  Overall, be specific in your policy so there are no unanswered questions.  You do not want to be reactive after a severe weather incident.