As many regions of the country prepare for winter storms, now is the perfect time for employers to review, or implement, an inclement weather policy. Clear procedures help protect your employees, support business continuity, and reduce confusion when severe weather makes normal operations unsafe.
What Counts as Inclement Weather?
Inclement weather refers to severe conditions that make commuting or outdoor work unsafe or impractical but the definition can vary by region. For example, a light snowfall may be routine in Pennsylvania but could shut down roads in northern Florida. Because the impact can differ widely, employers should set expectations that reflect their location and workforce.
Why You Need a Clear Policy
Before you find yourself responding in real time to a weather emergency, establish an inclement weather policy that addresses three core areas: safety, operations, and compensation. At minimum, your policy should answer:
- Who has the authority to decide if the business will close or reduce hours
- How and when employees will be notified of closures or schedule changes
- Whether employees will be paid during a closure
- What remote employees should do if weather impacts their ability to work
- What happens if the business stays open but an employee cannot safely report to work
Communication Is Key
Timely and reliable communication is one of the most important components of any inclement weather plan. For employees with company email or work-issued phones, digital notifications work well.
For employees without regular access to electronic communication, typically those in trades, fieldwork, or other manual labor positions, employers may need to use alternative methods. Options include having supervisors contact their teams directly, setting up an emergency hotline that employees can call for updates, or using a mass notification system that reaches employees via voice or text.
Understanding Pay Requirements
Payment rules during closures or weather-related absences depend on federal, state, and local laws. Employers should review relevant wage-and-hour regulations each year to maintain compliance.
Under federal law:
- Nonexempt employees: Employers are not required to pay for hours not worked, whether due to a business closure or an employee’s inability to report. Employers may choose to allow or require use of accrued PTO.
- Exempt employees: If the business closes and the employee performs any work during the workweek, the employee must receive their full weekly salary. If the business remains open but an exempt employee chooses not to report, employers may deduct full-day absences or use available PTO.
Because state and local rules may differ, especially regarding pay, employers should confirm any additional requirements that apply in their jurisdiction.
Start the New Year Prepared
A well-crafted inclement weather policy helps to ensure consistent decision-making, clear communication, and compliant pay practices when severe weather strikes. If you need help updating or creating your policy, reach out to your FrankAdvice HR Consultant for assistance.