As winter storms and extreme weather events become more unpredictable, businesses must be prepared to handle closures, remote work challenges, and employee pay concerns. Without a clearly defined inclement weather policy, companies risk confusion, decreased productivity, and potential compliance issues.
With seasonal storms already on the radar, now is the time to review and implement a weather contingency plan that ensures business continuity while protecting employees’ safety and financial security. In this guide, we’ll break down why inclement weather policies are critical, what key elements to include, and how to communicate expectations effectively.
The Importance of an Inclement Weather Policy
Failing to plan for weather-related disruptions can lead to operational challenges, employee dissatisfaction, and compliance risks. A strong inclement weather policy provides clarity on:
- Business Closures & Pay: Whether and how employees will be paid if the business shuts down
- Employee Notification: How staff will be informed of weather-related schedule changes
- Essential vs. Non-Essential Workers: Who must report to work and whether additional compensation applies
- Remote Work & PTO Use: What options employees have if they cannot commute
- Compliance with Wage & Hour Laws: How to ensure pay practices align with applicable regulations
By addressing these key elements, companies can minimize disruptions while ensuring fair and consistent policies.
Key Elements of an Inclement Weather Policy
1. Full vs. Partial Business Closures: Will Employees Be Paid?
A primary concern during weather-related closures is whether employees will be compensated. Pay obligations depend on employee classification, company policy, and applicable labor laws.
- Salaried (Exempt) Employees: Federal wage and hour laws have specific provisions regarding pay deductions for exempt employees. Employers should carefully review these requirements before making deductions for weather-related closures.
- Hourly (Non-Exempt) Employees: Employers are generally not required to pay non-exempt employees for time not worked due to business closures unless company policy states otherwise. Some businesses provide paid weather leave or allow PTO used.
Clearly defining pay policies helps prevent misunderstandings and ensures consistency.
2. Employee Notification: How Will Staff Be Informed?
Timely communication is essential when severe weather threatens operations. Employers should establish a multi-channel notification system, such as:
- Company-wide emails
- Automated text message alerts
- Phone tree system
- Updates on internal communication platforms (e.g., Microsoft Teams, Slack)
Employees should be informed of where to check for updates and who to contact with questions about closures or schedule changes.
3. Essential vs. Non-Essential Employees: Who Must Report?
Not all employees can work remotely or delay their shifts. Some workers are considered essential personnel, meaning they must report to work despite hazardous weather.
Typical essential roles include:
- Emergency responders (e.g., security, maintenance, healthcare staff)
- Utility workers and facility managers
- Logistics, supply chain, and critical production staff
Employers should clearly define which roles are essential and whether additional compensation applies for working during inclement weather.
4. Remote Work: Can Employees Work from Home?
For companies with remote work capabilities, allowing employees to work from home during inclement weather can help minimize disruptions. The policy should address:
- Who qualifies for remote work during closures
- Expectations for tracking work hours (especially for hourly employees)
- Necessary equipment and tools (e.g., VPN access, company laptops)
If remote work is not feasible, PTO or unpaid leave options should be outlined.
5. Use of PTO: Can Employees Use Vacation or Sick Days?
Some businesses allow or require employees to use PTO when they cannot work due to inclement weather. Policies should clarify:
- Whether PTO use is mandatory or optional
- If employees may take unpaid leave instead
- How to request PTO for weather-related absences
Clearly communicating PTO policies prevents last-minute confusion.
6. Public Transportation & School Closures: Are Employees Paid?
When public transit is shut down or schools close unexpectedly, many employees face commuting challenges or childcare conflicts. Employers should address:
- Whether public transit closures excuse absences
- If parents can stay home due to school closures
- Whether remote work or PTO is an option
Providing flexibility in these situations can improve employee morale and retention.
7. Power & Internet Outages While Working Remotely
If an employee loses power or internet while working from home, the employer’s policy should specify:
- Whether employees must notify their manager immediately
- If PTO or unpaid leave applies for time lost
- Whether employees can make up missed hours later
Setting clear expectations helps ensure fair and consistent treatment for remote workers.
8. Overtime Considerations: Do Extra Hours Apply?
Inclement weather can increase workloads for some employees, leading to overtime pay obligations. Employers should ensure:
- Non-exempt employees are compensated according to applicable overtime laws
- Essential workers required to stay late due to weather are fairly compensated
- Overtime approvals follow company policy to manage costs effectively
Having a clear policy on overtime helps avoid wage disputes and ensures compliance.
9. Who to Contact with Pay & Policy Questions?
Every business should designate a point of contact for weather-related pay concerns. This could be:
- HR department
- Payroll team
- Direct supervisors
Providing a clear chain of communication ensures employees receive timely answers to their questions.
Final Thoughts: Prepare Now Before the Next Storm Hits
A well-documented inclement weather policy is essential for ensuring business continuity, legal compliance, and employee safety. Taking the time to clarify expectations before severe weather occurs can prevent confusion and help employees plan accordingly.
Action Steps for Employers:
- Review and update your inclement weather policy
- Communicate closure procedures before the season begins
- Ensure employees understand their pay, remote work, and PTO options
- Designate a point of contact for weather-related concerns
Being proactive helps businesses minimize disruptions while ensuring fair treatment of employees.
Need help crafting a compliant weather policy? Contact our HR compliance experts at hr@ironwoodbc.com to ensure your business is prepared before the next big storm!