These days it is important to be prepared for the unexpected, that is why in this edition, we are addressing the topic of Inclement Weather Policies in the workplace. Inclement weather is any severe or harsh weather condition that makes it unsafe or impractical to commute to work, or to be at work. Examples of inclement weather or abnormal climatic conditions include: abnormally heavy rain, snow, cold, high wind, extreme high temperatures, flooding, and more. Recently we have seen extreme flooding in Southern California, lots of snow on the East Coast, below freezing temperatures near the Great Lakes, and tornados across the central states. All regions face their own set of problems when it comes to weather, so it is important to be prepared with a plan of action to keep your employees safe. Having a policy in place prior to a weather situation will help to avoid confusion, allow for consistency, and help answer questions before they arise. See below for our tips on creating an Inclement Weather Policy.
Considerations for Creating an Inclement Weather Policy:
Conditions:
Provide a list of common conditions that make it unsafe to work or travel to work. We suggest following the guidelines of the US Occupational Safety and Health Administration (OSHA), and or State recommendations. Additionally, consider situations that could hinder an employee's ability to perform their role, such as; school closures, power outages, flooding of homes, storm damage to employee properties, and disruptions to local roads and public transportation.
Communication:
The policy should determine the chain of command internally, and how far in advance the company will notify employees of business closures. This policy should also determine if work can be completed from home, or if your business will allow for a late start, or an early end to the day. It is also important to consider what the expectations are from employees should the workplace remain open, but they cannot make it in.
Employee Pay:
Be sure to include information on how your Company will handle compensation if the office is closed, or if there is no ability to work remotely. You will need to decide if the time is paid or unpaid for non-exempt workers. If it is unpaid, can employees use paid time off? For exempt employees they must be paid their salary if they performed work during the week, according to the Fair Labor Standards Act (FLSA).
In closing, your inclement weather policy should be tailored to suit your industry, working practices, and location. Regardless, preparation is key and there are a lot of things to consider when building out your policy. At Retain we understand the challenges you face building out policies for your business, our team of consultants can provide expertise in building out an Inclement Weather Policy that works for you and your company while also takes into consideration the risks associated including what is dictated by the FLSA, OSHA, and NIOSH to ensure your policy is compliant on a state and federal level.