Winter storms create challenges for employees and employers alike, with snow, sleet, and freezing rain adding unwelcome stress and hassles. An employer has certain responsibilities when it comes to responding to weather conditions. To eliminate uncertainty and confusion inside the workplace, employers are advised to create a comprehensive emergency weather plan.
Here are just a few factors to keep in mind when preparing a weather plan:
Fair Labor Standards Act
An employee may be exempted from the FLSA’s wage requirements if the employee is paid on a salary basis. Full pay is required where the employee is available and works in a given week, even if the employer is closed for business due to weather conditions. An emergency weather policy that explains the circumstances for deductions in leave accruals for exempt employees (i.e., the employer is open but the employee is unable to travel to work because of road closures) may prevent confusion and should be readily available to the employee well in advance of inclement weather.
Family Medical Leave Act of 1993
Can an employee take leave for snow storms? Can an employer count snow days when the office is closed against an employee’s FMLA balance? Common sense suggests that snow days are not related to a “serious health condition,” and courts seem to agree. If the employer is closed due to inclement weather, that time can likely be counted against the employee’s FMLA leave bank if the employee is on leave for the entire week.
Mandatory Attendance/At-Will Employment
Weather-related emergencies may provide some protection against termination where conditions legally prohibit an employee from performing actions that are otherwise permitted. For example, a state of emergency may be issued prohibiting citizens from driving. Likewise, if an employee’s children are home due to school closures, a local government entity may consider it abuse or neglect for a parent with no other options to leave the children unattended in order to get to work on time. An employer drafting an emergency weather policy should consider the variety of possible lawful excuses employees may have for failing to report to work.
Productivity and goodwill
There are practical reasons why an emergency weather plan might allow for absences in certain circumstances. Productivity is one issue. Being on the job while there is a weather emergency does not necessarily mean an employee will be productive and error-free. It is also worth noting that an employer can build goodwill with employees and clients by carefully considering how it responds in a weather emergency. An employer should attempt to develop imaginative ways to maximize productivity and safety, whether through remote access or make-up days.
The key in every instance of a weather related issue is that the employer take the time necessary to prepare a comprehensive emergency protocol that will address as many variables as possible to allow for a prompt and coordinated response.