The End of the Snow Day? Updating Your Workplace Weather Policy

There was a time, not so long ago, when 18 inches of snow meant one thing for certain: Snow Day.

The Changing Nature of Snow Days

Now, dear reader, there may even be a few of you who may not remember such a time. Indeed, in this current age of interconnectedness, it can be hard to imagine that there was a time when it was simply impossible to open up an office with the snow AND it was impractical to have employees work from home.

Now, in some industries and obviously, schools, that remains the case.

But for many white-collar office jobs, that all went out the door with the pandemic. Six years ago, getting work done at home became a necessity — and with that, the snow day became a scarce reality for many of us at work in New England.

Updating Employer Weather Policies

Back in 2009, I dedicated a whole post to employers having weather-cancellation policies. I noted that it’s up to private employers to decide whether to open or close.

If your policy hasn’t changed since then, perhaps it ought to be revised. Here are some elements to consider as you’re (re)developing such a policy.

• Identify who has authority to declare an office closure (e.g., HR, senior management) and specify how employees will be notified (email, text, company intranet). Include a robust plan for quickly communicating expectations during unforeseen closures.
• Under the FLSA, exempt employees must generally receive their full salary during employer-initiated closures, even if they cannot work remotely due to connectivity issues. Non-exempt employees need only be paid for hours actually worked, though employers may choose to pay them as a goodwill measure.
• Clearly state that employees capable of working remotely are expected to do so when the physical office closes. Specify which positions are eligible for remote work and outline reporting procedures and availability expectations.
• Non-exempt employees must accurately record all hours worked remotely, including during weather events. Employers should provide clear guidance on tracking time and prohibit off-the-clock work.
• Address how employees should report internet or power outages and what steps they should take. Clarify pay implications if a non-exempt employee cannot work due to connectivity problems.
• Specify whether employees may be required or permitted to use accrued PTO if they cannot work remotely.
• If certain roles require on-site presence during emergencies, define those roles clearly and address compensation, safety expectations, and any premium pay considerations.
• Finally, make sure you apply the policy uniformly to avoid potential claims of discrimination.

Snow days no longer mean automatic time off for many office workers, as remote work is now expected. Employers should update their weather policies to reflect these changes and clarify pay and expectations. Clear, updated policies help ensure fairness and legal compliance.

Now, with all this snow, I have to start dreaming about skiing again soon! Enjoy the snow everyone!