Snow Disruption, An Employers Guide to Snow

Bad weather can be bad for business. Snow, storms, and other severe weather conditions can disrupt public transport, cause road closures, and lead to school closures - creating significant challenges for employers. Planning ahead is key to minimising disruption and ensuring your business continues to operate smoothly while also understanding your legal obligations as an employer.

Creating a Contingency Plan

Severe weather is often predicted in advance, so employers should have a clear plan in place. This should include:

• Identifying Essential Roles – Which roles are critical for business continuity? Can some employees work remotely, while others must be on-site?

• Remote Work Preparedness – If working from home is feasible, ensure employees have the necessary equipment and are trained to use it effectively. Encourage staff to take their laptops and essential documents home if bad weather is forecast.

• Flexible Staffing – Identify employees who live closer to the workplace or have more reliable transport options and discuss their availability in advance.

• Communication Plan – Ensure you have up-to-date contact information for all employees and a clear method for informing staff about closures or changes to work arrangements.

• Policy on Adverse Weather – Include clear guidance in your employee handbook on how your business will handle weather-related disruptions, including pay and absence policies.

Do You Have to Pay Employees Who Can’t Get to Work?

If an employee cannot get to work due to bad weather, you are not legally required to pay them, unless their contract states otherwise. However, there are several options to consider:

• Allowing Remote Work – If feasible, employees can work from home and continue to be paid.

• Annual Leave or Unpaid Leave – Employees may choose to use holiday entitlement or take unpaid leave for days they cannot attend work.

• Making Up the Hours – If appropriate, allow employees to make up lost time on another day.

• Time Off for Dependents – If schools or nurseries close unexpectedly, parents have a right to take time off to make alternative arrangements, but this time off is unpaid.

What If You Have to Close the Business?

If you decide to close your business due to severe weather and employees are unable to work, you must pay them their usual wages, unless you have a short-time working and lay-off clause in your contracts. This clause allows employers to temporarily lay off staff or reduce their hours in exceptional circumstances. Without it, employees are entitled to full pay if work is unavailable due to business closure.

Forcing Employees to Take Holiday

You can require employees to take annual leave during bad weather, but you must provide notice that is at least twice the length of the leave period. For example, if you need staff to take two days of holiday due to a business closure, you must give at least four days’ notice.

Health & Safety Considerations

Employers have a duty of care to their employees. If public health and safety authorities advise against travel, you should not pressure employees to come into work. If employees are required to travel as part of their job, you are responsible for ensuring their safety and should conduct risk assessments.

Balancing Business Needs and Employee Morale

While legal obligations define what you can do, it’s equally important to consider what you should do. Forcing unpaid leave or disciplinary measures may damage employee morale and retention. Providing flexibility and demonstrating understanding during adverse weather situations promotes loyalty and goodwill among your team.

Final Thoughts

Planning ahead and having a well-communicated policy in place ensures that both business operations and employee wellbeing are managed effectively during periods of severe weather. By thinking ahead, maintaining clear communication, and balancing business needs with employee support, you can navigate these challenges smoothly and maintain a positive workplace culture.

Article last updated: 24 February 2025