Inclement Weather & Emergency Closings

It is usually helpful to address how your organization will handle inclement weather and emergency closings. Typically, your ministry should address at least the following two areas in such a policy: employee safety and pay.

If your organization intends to not pay employees for time the organization is closed, you will want to consult with a local attorney to ensure you comply with applicable wage and hour laws. For example, some states may limit disciplinary action employers can take if an employee is absent due to inclement weather. Other states may require employers to pay those who show up to work during inclement weather or emergency closings because the employer didn’t provide proper notice of a work closure.

SAMPLE POLICY:
INCLEMENT WEATHER AND EMERGENCY CLOSINGS

There may be times when, due to weather conditions or other situations, [name of organization] may close for a partial or full day. The closing or delay will apply to standard company hours. During a delay or closing, you are not permitted to arrive at work early without prior management approval. Early arrival could delay reestablishing building or the organization’s operations.

Partial-Day Closure

All Employees: If you (exempt or non-exempt employee) are out the entire day when the organization is closed for a partial day, you will only use paid time off for the work hours missed once the organization opens.

Non-Exempt Employees: When the organization is closed for a partial day (two-hour delay or early closing), non-exempt employees will be paid for that portion of the day where the organization chooses to close the offices and the closing directly affects your shift. This also applies to employees who work a nonstandard work schedule.

Full-Day Closure

If the organization must close for one or more full days, [name of position] has the discretion to determine whether you will be paid for any or all of that time. Employees with access to the organization’s computer systems may be expected to work remotely, in full or in part, during a full-day building closure. If you are out sick, on paid leave, or taking a day off for other reasons when the organization is closed for an entire day or day(s), you will not have to use the leave or time off applicable to your absence from work. All employees will be “credited” for the full-day(s) closure.

Communication to Employees

To communicate in a timely and effective manner to our employees, the following methods will be used to communicate office closings and delays: **[add methods your organization uses, such as an emergency-related phone number, email, text message, etc.]**

Guidelines

While the organization will make every effort to effectively communicate office closings and delays, it is ultimately your personal responsibility to verify when, and if, the office is closed or when it will reopen.

This policy applies to closures related to weather, emergencies, or unexpected power outages. Closures for planned events are handled differently.

This is a sample handbook policy only. Your organization is responsible for compliance with all applicable laws. Accordingly, this document should not be used or adopted by your organization without first being reviewed and approved by a licensed attorney in your area. Brotherhood Mutual assumes no liability in preparation and distribution of this sample document.

Working Together © 2022 Brotherhood Mutual Insurance Company. All rights reserved. www.brotherhoodmutual.com/working-together. Updated 9/2021.