(Published January 12, 2009)
It's winter, and in the last few weeks we've had two early closings when the snow started getting too deep for comfort. On top of that, we had an ice storm one night, which meant that quite a few people, including myself, were late getting in the next morning.
We have a pretty generous policy for early closings. We're a huge employer with thousands of employees. The institution will close at a specified time; one o'clock in one instance and two o'clock in the other. Managers who have employees with long commutes or child care issues are encouraged to be flexible. My commute is close to two hours; my manager takes my train schedule into consideration and lets me set my own time to leave.
Additionally, all employees who report to work are paid for their entire shift — regardless of when they leave for home and regardless of their exempt status. Non-exempt employees who work shifts that do not begin until after the closing may or may not be paid, depending on how close the announcement is made to the time they should report. An announcement of the closing is posted on the home page of the website, with a link to how closing pay will be managed for the specific instance.
Since I've worked for them, we have not had a day in which the entire institution is closed for the whole day weather-related issues. However, I understand that announcements are made on pre-determined radio and TV stations. If time permits, additional news outlets will be notified, but it is written into the personnel manual which ones to check first. There is also a phone number employees can call that will give them open/closed status. The website will have an announcement as described above. Essential personnel, who know who they are, are expected to report to work regardless of any announcements made.
If we are open, but employees are late because of weather conditions, non-exempt employees will not be paid for the time (unless an announcement is made that says otherwise). This occurs when the situation is such that large numbers of employees are going to be late. Only employees who actually come to work will be paid in these instances; employees who take the day off will take it unpaid. It is up to the individual managers whether or not time can be made up.
Not all employers can afford to be this generous. Exempt employees, of course, have to be paid regardless, although vacation time can be required in most situations. But what I like about my employer's policies is the extent to which the employer goes to make sure employees are aware of the them. They are online for any employee to look up at any time (I have an online copy of them open in another window as I write this). Between the website, the phone, and the TV and radio announcements, all employees will be able to find out whether or not they must report to work, and if they do, when they will be able to leave and how they are paid. Though I've told you before about the strange phone calls I sometimes receive, never have I taken a call from an employee asking about the pay policies (I did receive one call recently asking if we were going to close early — another instance of when in doubt, ask HR).
Whatever your policies, know them in advance. While you may have to adjust for circumstances, have a good idea what you are and are not willing to do. And (you knew this was coming) know in advance how you will communicate open/closed status to your employees, and make sure they know in advance where to get the information.
Winter has only just started; if you don't have your policies in place yet, there's still time!
Catherine Bannon is an HR consultant in Marshfield, MA (catherine.bannon@gmail.com). Bannon worked for 10 years in HR management before starting her consulting practice.
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