Let It Snow - (After 5 P.M.)

Congratulations Wisconsin for making the books for the snowiest December on record (December 2000)! The snow, however, has made it a challenge to get to and from work. For owners/managers of the business, we have been faced with the question of how to handle pay for employees who could not make it in due to the weather.

I have received calls from agency owners recently asking if there is a standard policy for snow days followed in the industry. Certainly, we do not want people to put their lives at risk getting to work; however, it is difficult to close an insurance office when extreme weather is when policyholders NEED their insurance. Although there does not seem to be "a rule of thumb" for handling pay for employees under these circumstances, the following have been the three most common methods I have observed:

Most of the people in management, that I have spoken with, say their companies have not closed, but let those people who need to leave - leave. Hourly employees would be required to make up time, take personal time, or be docked. Salaried employees would be paid. This is not discriminatory, as it is part of the wage law that deals with exempt vs. non-exempt employees.

Other agencies have a policy that states if the employee tries to make it in, they get paid for the day, those that do not even attempt it - do not get paid, but can take vacation or personal/floater days to avoid having their pay docked.

Another option I have seen is, if management decides to close the office because the weather is extreme, employees get paid for the time without losing a vacation day. However, if the office is open and employees do not come in (due to the weather) they can either lose a day's pay or take a vacation/personal day.

Whatever method you choose, it should apply to all employees equally. It would not be viewed as "fair" if the employees who live close by have to work, but those who drive a distance get paid time off, without using vacation time, simply because they live further away. Also, offices are usually a mix of those who have children and those who do not. Parents may be unable to come in or have to leave early because their children's school was closed. Again, the equality of paid time off could be challenged if "parents" received the day off with pay and employees without children were asked to work.

However you decide to handle employee's pay for extreme weather days, be sure to put it in writing, add it to the handbook, advise your staff, and stick to it without deviation.