Extreme Weather Guidance for Employers

When winter kicks in, germs seems to swirl around the office, landing on the unlucky ones, and to top it off, we wait with bated breath for the ‘leaves on the line’ or 'flooded tracks' delays to public transport and bad weather which can cause significant travel disruption. All of which can cause some real headaches for employers.

Poor Health

Staff absence can be an issue at any time, but the winter months tend to see more employees falling ill with colds, coughs and the flu. It goes without saying that anything you can do to promote good hygiene in the workplace will help to avoid the spread of germs.

Having a clear sickness policy that outlines who the employee needs to call, how they should make contact (themselves rather than a friend or partner, by phone instead of text etc.) and in what timeframe they must notify their manager of their absence is key to ensuring fair treatment across the organisation. Clear guidance on self-certification, return-to-work interviews and fit notes should also be explained, along with confirmation that failure to follow the absence procedure may result in a reduction in pay and could lead to disciplinary action. 

Disruption to Transport Systems

Adverse weather affects public transport on an annual basis in the UK, with bad weather conditions causing unsafe driving conditions, road closures, reduced or cancelled public transport and school closures. This can result in employees finding it hard or sometimes impossible to get into work.

It is good to have a clear stance and to communicate this up front should bad weather make it very difficult for employees to get in to work.

Employers have a duty to ensure the health and safety of their employees and as such you should never encourage or pressure employees to drive in dangerous weather conditions. Consider whether there is someone who can cover the work at short notice, whether the employee can work from home or a work site that is closer to them, or whether they can make up the time at a later date.

Employees may also need time off to look after their children if schools are closed. You should try to be as flexible as possible. Emergency time off for dependents legislation allows for unpaid leave in unforeseen emergencies.

If your office is open but employees cannot get in to work, then working from home is a sensible solution if the type of work they do is appropriate. If this is not the case, then consider if lift shares or pickups are an option if some employees or the workplace has a 4x4 vehicle that can be utilised. Alternatively, you can agree a late annual leave request for the day or unpaid time off for dependents if they are at home due to school closure or a regular carer being unable to get to work.

There may be circumstances when it is necessary to close the workplace because a large number of employees cannot come into work or the weather affects the core business. If you have to close the workplace and cannot offer work to do i.e. the employee does not work from home, employers cannot typically deduct pay.

There is no automatic legal right to be paid if an employee cannot get into work and do their job, but you may be required to pay if you have any contractual or customary arrangements in place. If you decide that you will pay for absence as a result of bad weather or travel issues, we advise employers to make it clear that this is for a limited period only, and at management’s discretion.

If bad weather conditions affect the workplace on an annual basis, it’s worth putting in place a Severe Weather and Travel Disruption Policy in place which details how you will deal with lateness, absence and pay in such circumstances.

For further advice and support, get in touch clientservices@robinsongracehr.com or call us on 01793 311937.

Frequently Asked Questions:

1. What should an employer’s sickness absence and bad weather policy include?

Answer: A robust sickness absence and severe weather policy helps maintain fairness, employee wellbeing and operational continuity during the winter months. It should clearly explain how employees report illness and travel disruption, including who they should contact, how and by when, and expectations around self-certification and fit notes. A strong policy also covers return-to-work interviews, outlines consequences for not following procedures, and sets out how absences due to colds, flu or transport delays are treated. Detailing arrangements for remote work, make-up time, annual leave use and unpaid leave ensures transparency and protects both parties. Clear definitions reduce confusion and support consistency across your organisation.

2. Are employees entitled to pay if they can’t get to work due to snow, floods or public transport disruption?

Answer: In most cases, employees are not automatically entitled to be paid if they are unable to reach the workplace because of severe weather or travel disruption. Unless your employment contract or workplace custom explicitly provides for pay in these circumstances, absences due to bad weather may be treated as unpaid or authorised unpaid leave. However, offering flexible options such as working from home, agreeing to make-up time later, or letting staff take paid annual leave can help maintain goodwill and reduce disruption. If a workplace must close because travel is unsafe, contracts with lay-off provisions may apply, but employers should avoid withholding pay without clear contractual authority to minimise the risk of unlawful deduction claims.

3. How should employers handle situations where staff can’t travel because of transport disruption or school closures?

Answer: Employers should plan proactively for winter travel disruption and transport delays by setting expectations and offering flexible working solutions where possible. If staff cannot get into work because public transport is delayed or routes are closed, consider allowing flexible hours, remote work, or late starts. Employees also have a statutory right to reasonable time off for dependants if school closures or childcare interruptions occur, though this time off is usually unpaid unless your policy states otherwise. Ensuring open communication and flexibility during periods of severe weather supports staff wellbeing and can reduce unnecessary absences.

Check out other Blogs in our series:

A Practical Guide to Reviewing Your Health & Safety Policy

Understanding your Health & Safety Responsibilities as a Company Director

The Importance of Risk Assessments in the Workplace

The content of our blogs is intended for general information only and does not replace legal or other professional advice.

winter sickness policy, severe weather and travel disruption policy, employee absence management, bad weather working policy, sickness absence procedure, working from home during bad weather, employee rights during travel disruption, unpaid leave for dependants, winter workforce planning, managing staff absence in winter Extreme Weather Guidance for Employers