Version 2 – December 2025
Policy Aims
We understand that extreme weather can impact your ability to travel to work. This policy outlines expectations around attendance and pay when such situations arise.
What’s Covered
- Extreme Weather
- Expectations
- Arrangements
- Lateness
- Leaving Early
- Closure
- Other Impacts
- Examples
Roles and Responsibilities
Colleagues
Expected to take all reasonable steps to safely attend work.
Line Managers
Responsible for managing absence, lateness and site closures in line with relevant policies.
ER Support / HRBP (Ops)
Available to provide advice to colleagues and line managers.
HRBP (PST)
Available to provide advice to colleagues and managers.
Definitions
- Extreme Weather: Unusually severe or unexpected weather conditions.
Extreme Weather
Extreme weather can significantly disrupt travel, such as heavy snow, storms, high winds, flooding, dense fog or extreme heat. We recognise that weather may vary across regions and impact colleagues differently.
Expectations
Where extreme weather is forecast, you should consider your transport options and whether your journey is safe. You are expected to make reasonable attempts to attend work but must not put yourself at risk.
If you are unable to attend work or expect to arrive late, you must notify your line manager as soon as possible in line with absence reporting procedures.
Arrangements
Site-Based Colleagues
If you are unable to attend work:
- You may take unpaid leave, or
- Agree with your line manager to use annual leave.
Field-Based & Home-Based Colleagues
In most cases, you will be able to work from home when travel is unsafe. Inform your line manager and contact any colleagues or sites you had planned to visit.
Office-Based Colleagues
If able, you may work from home with agreement from your line manager. Where home working is not possible, you may take annual leave or unpaid leave.
Lateness
If you are late due to extreme weather, your line manager may ask you to make up the time or you may be paid for a shorter shift. Decisions are made on a case‑by‑case basis.
Leaving Early
Your line manager may permit early departure based on weather conditions, travel arrangements, personal circumstances and business needs. You may be asked to make up time or be paid for a shorter shift.
Closure
Site Closure
- Decided by the Line Manager with the Area Manager.
- You will be notified as soon as possible.
- If scheduled to work, you will receive full pay.
- You may be asked to work at another site, take annual leave or receive lay‑off pay depending on your contract.
Office Closure
- Determined by Line Managers.
- If scheduled to work, you will receive full pay.
- You may be asked to work from home, another location, take annual leave or receive lay‑off pay.
Other Impacts
Extreme weather may affect more than travel—for example flooding, frozen pipes or school closures. Guidance on dependants’ leave or domestic emergencies is available in the Absence Policy.
Examples
Example 1
High winds have caused road closures, preventing access to buses and taxis. You contact your line manager and agree to take unpaid leave.
Example 2
Heavy snow has cancelled all trains. As a field‑based colleague, you work from home and rearrange visits. You inform affected sites.
Example 3
Flooding near your home has made travel impossible. You contact your line manager and agree to work from home.
External Support
- LTC (Licensed Trade Charity): 0808 801 0550
- https://www.acas.org.ukACAS
- https://www.citizensadvice.org.ukCitizens Advice
The Law
This policy complies with:
- Employment Rights Act 1996
- Health and Safety at Work Act 1974
Flood Snow Ice Road closed Trains cancelled No bus No tube Transport Public transport Storm Wind High winds Weather Cold Freezing Heat School closed Boiler broken