By Christina Santillo, SHRM-CP, Senior Human Resources Consultant
Fires, floods, hurricanes, and other natural disasters have made headlines this year, serving as a reminder that emergencies can happen at any time. As an employer, do you have a plan in place to protect your business and employees if a disaster strikes?
When disaster occurs, time is critical. Having a well-thought-out plan ensures that everyone knows what to expect, reducing confusion and improving safety. Here are key areas to consider when preparing for a natural disaster:
Develop a Disaster Preparedness Plan
-
Assess potential risks – Identify the most likely natural disasters for your location. If you have remote workers in different regions, consider the specific risks they may face, such as hurricanes in coastal areas or wildfires in dry climates.
-
Establish emergency procedures – Outline evacuation routes, shelter-in-place guidelines, and first aid protocols. Ensure that all employees understand the steps to take in case of an emergency.
Communication
Clear and effective communication is essential during an emergency. But don’t wait for a disaster. Make sure you have a system already in place to quickly notify employees about office closures, evacuation procedures, or any changes to work schedules.
-
Emergency contact lists – Keep them updated and easily accessible.
Understand Federal and State Leave Requirements
If the disaster affects your employees’ physical or mental health or family situations, certain protections may apply:
-
Employers covered by the federal Family and Medical Leave Act or a similar state law should be aware that protections offered by those laws may apply if the disaster results in or exacerbates a serious health condition for an employee or their family member.
-
Employees that are called for National Guard, Civil Air Patrol, or other military or emergency response services may also be entitled to a protected leave.
-
Some states also require leave in the event of a death in the employees’ family.
Know How to Handle Pay During Disasters
If your business closes due to inclement weather or a natural disaster, the way employees are paid will depend on their classification.
-
Nonexempt employees (hourly) are only required to be paid for the hours they actually work. Many employers allow employees to use vacation or paid time off (PTO) if they have available balances.
-
Exempt employees (salary) must receive their full salary if the business is closed for part of the workweek, whether for a full day or partial days. The only exception is if they perform no work at all for an entire workweek. Employers may require exempt employees to use accrued PTO or vacation time during closures, provided there is a policy in place.
Consider an Employee Assistance Program (EAP)
-
If you don’t already have one, an Employee Assistance Program (EAP) can be a valuable resource for employees during times of crisis. EAPs can provide counseling and help employees access the resources they need to navigate difficult situations.
Natural disasters are unpredictable, but having a plan in place can make all the difference. Review your emergency procedures regularly, keep employees informed, and ensure your business is ready to adapt when needed. A little planning now can go a long way in protecting your company and team in the future.
If you an employer with HR questions, you can reach our HR team by calling 855-873-0374 or by emailing us at .
Employers who need help developing or implementing safety plans can reach one of our experienced safety professionals by calling 724-864-8745 or emailing us at .
Disclaimer: The information provided on this website is for informational purposes only and not for the purpose of providing legal advice. Use of and access to this website does not create an attorney-client relationship between Keystone’s Risk Management Division or our employment attorney and the user or browser.
