What Happens When Employees Cannot Get To Work
Practical Solutions For Transport Strikes, School Closures And Other Unexpected Disruptions
Unexpected disruption can create significant challenges for both employers and employees. Whether the issue is transport strikes, school closures, severe weather, flooding, public transport disruption, childcare breakdowns or an employee becoming stranded abroad, businesses are often faced with the same question: how should they respond when an employee cannot attend work through no fault of their own?
Whilst every situation will be different, a consistent and practical approach can help minimise disruption, maintain employee relations and ensure managers make fair decisions. The key is to understand the options available, communicate clearly with employees and balance the needs of the business with the individual circumstances involved.
In this article, we look at the most common causes of workplace disruption, the options available to employers and the practical steps you can take when employees are unable to work as normal.
Common Causes Of Workplace Disruption
Unexpected workplace disruption can arise for many different reasons and often occurs with little warning. Whilst the cause may vary, the challenge for employers is usually the same: how to manage the situation fairly whilst maintaining business operations.
Some of the most common causes of workplace disruption include:
- Transport Strikes – industrial action affecting train, bus, tram or other transport services may prevent employees from travelling to work as normal.
- School Closures And Childcare Breakdowns – industrial action, severe weather, emergency closures or unexpected childcare issues can leave employees needing to make alternative care arrangements at short notice.
- Severe Weather – snow, ice, storms and other extreme weather conditions can make travel difficult or unsafe.
- Flooding And Major Incidents – flooding, road closures, utility failures and other local emergencies can prevent employees from attending work.
- Public Transport Disruption – delays, cancellations and reduced services can affect employees even where formal strike action is not taking place.
- Family Emergencies – unexpected situations involving dependants or close family members may require employees to take time away from work at short notice.
- Flight Cancellations And Employees Stranded Abroad – industrial action, severe weather, natural disasters or travel restrictions can prevent employees from returning to work as planned following annual leave or business travel.
Although the legal position may vary depending on the circumstances, employers should aim to respond consistently and consider all available options before making decisions about absence, pay or leave arrangements.
In many cases, a practical and flexible approach can help minimise disruption for both the employee and the business.
Start With The Practical Question
When an employee is unable to attend work due to circumstances outside their control, it can be tempting to focus immediately on pay, annual leave or other absence arrangements. However, the most effective approach is usually to start by understanding the practical situation and exploring whether the employee can continue working in some capacity.
Before considering formal leave arrangements, employers should discuss the situation with the employee and establish the facts. In particular, consider the following questions:
- Can the employee work? Even if they cannot attend their normal workplace, they may still be able to perform some or all of their duties.
- Can the employee work remotely? Where homeworking is possible, this may provide the simplest solution and minimise disruption for both the employee and the business.
- Can duties be adjusted temporarily? It may be possible to reassign work, alter priorities or provide temporary flexibility whilst the disruption continues.
- How long is the disruption expected to last? A one-day issue may require a different approach to a situation that could continue for several days or weeks.
- What steps has the employee taken to minimise the impact? For example, have they explored alternative travel arrangements, childcare options or temporary support from family members?
By understanding the practical circumstances first, employers are often able to identify solutions that allow work to continue whilst supporting the employee through a difficult situation. Only once these options have been explored should employers move on to considering annual leave, unpaid leave or other formal arrangements.
Employees Affected By Transport Disruption
Transport disruption can occur for a variety of reasons, including rail and bus strikes, road closures, severe weather, fuel shortages and major incidents affecting public transport networks. Whatever the cause, employers are often faced with employees who are willing to work but are unable to travel to their normal workplace.
There is rarely a single solution that will work in every situation. Instead, employers should consider the nature of the employee’s role, the expected duration of the disruption and the options available to minimise the impact on both the employee and the business.
Homeworking
Where the employee can carry out their duties remotely, homeworking will often be the simplest and most practical solution.
Many businesses now have the technology and processes in place to support temporary homeworking arrangements. If the employee can perform their role effectively from home, this may allow work to continue with little or no disruption.
Employers should consider whether the employee has appropriate equipment, access to systems and a suitable working environment before agreeing a temporary homeworking arrangement.
Adjusted Working Hours
Where travel is possible but more difficult than usual, temporary adjustments to working hours may help employees continue working.
For example, employees may be able to avoid peak disruption by starting earlier or later than normal, working a compressed day or making up lost time over a number of days.
Temporary flexibility can often provide a practical solution without the need for formal leave arrangements.
Annual Leave
Where an employee cannot work and alternative arrangements are not possible, annual leave may be an option.
Some employers may allow employees to use annual leave for all or part of the period affected by the disruption. In certain circumstances, employers may also agree to annual leave being taken in hours rather than full days where this is consistent with existing workplace arrangements.
Time Off In Lieu (TOIL)
If the employee has previously accrued time off in lieu, it may be possible to use that entitlement to cover part or all of the absence.
Alternatively, some employers may choose to continue paying the employee and allow the missed time to be made up over a reasonable period, provided this approach is applied consistently and is practical for the business.
Authorised Unpaid Leave
Where the employee is unable to work and no other option is suitable, a period of authorised unpaid leave may be appropriate.
Employers should communicate clearly how the absence will be treated, whether pay will be affected and what steps the employee is expected to take if the disruption continues.
Communicating Your Approach
Employers should make clear what they expect employees to do if transport disruption affects their ability to attend work. Employees should be encouraged to notify their manager as soon as possible, explain the circumstances and discuss any alternative arrangements that may be available.
By responding consistently and focusing on practical solutions, employers can minimise disruption whilst maintaining positive employee relations during periods of uncertainty.
Employees Affected By School Closures Or Childcare Problems
School closures, nursery closures and unexpected childcare breakdowns can create significant challenges for working parents. Whilst industrial action by teachers may attract media attention, childcare issues can arise for many reasons, including severe weather, emergency school closures, illness affecting childcare providers or the sudden unavailability of family members who normally provide care.
Where employees are affected, employers should take a practical approach and discuss the options available before deciding how any absence will be managed.
Much will depend on the individual circumstances involved, including:
- The age of the child and whether they can be left unsupervised.
- Whether the child has any additional care needs.
- The availability of alternative childcare arrangements.
- Whether another parent, partner or family member can provide support.
- Whether the employee can work from home or adjust their working pattern temporarily.
Understanding the practical circumstances will help employers and employees identify the most appropriate solution.
Temporary Flexibility
In many cases, a temporary adjustment to working arrangements may be the most practical solution.
For example, employers may allow employees to work from home, adjust their start and finish times, work a reduced schedule temporarily or make up lost time over a longer period.
A degree of short-term flexibility can often allow work to continue whilst helping employees manage unexpected childcare responsibilities.
Time Off For Dependants
Employees have a statutory right to take a reasonable amount of unpaid time off to deal with certain emergencies involving dependants.
This right is intended to allow employees to deal with the immediate situation and make alternative arrangements rather than provide ongoing childcare.
In practice, time off for dependants may be appropriate where a school closes unexpectedly or childcare arrangements break down without warning. However, where disruption is announced well in advance, such as planned strike action, this right may be less likely to apply because the situation is no longer unforeseen.
Parental Leave
Eligible employees may be entitled to take unpaid parental leave to care for a child.
Parental leave can provide an option where childcare issues are expected to continue beyond the immediate short-term disruption. Employers may also choose to be more flexible than the statutory rules require, particularly where doing so will help the employee remain engaged and productive.
Annual Leave
Employees may choose to use annual leave where childcare responsibilities prevent them from working.
Some employers may allow annual leave to be taken in shorter periods or hours to provide additional flexibility, although this will depend on the arrangements already in place within the business.
Maintaining Open Communication
Employers who communicate openly and work collaboratively with employees are often able to find practical solutions that minimise disruption for everyone involved.
A proactive approach can help maintain positive employee relations whilst ensuring the needs of the business continue to be met. Employees who feel supported during periods of difficulty are often more willing to demonstrate flexibility when business needs require it in the future.
Employees Stranded Abroad
Most discussions about workplace disruption focus on employees who cannot get to work because of events within the UK. However, employers occasionally face situations where an employee is unable to return to work following annual leave or business travel because they have become stranded abroad.
This can happen for a variety of reasons, including cancelled flights, airport closures, industrial action, severe weather, natural disasters, political unrest or travel restrictions imposed by local authorities.
When this situation arises, employers should avoid making assumptions and instead gather the relevant facts before deciding how the absence will be treated.
Can The Employee Work Remotely?
The first question should be whether the employee can continue working remotely from their current location.
For some office-based roles, temporary remote working may allow the employee to continue carrying out most or all of their duties until travel arrangements can be made. Employers should consider any practical, security, confidentiality or data protection issues before agreeing to this approach.
For many roles, particularly customer-facing, operational or site-based positions, remote working may not be possible.
Is Additional Annual Leave Available?
Where the employee cannot work remotely, the next option may be to use additional annual leave to cover the period of absence.
If the employee has sufficient annual leave remaining, this may provide a straightforward solution whilst they make arrangements to return home.
Employers should ensure any agreement is confirmed clearly and recorded appropriately.
Will The Absence Be Unpaid?
Where remote working is not possible and the employee has insufficient annual leave available, employers will need to decide how the additional absence will be treated.
In many cases, the absence may be authorised but unpaid. However, employers may choose to exercise discretion depending on the circumstances, particularly where the disruption is entirely outside the employee’s control.
Whatever approach is adopted, it should be applied consistently and communicated clearly to the employee.
What Does The Contract Say?
Employment contracts and workplace policies may provide guidance on how unexpected absences should be managed.
Employers should review any relevant provisions relating to attendance, annual leave, unpaid leave, emergency situations or business travel before making a decision.
Whilst contracts will not always provide a complete answer, they can help ensure decisions are made consistently and in accordance with established workplace rules.
Take A Practical Approach
Every situation will be different. The reason for the disruption, the employee’s efforts to return to work, the availability of alternative travel arrangements and the nature of the employee’s role may all influence the most appropriate response.
Employers who take a practical and reasonable approach are often able to resolve these situations with minimal disruption whilst maintaining positive employee relations.
Severe Weather And Travel Disruption
Severe weather can affect an employee’s ability to attend work in much the same way as transport strikes or other travel disruption.
Snow, ice, flooding, high winds and storms can make journeys unsafe or impossible, particularly where road closures, public transport cancellations or local emergency measures are in place.
When severe weather occurs, employers should first consider whether employees can work remotely, adjust their working hours or make alternative travel arrangements. If this is not possible, options may include annual leave, time off in lieu, authorised unpaid leave or other arrangements agreed between the employer and employee.
As with any workplace disruption, employers should communicate clearly with employees, apply decisions consistently and consider both the operational needs of the business and the individual circumstances involved.
For a more detailed guide on managing employee absence during periods of severe weather, including pay considerations and practical steps employers can take, read our article on Adverse Weather and Employee Absence.
Options Available To Employers
When employees are unable to work because of transport disruption, school closures, severe weather or other unforeseen circumstances, employers have a number of options available. The most appropriate approach will depend on the nature of the disruption, the employee’s role and the operational needs of the business.
Employers should aim to be consistent whilst retaining sufficient flexibility to deal with individual circumstances.
Homeworking
Where the employee can carry out their duties remotely, homeworking will often be the most practical solution. Temporary homeworking arrangements can help maintain productivity whilst removing the immediate travel or childcare issue.
Employers should ensure employees have appropriate access to systems, equipment and information before agreeing to any temporary homeworking arrangement.
Temporary Flexible Working
A temporary adjustment to working hours may provide a practical alternative where employees are unable to work their normal schedule.
Examples include staggered start and finish times, compressed working hours, making up time later or temporarily adjusting duties. In many cases, short-term flexibility can allow employees to continue working whilst managing the disruption they are facing.
Annual Leave
Employees may choose to use annual leave where they are unable to work because of travel difficulties, childcare responsibilities or other personal circumstances arising from the disruption.
Employers should ensure any annual leave arrangements are agreed and recorded in the normal way.
Time Off In Lieu (TOIL)
Where a TOIL arrangement exists, employees may be able to use accrued time off to cover all or part of the absence.
Some employers may also agree to continue paying employees and allow lost time to be made up over a reasonable period, provided the arrangement is practical and applied consistently.
Unpaid Leave
Where no other option is suitable, employers may authorise a period of unpaid leave.
This may be appropriate where the employee is unable to work, has exhausted other leave options or the disruption is expected to continue for a prolonged period.
Any unpaid leave arrangement should be confirmed clearly, including the impact on pay and any expectations regarding communication during the absence.
Paid Leave (Employer Discretion)
Some employers may choose to continue paying employees during short periods of disruption, particularly where the situation is entirely outside the employee’s control and the expected absence is brief.
Whilst there is often no legal requirement to provide paid leave in these circumstances, doing so may help maintain employee goodwill and strengthen employee relations.
If discretionary paid leave is granted, employers should ensure decisions are made consistently and are based on clear business reasons to avoid perceptions of unfair treatment.
Whatever approach is adopted, it is important that managers communicate clearly with employees, consider alternatives before refusing requests and apply workplace policies consistently across the workforce.
Consistency Matters
Unexpected workplace disruption can place pressure on both employees and managers. Whether the issue involves transport disruption, severe weather, childcare problems or an employee becoming stranded abroad, employers are more likely to maintain positive employee relations where decisions are made consistently and communicated clearly.
Employees are generally more willing to accept decisions they do not necessarily agree with if they understand the reasons behind them and can see that similar situations are being treated in the same way across the workforce.
Whilst every situation should be considered on its own facts, employers should avoid making decisions based solely on personal preference or who happens to be managing the employee at the time. Applying policies consistently helps reduce the risk of misunderstandings, grievances and allegations of unfair treatment.
Having clear policies, training managers and encouraging open communication can help ensure workplace disruption is managed fairly whilst balancing the needs of both the business and its employees.
How Kea HR Can Help
Managing employee absence and workplace disruption can be challenging, particularly where there is no obvious right or wrong answer. Whether the issue involves transport disruption, school closures, severe weather, childcare problems or unexpected employee absence, having clear policies and consistent management practices can help reduce disruption and minimise risk.
At Kea HR, we help SMEs develop practical HR solutions that support both their employees and their business objectives.
We can support your business with:
- Absence Management Support – helping you manage employee absence fairly, consistently and in line with current employment law.
- Flexible Working Guidance – advising on temporary and permanent flexible working arrangements that balance business and employee needs.
- Employee Handbooks – creating and reviewing handbooks that provide clear guidance for employees and managers.
- Workplace Policies – drafting and reviewing policies covering attendance, flexible working, homeworking, adverse weather and other workplace issues.
- Manager Guidance And Support – helping managers make confident, consistent decisions when unexpected situations arise.
Whether you need support reviewing your existing policies or advice on a specific employee issue, we can help you find practical solutions that work for your business.
Are You Prepared For Unexpected Workplace Disruption?
Transport strikes, severe weather, school closures and other unexpected events can quickly create challenges for employers. Having the right policies, procedures and management approach in place can help you respond consistently and minimise disruption to your business.
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