How employers can protect employees who drive in snow and ice: vehicle preparation, trip planning, schedules, policies, emergency kits and what to do when conditions are too dangerous.
Any business with employees who drive during work: delivery and courier services, field service and HVAC technicians, home care workers visiting clients, property maintenance crews, sales staff, security patrols and construction crews moving between sites. It applies whether employees drive company vehicles or their own cars for work. Commuting to and from work is generally the employee’s own responsibility, but winter weather policies that affect start times and closures matter there too.
EZTime task management lets you assign one-time or recurring tasks to each shift and see them done.
| Item | What to check |
|---|---|
| Tires | Tread depth, pressure, winter or all-weather tires where conditions require |
| Battery | Tested before winter; cold reduces capacity |
| Wipers and fluid | New blades and winter-rated washer fluid |
| Lights | All lights working and clean |
| Brakes | Inspected before the season |
| Heater and defroster | Working fully for clear windows |
| Fuel | Keep the tank at least half full in winter |
For company vehicles, schedule a winter inspection for every vehicle before the first snow. For employees using their own vehicles for work, share the checklist and consider whether your mileage reimbursement covers winter maintenance.
Many winter crashes happen because drivers feel they have to keep to a schedule. Build flexibility in:
Cover one technique per week in a short toolbox talk during the winter months.
Write down what happens when conditions are dangerous, so drivers do not have to guess or feel pressured. Include:
Our inclement weather policy guide and reporting time pay laws explain the pay side.
A home care agency with 35 caregivers in a snowy region reviews the forecast every afternoon from November to March. When a storm is expected, coordinators call clients the evening before to move non-essential visits and group essential visits by area so caregivers drive less. Caregivers check in by app on arrival at each client, and the coordinator follows up on anyone who is more than 30 minutes late. Every caregiver’s car has an emergency kit the agency provided at the start of the season, and the agency’s policy states clearly that no caregiver will be disciplined for delaying a visit because roads are unsafe.
Hold a short winter driving session each fall, before the first snow. Cover the vehicle checklist, the emergency kit, the weather policy and who to call, and practice the steps to take if a vehicle gets stuck. New drivers and those new to winter conditions need extra attention. Record attendance like any other safety training.
Winter means more driving in the dark, and long, cold days increase fatigue. Limit long drives after night shifts, plan breaks on long routes and watch total hours in busy winter weeks. Accurate time records help you spot employees working long days before they get behind the wheel tired.
For non-exempt employees, time spent driving between work sites or clients during the workday is generally working time. Time spent waiting for a road to reopen while on duty, clearing snow from a company vehicle at the start of a shift or waiting for a tow during a work trip may also be working time. Record it and pay it. See travel time pay rules.
EZTime lets dispatchers and managers see who is on the road and where they clocked in, change schedules quickly when weather moves in and send announcements to drivers by app or text. GPS clock-in from the mobile app records when field employees start and finish, and hours by job or client keep travel time visible.
Employers have a general duty to protect workers from recognized hazards, which includes work-related driving. Commuting is usually the employee’s own responsibility.
A clear policy should allow employees to refuse unsafe driving without punishment. Federal and state laws also protect workers who raise safety concerns.
If the employee is on duty and waiting as part of a work trip, it is generally working time for non-exempt employees.
A scraper, shovel, traction material, jumper cables, flashlight, blankets, water, snacks, first aid kit and phone charger.
Have a policy that lets managers delay or cancel non-urgent visits based on forecasts and conditions.
EZTime lets you reschedule and message drivers in minutes.