Paid Time Off for Volunteer Services Policy

Effective Date:
October 17, 2023
Applies To:
Classified Staff, Appointed Personnel, University Staff
Responsible Units:
Human Resources
Status:
Active

Purpose and Summary

To foster community engagement and service to the people of Arizona, the University of Arizona (University) provides full benefits-eligible employees up to eight hours of paid time off each calendar year to volunteer at a qualifying Nonprofit or 501(c)(3) organization, or a federal, state, or local government agency.

Scope

This Policy applies to all full benefits-eligible employees.

Definitions

Nonprofit means no part of the organization’s income is distributed to its members, directors, or officers.

Nonpartisan means the organization may not attempt to influence legislation as a substantial part of its activities and it may not participate in any campaign activity for any particular political candidates, groups, or issues.

501(c)(3) means organizations (commonly referred to as charitable organizations), which are organized and operated exclusively for religious, charitable, scientific, educational, literary, testing for public safety, or other specified purposes and that are tax exempt under Section 501(c)(3) of the Internal Revenue Code.

Policy

  1. Full benefits-eligible employees are granted eight hours of paid time off for volunteering. Paid time off for volunteering is available upon hire and renewed annually each January 1, thereafter. Paid time off for volunteering is prorated for full benefits-eligible employees at less than 1.0 FTE.

  2. Paid time off for volunteering is: (i) optional, no employee is required to volunteer; and (ii) not considered time worked for purposes of overtime or compensatory time.

  3. The allotted eight hours paid time off for volunteering does not carry over from year to year. Upon separation from employment, there is no pay out for unused paid time off for volunteering hours. 

  4. Employees may request paid time off for volunteering to volunteer for a Nonprofit or 501(c)(3) organization, or a local, state, or federal government agency, with the following conditions:

    1. The organization must be Nonpartisan, and the employee must abide by the University Political Activity Policy (Interim).

    2. The activity must benefit the broader community as opposed to being for the exclusive benefit of a members-only group (such as a mutual aid society) or religious congregation.

    3. The activity must take place during hours when the employee is regularly scheduled to work. Employees will not be compensated for volunteer activities they perform on their own time.

  5. Employees must request and receive written approval from their supervisor in advance of using paid time off for volunteering.

  6. Employees who participate in outside volunteer activities must also abide by the Conflicts of Interest and Commitment Policy.

  7. The University will not direct or control the employee’s volunteer activity. The granting of paid time off for volunteering does not constitute University endorsement or sanction of the volunteer activity in which the employee chooses to engage in on their own time.

Compliance and Responsibilities

Prior to using paid time off for volunteering, the employee will certify, in writing, that the volunteer hours will be used to volunteer for a qualifying Nonprofit or 501(c)(3) organization, or governmental agency in an activity that benefits the community. At their discretion, supervisors may require the employee to provide verification of the organization’s Nonprofit, 501(c)(3), or government status.

Supervisors may exercise their discretion to deny or request deferral of paid time off for volunteering, including consideration of unit staffing, business needs, and conflict of commitment management. The nature or mission of the Nonprofit or 501(c)(3) organization, or governmental agency cannot be considered in the supervisor’s decision.

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