Volunteer time off policy template

Adapt freely. Replace [Company Name], [N], and the leave-year dates.

Volunteer Time Off Policy

1. Purpose

[Company Name] supports our employees in giving back to the communities and causes that matter to them. This policy sets out our paid volunteer time off (VTO) entitlement and how to use it.

2. Scope

This policy applies to all permanent employees from their start date. It does not apply to contractors or agency workers.

3. Entitlement

Each employee is entitled to [N] paid volunteer day(s) per leave year. Part-time staff receive a pro-rata allowance based on FTE. The leave year runs from [Start date] to [End date].

4. Eligible activities

You may use volunteer time off for any unpaid activity that supports a UK registered charity, charitable incorporated organisation (CIO), community amateur sports club (CASC), or community group operating not-for-profit. Activities can be done in your own time or alongside the company.

5. Booking

Volunteer days are booked through [HR / leave system] in the same way as annual leave, tagged as "Volunteer Leave". Please give your manager at least [X] days' notice.

6. Approval

Approval is at your manager's discretion based on operational needs, but should be granted in all but exceptional circumstances.

7. Carry-over

Unused volunteer days do not carry over to the next leave year.

8. Pay and reporting

Volunteer days are paid as ordinary working days through PAYE. We may request a brief summary of how the day was used for our annual community impact report — no individual employee will be named without their consent.

9. Review

This policy will be reviewed annually.

Read the explainer for guidance on customising the policy.