Volunteer Time Off (VTO) is a powerful way for companies to support their communities while boosting employee engagement and satisfaction. VTO programs allow employees to take paid time off to volunteer for charitable organisations, creating a win-win for employees, employers, and the communities they serve. This template provides a complete VTO policy for US companies of all sizes.

Key Takeaways

  • VTO provides paid time off for employees to volunteer, typically 8–24 hours per year.
  • VTO is not required by federal law but is a widely adopted best practice.
  • VTO programs boost employee engagement, retention, and brand reputation.
  • Clear eligibility criteria, tracking processes, and eligible organisations prevent misuse.

What This Template Covers

This template provides a complete Volunteer Time Off (VTO) policy for US companies. It covers VTO entitlements, eligible volunteer activities and organisations, approval and tracking procedures, team volunteering, and integration with the company’s corporate social responsibility (CSR) strategy. It is designed for companies of all sizes and can be adapted to reflect your company’s values and community priorities.

Volunteer Time Off (VTO) Policy Template

1. Purpose

[Company Name] believes in giving back to the communities where we live and work. This policy provides employees with paid time off to volunteer for charitable and community organisations, supporting our commitment to corporate social responsibility and employee engagement.

2. Scope

This policy applies to all regular full-time and part-time employees of [Company Name] who have completed their [30/60/90-day] probationary period. It does not apply to:

  • Temporary or seasonal employees
  • Independent contractors
  • Interns

3. VTO Entitlement

[Company Name] provides each eligible employee with [8/16/24] hours of paid Volunteer Time Off per calendar year.

  • VTO hours are available from [January 1 / employee’s start date] each year.
  • VTO hours [do not / may] carry over to the next calendar year.
  • VTO is in addition to regular PTO, sick leave, and other leave entitlements.
  • VTO hours are prorated for part-time employees based on their scheduled hours.

4. Eligible Volunteer Activities

VTO may be used for the following types of volunteer activities:

  • Volunteering at a registered 501(c)(3) nonprofit organisation
  • Volunteering at a government-approved community organisation (e.g., public schools, libraries, fire departments)
  • Volunteering at a company-approved charitable event (e.g., charity runs, community clean-ups, food bank drives)
  • Volunteering for civic activities (e.g., serving as a poll worker, participating in community planning boards)
  • Skills-based volunteering (e.g., pro bono consulting, mentoring, teaching)

5. Ineligible Activities

VTO may not be used for:

  • Political campaigning or lobbying
  • Activities that promote a specific religious organisation or doctrine
  • Personal errands or activities that do not involve volunteering for an eligible organisation
  • Volunteering for organisations where the employee is a board member or paid consultant (conflict of interest)

6. Approval Process

  1. Employee submits a VTO request via [HR system / email / Slack] at least [1 week] before the intended volunteer date.
  2. The request must include:
    • Name of the organisation or event
    • Description of the volunteer activity
    • Dates and hours requested
  3. The manager reviews and approves the request based on business needs and eligibility.
  4. Approved VTO is recorded in the HR system for tracking and reporting.

7. Team Volunteering

[Company Name] encourages team-based volunteering as a way to build community and strengthen team bonds. Teams may organise group volunteer events with the approval of [HR / CSR coordinator]. Team VTO events will be communicated to all eligible employees in advance.

8. Tracking and Reporting

  • VTO hours are tracked in [HR platform / time tracking system].
  • Employees are responsible for accurately recording their VTO hours.
  • Managers will receive [quarterly / annual] reports on team VTO usage.
  • [Company Name] will publish an annual CSR report summarising total VTO hours and community impact.

9. Company-Organised VTO Events

[Company Name] may organise company-wide VTO events (e.g., annual day of service, holiday giving campaigns). These events are optional but strongly encouraged. Employees who participate will have their VTO hours recorded automatically.

10. Policy Review

This policy will be reviewed annually to ensure alignment with the company’s CSR goals and community needs.

Requirement Detail
Federal law No requirement for VTO; entirely discretionary
State laws Some states encourage VTO through tax incentives
Tax treatment VTO is paid as regular wages; no special tax treatment
FMLA interaction VTO does not count against FMLA leave entitlement
PTO interaction VTO is separate from regular PTO; does not reduce PTO balance

Customisation Tips

  • Set a meaningful entitlement. 8 hours (1 day) is common, but 16–24 hours (2–3 days) is increasingly standard and sends a stronger message about your commitment.
  • Offer skills-based volunteering. Encouraging employees to use their professional skills (e.g., accounting, marketing, IT) during VTO creates higher-impact volunteer experiences.
  • Add a donation match. Pair VTO with a charitable donation match programme for maximum community impact.
  • Track and celebrate impact. Share VTO stories and impact metrics internally and externally to reinforce your company’s values.
  • Include pro bono work. If your company offers pro bono services, integrate this into the VTO policy.

Common Mistakes to Avoid

  1. Making VTO too restrictive. Overly narrow eligibility criteria or approval processes can discourage participation.
  2. Not tracking VTO hours. Without tracking, it is difficult to measure impact, manage costs, or report on CSR goals.
  3. Requiring excessive documentation. Simple approval processes encourage participation. Avoid requiring proof of volunteer hours unless necessary.
  4. Not communicating the policy. VTO is only valuable if employees know about it. Promote it during onboarding and through regular communications.
  5. Ignoring team volunteering. Group volunteer events build team culture and create a sense of shared purpose.

Frequently Asked Questions

Is VTO required by law?

No. There is no federal or state law requiring employers to provide Volunteer Time Off. VTO is a discretionary benefit. However, some states (e.g., Vermont, Minnesota) have enacted laws encouraging or facilitating VTO programs.

Can VTO be used for political activities?

This depends on your policy. Some companies allow VTO for civic engagement (e.g., serving as a poll worker) but exclude partisan political activities (e.g., campaigning for a candidate). Define eligible and ineligible activities clearly in your policy.

Does VTO carry over if unused?

This is at your discretion. Some companies allow limited carry-over, while others have a “use it or lose it” policy. If VTO does not carry over, communicate this clearly to employees and encourage them to plan their volunteer activities throughout the year.

Can't keep up with employee's
leave emails? Track your employee's leave with Leave Balance
Try our demoSign Up
cross icon