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.
This Policy applies to all full benefits-eligible employees.
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.
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.
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.
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.
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:
The organization must be Nonpartisan, and the employee must abide by the University Political Activity and Lobbying Policy.
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.
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.
Employees must request and receive written approval from their supervisor in advance of using paid time off for volunteering.
Employees who participate in outside volunteer activities must also abide by the Conflicts of Interest and Commitment Policy.
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.
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.
Can I use paid time off for volunteering for religiously affiliated activities?
It depends. Paid time off for volunteering cannot be used for serving as a worship leader, proselytizing, or raising funds for religious activities.
Paid time off for volunteering may, however, be taken for charitable activities occurring under the auspices of a religious organization (e.g., a synagogue serving homeless people in Operation Deep Freeze, or a church group participating in a Habitat for Humanity build).
Why can’t I use paid time off for volunteering to work for a political candidate?
Arizona State Statute (A.R.S.) section 15-1633 prohibits the use of any University resources “for the purpose of influencing the outcomes of elections or to advocate support for or opposition to pending or proposed legislation.” See Arizona Board of Regents (ABOR) Policy 6-905 for permitted activities.
Do I need to disclose my volunteer activity as an outside commitment with the Office of Responsible Outside Interests?
If the activity meets the disclosure requirements of the Conflicts of Commitment and Interests Policy, disclosing the activity is required. You may review the Outside Commitment Decision Tree for guidance and contact the Office of Responsible Outside Interests for assistance.
Can I use paid time off for volunteering at University events (e.g. Commencement, Homecoming)?
Yes, paid time off for volunteering may be used for this purpose as long as the work being performed is not a requirement or duty of your University employment.
Can I use paid time off for volunteering if my position is grant funded?
In most cases, yes, you can use paid time off for volunteering. However, each grant has guidelines on how the award may be used. Contact Sponsored Projects Services for assistance.
How do I record time taken as paid time off for volunteering?
A specific reporting code for employees to record paid time off for volunteering will be available in the UAccess time reporting system. In the comments section, indicate the name of the organization you volunteered for and the volunteer service you provided.
IRS Exemption Requirements – 501(c)(3) Organizations
A.R.S. section 15-1633 – Use of university resources or employees to influence elections; prohibition; civil penalty; definitions
ABOR Policy 6-905 – Political Activity
University Policy – Conflicts of Interest and Commitment Policy
12/01/2023: Updated responsible unit email address.
* Please note that sections titled Frequently Asked Questions, Sources, Related Information, and Revision History are provided solely for the convenience of users and are not part of the official University policy.
