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Volunteer Time Off

The Dartmouth College Volunteer Time Off Policy allows all regular benefit-eligible employees, who are not covered by a collective bargaining agreement, up to one day of paid time off from regularly scheduled work hours each fiscal year (July 1 - June 30) to perform volunteer services through organizations affiliated with the United Way. This policy has been in effective since January 1, 2017.

Employees requesting Volunteer Time Off must complete the Volunteer Time Off Form and submit the form to their supervisor for approval with reasonable advance notice of the proposed time off. The decision to approve a request is within the discretion of the supervisor, based upon the business and operational needs of the department. More details are provided in the Volunteer Time Off Policy and a list of the most frequently asked questions are below.

Frequently asked questions:

Dartmouth encourages all eligible employees to use their Volunteer Time Off to make a positive difference in their community and throughout the Upper Valley by supporting eligible non-profit organizations.

These FAQs are intended to provide guidance and to help ensure consistency in the process for requesting, using, and recording Volunteer Time Off. Employees and supervisors who have additional questions about the policy should contact their Human Resources Consultant.

Who is eligible for volunteer time off?

All regular, benefit-eligible employees not covered by a collective bargaining agreement are eligible for volunteer time off.

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Can an employee volunteer at any non-profit organization they choose?

Employees are able to use their volunteer time off with any organization affiliated with or supported by the Granite United Way or United Way.

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Why are the eligible organizations limited to those affiliated with the United Way?

Dartmouth has a long-standing relationship with the Granite United Way, and this policy provides employees with another way to support organizations affiliated with the United Way in addition to monetary contributions. Because we have employees who live, work, or otherwise spend time outside the Upper Valley, any organization world-wide that is affiliated with the United Way is covered by the policy. A listing of eligible organizations can be found by visiting the Granite United Way and United Way websites. These external listings ensure consistency and objectivity in the approval process for managing the program. We recognize and appreciate that employees may have other organizations that they will continue to support during their vacation time or other non-work hours, and our hope is that this list will grow over time.

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Can an employee's request for volunteer time off be denied?

The decision to accept a request for volunteer time off is within the discretion of the supervisor, based on the business and operational needs of the department. If the supervisor determines that the requested time will conflict with business needs, they are encouraged to work with the employee to find a time that works for both the department and the employee.

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How can volunteer time off be used?

The volunteer time off may be used only in one-half or full day increments during regular scheduled work hours.

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Is the Volunteer Time Off Form required?

Yes. Employees using volunteer time off must complete the Volunteer Time Off Form, requesting time off and verifying their use of the benefit. Completed forms must be sent to Human Resources in a timely manner.

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I work in a remote location from my supervisor? How do I get my request approved?

Employees who work in a remote location from their supervisor may obtain their supervisor's signature via a scanned or faxed copy of the form.

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What if an employee wants to volunteer more than one day in a fiscal year (July 1 – June 30)?

Dartmouth encourages employees to volunteer their time consistent with their interest in an organization or activity. While Dartmouth is happy to provide one day of paid time off to support this effort, that obviously does not limit the amount of time an employee volunteers. Employees may use vacation time for additional volunteer time, or may volunteer during non-scheduled work hours.

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Is unused volunteer time paid out or carried over to the following year?

No.

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Do I need to complete a Workers' Compensation Injury Report if I am injured while volunteering or while traveling to the site where the service is performed?

As with any activities that occur outside of Dartmouth employment while an employee is using paid time off, Dartmouth College is not liable for injuries incurred during volunteer time off. Therefore, it is not necessary for the employee or supervisor to complete the Workers' Compensation Injury Report that would be required if the injury were work-related. Of course, in the event an employee sustains any injury at any time, employees are advised to seek medical attention appropriate to the injury.

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Does travel time count towards volunteer time off?

Your volunteer time off may include the time required to travel to the volunteer site.

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When does the volunteer time off day become available?

This policy will go into effect on 1/1/17 and all eligible employees will be allotted one day of paid volunteer time off (prorated based on FTE) to be used before the end of the fiscal year (June 30, 2017). Moving forward, at the beginning of each fiscal year (July 1), all eligible employees will be allotted one day of paid volunteer time off (prorated based on FTE) to be used in that fiscal year (July 1 – June 30). Eligible new employees may use one day of paid volunteer time off between their date of hire and the end of the fiscal year (June 30).

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How do hourly-paid employees record volunteer time off in Kronos?

Hourly-paid employees should record the time used under the Kronos pay code "VOL" and enter the number of hours spent volunteering in the "amount" column.

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Last Updated: 2/15/17