Volunteer PTO: How Employers Can Activate Paid Volunteer Leave

Giving back isn’t just about donations or gift cards—it’s also about empowering employees to make a difference in their communities.

Enter Volunteer Time Off (VTO), or paid volunteer leave—a benefit that lets employees step away from their desks to make a difference, without losing a day’s pay. Offering VTO isn’t just a nice gesture; it’s a business win. It boosts morale, builds culture and spreads a little extra cheer when the world could use it most.

Here’s how to build a volunteer PTO program that keeps employees engaged and business goals on track.

What Is Volunteer Time Off (VTO) and How Does It Differ from Standard PTO?

Definition of VTO (Paid Volunteer Leave)

Volunteer Time Off (VTO) gives employees paid time to volunteer for a cause they care about. Whether it’s serving meals or walking shelter dogs, employees get to do good (and feel good) on the clock. Plus, scientists say that giving to others boost production of dopamine, serotonin and oxytocin—three brain chemicals that can improve mood and even your teeth!

Standard PTO vs. VTO — Key Differences for Employers

Regular Paid Time Off (PTO) is for rest and recharge. VTO is for reaching out to communities, neighbors and people in need. Both are valuable, but VTO ties directly into your company’s corporate social responsibility (CSR) goals and shows that you walk the talk.

Why VTO Is Important

Nonprofits are always in need, and offering VTO helps employees channel their energy into meaningful action. Plus, giving back isn’t just good for the community; it’s also good for your employees’ hearts! It helps reduce their blood pressure and even lowers body inflammation so your employees can feel great while doing good.

Employee Engagement & Team Culture

Let’s face it—work can be stressful: deadlines, long meetings and endless emails. Giving employees a chance to give back on company time can lift moods, relieve stress and reignite a sense of purpose. Plus, there are few activities that bond coworkers like rolling up their sleeves together.

Employer Brand & CSR Benefits

A strong volunteer PTO program helps your company stand out as one that truly cares. It’s not just about a polished mission statement — it’s about showing your values in action. At Delta Dental of Arizona, our culture of giving back reflects our values in action. It boosts employee engagement, builds trust in the community and strengthens our reputation as a company that genuinely cares.

Planning Your VTO Program: Timing, Eligibility & Allocation

When to Schedule It & How Many Hours or Days to Allocate

Most companies start with one paid day (8 hours) or a few volunteer hours per year. Start small and grow as participation takes off. Some dedicate a single “Day of Service,” while others let employees choose their own volunteer adventures.

Choosing Volunteer Organizations & Activities

Let employees choose causes close to their hearts, or partner with local nonprofits that align with your mission.
Some ideas:

• Sorting food at a food bank
• Helping out at a senior center
• Volunteering at an animal shelter

You can also pick projects that are short, flexible and easy to join. Virtual volunteering is great too — consider writing thoughtful cards for hospital patients or donating skills online.

Implementation: Communication, Logistics and Business Continuity

Internal Communications & Launch

Announce your volunteer leave program as soon as it’s ready to go (before everyone’s calendars fill up). Use your intranet, team meetings or a fun email to spread the word. Share volunteer photos, success stories or even a short kickoff video from leadership.

Covering Business Operations

To keep everything running smoothly, managers can stagger schedules or assign team leads while others volunteer. That way, your team can give back without missing a beat (or a deadline).

Tracking and Optimizing Your VTO Program

What to Measure and How to Track

Keep it simple. Track things like:

• Total volunteer hours
• Employee participation
• Nonprofits supported
• Impact stories (the best part!)

Use HRIS software, spreadsheets or a shared form for employees to log their hours. Easy tracking = better storytelling later.

Reporting Results

Celebrate the wins! Share your impact in newsletters, on social media or company meetings — “This year, our team volunteered 300 hours across 12 local charities!” goes a long way in showing pride and purpose.

Adjusting for Next Year

After the conclusion of the program, gather feedback and fine-tune your program. Maybe next year you can expand to year-round VTO or introduce a friendly department competition.

Legal, HR & Policy Considerations

Integrating VTO Into Policies

Add your VTO details to the employee handbook so everyone knows how it works, including who’s eligible, how to request time and what counts as an approved activity. Be sure to keep things inclusive and optional; no guilt-tripping allowed! The goal is to spread joy, not pressure.

Tax & Compliance Notes

Check with HR or legal advisors to ensure your program aligns with labor laws in your area. (No one wants to get audited by Scrooge.)

Here’s also where you’ll want to think about HRIS system needs and accounting details. Decide how VTO hours will be tracked—through your HR system, payroll or manually—and make sure it lines up with how you report paid time off. Accounting may also need to decide if VTO counts as paid or unpaid time. Sorting this out early helps avoid confusion later and keeps HR and finance on the same page.

Next Steps for Employers

A well-planned volunteer PTO program is a win-win: your employees feel fulfilled, your community benefits and your company culture shines a little brighter.

Quick Checklist:

• Set your volunteer PTO policy
• Choose timing and eligible causes
• Spread the word early (and often!)
• Track results and celebrate success
• Plan ahead for next year’s giving

With a bit of planning and a lot of heart, your volunteer program can become a favorite workplace tradition.

FAQ: Should We Offer Volunteer PTO?

What is paid volunteer time off (VTO)?
Paid volunteer time off is company-paid leave for employees to volunteer for charitable causes.

Why offer it volunteer PTO?
Nonprofits need extra hands, and employees love giving back, especially when they don’t have to dip into vacation time.

How do we measure the impact?
Track volunteer hours, participation rates and feedback. Add stories and photos to make it personal.

Should unused volunteer hours roll over?
It’s up to you; some employers let them expire, others roll them into the next year.