Department of Human Resources

Volunteer Leave Policy


The purpose is to prescribe the policy and procedures by which an employee can participate in volunteer leave; in order to give back to the community by volunteering at agencies that are licensed or accredited to serve citizens with special needs including children, youth, and the elderly.

This policy applies to all full-time Seton Hall University administrators and bargaining and non-bargaining unit staff with a minimum of one year of continuous employment with the University.

Volunteerism is the willingness of people to work on behalf of others without the expectation of pay or other tangible gain. As a key part of our Catholic mission, Seton Hall University is committed to giving back to surrounding community agencies, through our employees.


  1. The University will grant seven (7) hours for the purpose of participating in volunteer activities. The leave cannot be taken incrementally.
  2. Employees must apply in advance for volunteer leave.
  3. The leave must be approved by the supervisor. Supervisors have the discretion to deny approval depending on the business needs of the department.
  4. Employees must provide written evidence of the leave in order to receive the appropriate leave credit. Failure to provide the appropriate evidence document will result in the leave being credited as “vacation.” The written evidence document should be on the official letterhead of the organization, dated and signed by the person in authority overseeing/supervising the volunteer activity. (See Exhibit I attached).
  5. Supervisors who approve requests for leave will maintain a record for each employeen under his/her supervision and forward a copy of the evidence document along with the timesheet to Payroll for the respective pay period in which the leave is to be credited
  6. Employees will reflect the appropriate leave code on their timesheet (VLTR).
  7. Leave that is not taken will be forfeited at the conclusion of each fiscal year and will not be carried over into the next fiscal year.
  8. Employees will not be paid for the unused leave upon separation from employment.

This policy became effective January 2, 2008.

Responsibility for the interpretation and administration of this policy resides solely with the Department of Human Resources. The University reserves the right to amend this policy at any time.

Sample - Exhibit I

Letterhead of the non-profit organization
  • Your name
  • Date
  • Brief description of type of work you
    performed – serving meals, painting,
    assembling food baskets for the
    poor, repairs, construction, reading
    to the blind, etc.
  • Name and signature of person supervising the event (i.e. Director of
    agency, Coordinator of volunteer
    programs, etc.).

Effective Date

January 2, 2008

Contact Us

Department of Human Resources
(973) 761-9177
Fax (973) 761-9007
Martin House

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