Volunteer helping pick up trash on a roadside

In keeping with Ball State University policy, Ball State employees may volunteer for a governmental entity or a 501(3) not-for-profit organization at the sole discretion and with prior approval of the employee’s supervisor.

Employees who wish to volunteer on university time must obtain written pre-approval from their supervisor, keep a record of the time spent volunteering, and use the pay code “Volunteer Pay” in Kronos.  See below for more details.

Frequently Asked Questions

Supervisors are encouraged to allow employees to participate. However, the supervisor must ensure that there is appropriate staffing to meet the needs of the organization.

Non-Exempt (hourly)

If you are non-exempt (hourly paid), clock out for the time that you are volunteering (this includes travel time). You or your supervisor will add the hours using the pay code “Volunteer Pay” in UKG. This process mirrors how you handle other paid time off such as sick, vacation, PTO, etc.

For example, if Mary is volunteering from 9:00 am to 11:00 am and leaves at 8:30 am and returns at 11:30 am, she would clock out at 8:30 am, clock back in at 11:30 am, and then add 3 hours of “Volunteer Pay” in UKG.

Exempt (Salaried)

If you are exempt (salaried), the hours spent volunteering should also be coded as “Volunteer Pay” in UKG. Unlike sick and vacation that are reported in half and full-day increments, “Volunteer Pay” is entered in increments of 15 minutes.

For example, if Mary spends 2.5 hours performing volunteer work, she would add a line in UKG with 2.5 hours of “Volunteer Pay”.

Please keep a copy of your employee’s request to volunteer along with your approval of the request. If your employee submitted a paper UKG Adjustment Form, please keep this document for three years.

For additional information regarding Ball State University record-keeping policies, please contact Kate Stoss in Human Resources.

In general, managers should only approve requests for University sponsored events such as the Angels for Life Blood Drive, United Way Day of Action and Muncie Community Schools opportunities listed on our website.  If an employee requests to volunteer for a non-University sponsored event, managers should carefully consider how the activity will positively impact the Muncie community.

Questions?

Contact oce@bsu.edu or 765-285-2773.