A2612.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: A2612
Policy Title: Current Adoption
AUTHORIZED VOLUNTEER TIME Date:
Current
Implementation Date:
Approved by: Board Agenda C-##-##-###-#-##
Number:
BOARD OF SUPERVISORS Original Adoption
Date:
I. PURPOSE
Appointing Authorities may provide Authorized Volunteer Time (AVT) to employees to voluntarily
serve at an alternate worksite on approved activities that support the County’s strategic goals.
Volunteerism has shown to be a positive contributor to employee engagement. This initiative offers
employees an opportunity to learn about other departments and those they serve. The volunteer
events or projects may serve as team building opportunities and will promote employee recruitment
and retention.
II. APPLICATION
This Policy applies to all Maricopa County appointed and elected departments as well as the Flood
Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County
Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies
applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00,
approved on April 11, 2018.
III. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a
Department/Special District, or the designated representative authorized to act in this capacity.
B. Authorized Volunteer Time (AVT): An opportunity for classified and unclassified employees
to assist with approved County projects within departments outside of their own department in
which currently employed. AVT must be approved by the employee’s direct supervisor or
manager. The employee will enter the AVT code into the time and labor system for the
applicable pay period timecard to document time and attendance at the alternative worksite.
C. Learning Management System (LMS): Registration for the AVT projects must be submitted
and approved through the County’s online LMS.
IV. POLICY
A. Eligibility Requirements: Classified and unclassified full-time employees whose standard
hours are 40 hours per week may be authorized up to eight (8) hours of paid AVT each calendar
year to voluntarily serve on approved projects in a County department other than their own.
Classified and unclassified part-time employees whose standard hours are 20-39 hours per
week may be authorized up to four (4) hours of paid AVT to participate in approved projects
each calendar year to voluntarily serve on approved projects in a County department other than
their own. Contract and temporary employees are not eligible.

Policy Title: Policy Number: A2612
AUTHORIZED VOLUNTEER TIME Current Adoption
Date:
B. Use of Authorized Volunteer Time (AVT)
1. AVT is limited to authorized County projects or events scheduled through the County’s
online learning management system (LMS).
2. Employees must seek approval from their direct manager or supervisor and request AVT
through the County’s time and labor system a minimum of one week prior to the event date.
3. Managers may deny requests at their discretion or if the absence puts an undue burden on
the work unit or department.
4. The LMS is utilized to promote events, register employees, track attendance, inform
managers and supervisors, provide audit controls, and be an online community for
information.
5. Eligible employees must complete the registration process in the online LMS. A notification
will be sent to the manager or supervisor regarding the employee’s volunteer project
request. Employees may select one or more of the approved AVT project or event. The
number of volunteers may be limited for some projects. Registration is confirmed when
approved by the employee’s manager or supervisor contingent on available space for each
project. Waitlists may be available for certain projects.
6. Employees may not volunteer or use AVT on projects within their own department.
7. Employees must sign-in and out with the event or project coordinator to document
attendance. The event or project coordinator will upload a record of attendance to the LMS
which may be shared with managers or supervisors upon request.
8. Employees are responsible to read and understand the details, conditions and any
requirements of the project or event outlined in the online LMS, e.g. special clothing,
physical requirements, meeting location, acknowledgements, prerequisites, and other
event specific information.
9. In addition to the time spent at the authorized project or event, AVT may include travel time
to and from the event location. Pre-approval from the employee’s supervisor or manager is
needed for any specific travel time arrangements (leaving/returning from work or home) and
any mileage reimbursement associated with the use of AVT.
10. Employees are expected to register and utilize the AVT code for events and travel time
lasting at least two hours.
11. Employees must ensure the AVT code is assigned to the correct date and time when
verifying and approving their timecard to document attendance at the alternative worksite.
12. Employees will continue to be paid at their regular rate while participating in the authorized
activity.
13. The use of AVT should not result in non-exempt employees incurring overtime in any work
week. Any overtime must follow the applicable department policy.
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Policy Title: Policy Number: A2612
AUTHORIZED VOLUNTEER TIME Current Adoption
Date:
14. The authorized time to participate in these approved projects (AVT) will not accrue, rollover
or be paid to employees upon leaving employment with the County. The time granted for
these projects will be made available to eligible employees in the County’s time and labor
system January 2nd of each calendar year.
15. Projects and activities may be submitted by Appointed Authorities or their designee via a
request form at mymc.maricopa.gov/1308/Volunteer-13K.
16. Prior to and while serving on these volunteer projects, employees must be in compliance
with all County policies and procedures and applicable traffic and insurance laws. See
A2310 Use of County and Private Vehicles and Equipment, A2313 General Travel, A2313
(TAER) General Travel and Expense Report, and HR2415 Employee Leave.
17. Information on how to connect with the Volunteer 13K initiative is available on the County
intranet at mymc.maricopa.gov/1308/Volunteer-13K and Volunteer13K@maricopa.gov.
Revision History
Version Revision Date Description of Revision
1 Initial version. (C-##-##-###-#-##)
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