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Volunteering Policy

Becka Lee
Updated

Version 1 – January 2026

Policy Aims

Stonegate is committed to supporting the communities in which we operate and partnering with charities that align to our company values. The aim of this policy is to allow colleagues paid time away from work to undertake volunteering activities that promote and support our communities, charities and our partner charity.

What’s Covered

  • Definitions
  • Purpose
  • Volunteer Leave Entitlement
  • Making the Request
  • Fundraising
  • Cash Collection
  • Conduct

Roles and Responsibilities

  • Colleague: You must request Volunteer Leave in accordance with this policy.
  • Line Manager: Must review and approve Volunteer Leave in line with this policy.
  • ER Support/HRBP (Ops): Available to provide advice.
  • HRBP (PST): Available to provide further guidance.

Definitions

Volunteer: A person who offers their time for free, usually for a charity or non‑profit organisation.

Registered Charity: An officially registered charity whose purpose is to serve public benefit purposes such as education, poverty relief, health, or environmental protection.

Not for Profit: A body formed to achieve a purpose or social cause beyond generating profit for its members.

Purpose

Volunteering opportunities are diverse. Stonegate recognises the positive impact volunteers make and encourages colleagues to volunteer for both partner charities and personal chosen causes.

Volunteer Leave

What Is Volunteer Leave?

Volunteer leave is paid time away from work to volunteer for a registered charity or not‑for‑profit organisation. You may take one paid day per year for volunteering. This must be taken as a full day.

Entitlement

  • Salaried colleagues: One paid day per year after completing probation.
  • Hourly‑paid colleagues: One paid 5‑hour day per year after completing one year of service and working an average 5‑hour shift.

Volunteer leave cannot be split, transferred, or carried over. Volunteer work must be unpaid, and no business or travel expenses can be claimed.

Making the Request

You must complete the Volunteer Leave Request Form and send it to your line manager at least two weeks in advance.

Your request must include:

  • Name of the charity
  • Nature of the volunteer work
  • Proposed date

Your line manager will determine approval based on business needs and will not unreasonably refuse the request. You may be asked to provide proof of participation (letter or email from the charity).

Fundraising

Stonegate’s charity partner is CALM (Campaign Against Living Miserably). Colleagues are encouraged to take part in fundraising activities during the year. These events are separate from your volunteer leave entitlement.

If you want to attend a fundraising event, you must ensure that your line manager has approved your attendance.

Cash Collection

You may choose to independently raise funds for your own chosen charity. Please be mindful of colleagues when requesting sponsorship or donations.

You must have permission from your line manager before approaching your team or the wider business. You may be required to provide evidence of fundraising or proof that donations were made.

Conduct

When undertaking volunteering or fundraising on behalf of Stonegate, you must behave in accordance with all company policies and conduct standards. Failure to do so may result in disciplinary action.

The Law

This policy complies with the following legislation:

  • Employment Rights Act 1996
  • The Working Time Regulations 1998

External Support

You can access external support and advice from the following organisations:

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