How to Implement a Time off to Vote Policy

Check your state and local regulations regarding time off to vote by referring to state voting law surveys. For example, many states have laws requiring employers to provide paid or unpaid time off for voting, and the specifics vary.

• If your state does have specific regulations in place, take note of these requirements when drafting your company policy to ensure it complies with state and local regulations. Please reach out to bclb@law.berkeley.edu if you need assistance with making this determination.
• With regards to paid/unpaid time off, multi-state employers operating in states with differing laws might consider providing paid time off to vote to all employees to help promote compliance and consistency.

Communicate with the executive team about the policy, why it is important for the company, how it aligns with business strategy and responsibility, and provide the opportunity for contribution. Ensure the Human Resources is involved from the beginning. 

• Use the Erb Institute’s CPR Decision Tool & Executive Conversation Guide to workshop the firm’s overall civic engagement approach.
• Time To Vote provides helpful resources and benchmarking to help relay the importance of setting aside time to vote for workers and increasing voter participation in the election process. 

Use a clear and concise policy that outlines. Refer to our “How to Draft a Time Off To Vote Policy Guide.”

We also offer a template you can use to start drafting your policy.

This is an important step. Share the policy with your employees. This can be done via company-wide emails, reinforcing the policy through informational sessions or workshops, posting the policy in common areas, or adding it to your employee handbook. Encourage managers to remind employees about their right to take time off to vote as election days approach. 

NOTE: Some states mandate conspicuous notice of the policy in advance of and through the close of polls on Election Day. Please reach out to bclb@law.berkeley.edu if you need assistance with making this determination.

Proposed Email To Employees Regarding Your Time Off To Vote Policy

Dear Team,

As the election approaches, we want to encourage all employees to participate in this important civic duty.

As you make plans for Election Day, please read our Time Off To Vote policy [insert policy link]. Teams are expected to accommodate this time to ensure everyone has the opportunity to cast their vote.

For any questions or additional resources, please visit Vote.org or TurboVote to find your polling location, candidate information, and more.

Let’s make our voices heard!

Ensure employees understand that the policy allows them to take paid time off during work hours without fear of reprisal. Consider offering additional flexibility on election days, such as late starts or extended breaks, to accommodate longer wait times.

Ensure your organization is maintaining proper documentation of employees’ requests for time off as well as their proof of voting to help avoid any misunderstandings or miscommunications regarding time off from work. Ensure the policy is applied fairly and consistently across all departments.