Jury Duty Policy Template

Jury duty is a civic responsibility that contributes to the fair administration of justice. When an employee is called to serve on a jury, employers are legally obligated in most jurisdictions to accommodate their absence from work. A jury duty policy ensures your organization is transparent, legally compliant, and supportive of employees fulfilling this public duty.

This policy template helps employers define clear procedures, compensation rules, documentation requirements, and points of contact for managing employee jury service without disrupting operations or causing confusion.

What the Jury Duty Policy Should Include

A clear and complete jury duty policy should address the following:

• Statement of support for employees fulfilling civic responsibilities
• Scope: Who is covered under the policy
• Guidelines for notifying the company when summoned
• Documentation requirements (e.g., court summons, attendance verification)
• Pay during jury duty: Whether paid, unpaid, or partially paid leave is offered
• State-specific compliance notes, if applicable
• How benefits (e.g., PTO, health insurance) are handled during jury duty
• Instructions for returning to work after service
• Guidance for exempt vs. non-exempt employees
• Prohibition of retaliation for fulfilling jury duty

Purpose of This Policy

The purpose of this policy is to outline [Company Name]’s approach to supporting employees who are summoned for jury duty. It ensures employees can fulfill their legal obligations without fear of penalty or job loss and defines the procedures and compensation rules that apply during their service.

This policy is intended to help employees understand their rights and obligations and to help managers and HR administer jury duty leave fairly and consistently.

Sample Jury Duty Policy

{{rich-highlight-2}}

Effective Date: [Insert Date]
Last Reviewed: [Insert Date]

1. Policy Statement

[Company Name] supports employees in fulfilling their civic duties, including jury service. Employees will be granted time off to serve on a jury or comply with a subpoena to appear in court as a witness. We comply with all applicable laws related to jury duty and ensure no employee is penalized for participating in this process.

2. Scope

This policy applies to all employees of [Company Name], including full-time, part-time, temporary, and exempt/non-exempt staff.

3. Notification and Documentation

Employees summoned for jury duty must:

• Notify their manager and HR as soon as possible upon receiving a summons.
• Provide a copy of the official court summons to HR or their direct supervisor.
• Communicate expected dates of service and update the company if jury duty is extended.

Upon completion of jury duty, employees may be required to submit proof of attendance (e.g., certificate of service or court-issued documentation).

4. Compensation During Jury Duty

[Choose one of the following options based on your organization’s policy.]

Option A — Paid Jury Duty Leave
[Company Name] provides up to [X days] of paid jury duty leave per calendar year. If jury duty exceeds this period, the additional time may be covered by accrued paid time off (PTO), unpaid leave, or other applicable leave.

Option B — Unpaid Jury Duty Leave
Jury duty leave will be unpaid. Employees may use accrued PTO or vacation time to cover the absence if desired.

Option C — Supplementing Jury Pay
Employees will receive their regular pay during jury duty, less any compensation received from the court.

5. State and Local Laws

[Company Name] complies with all applicable federal, state, and local laws regarding jury duty. Where local law provides greater benefits or protections, those laws will take precedence.

Examples:

• In California, exempt employees must be paid their full salary during jury service if they perform any work during the week.
• In New York, employers with more than 10 employees must pay jurors their regular wage for the first 3 days of service.

HR will advise employees on specific legal rights based on jurisdiction.

{{rich-highlight-3}}

6. Benefits Continuation

While on jury duty leave, employees will continue to receive company benefits, including:

• Health insurance
• Retirement contributions (if applicable)
• Accrual of PTO, sick time, and other benefits

Benefit deductions will continue per the normal payroll cycle.

7. Returning to Work

Employees are expected to return to work on the next scheduled workday following completion of jury service, including partial-day returns when appropriate. If an employee is released from jury duty early on a given day, they should contact their manager to determine whether to report back to work.

8. Retaliation Prohibited

[Company Name] prohibits retaliation or adverse treatment against any employee for participating in jury duty. Employees will not be penalized, demoted, terminated, or otherwise discriminated against for fulfilling their civic obligations.

9. Special Considerations

• Exempt Employees: Will be paid their full salary for any workweek in which they perform work, even if partially absent due to jury service.
• Non-Exempt Employees: Will be paid in accordance with applicable wage and hour laws and this policy’s pay provisions.
• Extended Trials: Employees involved in extended trials should maintain communication with their manager and HR to plan for coverage or workload adjustments.

Frequently Asked Questions

Do I need to provide proof of jury duty?
Yes. A copy of your court summons should be provided before your leave begins, and proof of attendance (if required) should be submitted upon your return.

What if jury duty conflicts with an important work deadline?
Jury duty is a legal obligation. We ask employees to notify HR and their manager immediately so coverage or scheduling adjustments can be made.

Can I use PTO if jury duty lasts longer than what’s paid?
Yes. If jury duty exceeds the paid leave allotment, employees may use accrued PTO or vacation time or request an unpaid leave.

Will I lose my health insurance or benefits during jury duty?
No. Your benefits will remain in effect during jury service.

What if I get selected for a long-term or grand jury?
Notify HR as soon as possible so we can plan for a longer absence. Your job will be protected in accordance with applicable laws.

{{rich-highlight-1}}