Nonprofit Employee Handbook Guide: Essential Policies & Implementation

About Handbooks

Employee handbooks serve as the foundation for establishing workplace expectations, organizational culture, and legal compliance in your nonprofit. This guide helps you identify required policies, select appropriate content, and implement an effective handbook that serves your team, board, and volunteers.

A well-designed handbook saves time by providing clear answers to common questions while protecting your organization through proper policy documentation. This article walks you through the essential policies most nonprofits need and provides practical steps for creating your handbook.

Commonly Required Policies

Universal Requirements

Most regions require these foundational policies:

• Health and Safety Policy - Workplace safety procedures and emergency protocols
• Equal Employment Policy - Non-discrimination and equal opportunity commitments
• Data Protection Policy - Privacy and data handling procedures (such as GDPR Compliance in applicable regions)

Employee Count Thresholds (US Example)

Policy requirements often increase with organization size. For example, jurisdictions in the United States:

15+ employees may require:

• Americans with Disabilities Act (ADA) Policy
• Anti-Harassment and Sexual Harassment Policy
• Equal Pay Act Policy

50+ employees may require:

• Family and Medical Leave Act (FMLA) Policy

100+ employees may require:

• Worker Adjustment and Retraining Notification (WARN) Act Policy

Note: These are federal requirements. State and local laws may impose additional or different thresholds.

Common Non-Profit Organization Policies

While not legally required, these policies are commonly found in nonprofit handbooks:

Organizational Foundation

• Organization history, mission, and values
• Code of conduct and ethical standards
• Conflict of Interest Policy

Time and Attendance

• Vacation Policy / Absence Policy
• Holiday Policy
• Sick leave and emergency leave
• Time off in lieu (TOIL) policies

Workplace Policies

• Remote Work Policy
• Expense Policy and reimbursement procedures
• Technology use and social media guidelines
• Confidentiality and nondisclosure agreements

Employee Relations

• Grievance Policy
• Whistleblower Policy
• Anti-Harassment and Bullying Policy
• Performance review and professional development

How to Use Handbook Policies

1. Identify Required Policies
   • Research legal requirements for your region and employee count
   • Consult with local employment law counsel if needed
   • Review industry-specific requirements for nonprofits
2. Select and Customize Policies:
   • Look for regional indicators (US), (UK), etc. to ensure you're using the correct version
     • US Specific
     • UK Specific
   • Update highlighted sections in yellow with your organization's specific information
   • Review all content to ensure compliance with local laws and regulations
   • Modify language to match your organization's culture and tone
3. Schedule regular reviews:
   • Have employees acknowledge receipt and understanding
   • Provide handbook training during onboarding
   • Schedule annual reviews to update policies as laws and organizational needs change

Implementation Best Practices

• Write policies in clear, accessible language that all team members can understand
• Include specific examples where helpful to illustrate policy application
• Maintain consistent formatting and terminology throughout the handbook
• Designate a point person for policy questions and updates
• Document when employees receive and acknowledge the handbook
• Store both digital and print copies in accessible locations