A Simple HR Policy Checklist for Nonprofits With No HR Department
If you are the HR department at your nonprofit, this is the minimum set of policies you need in place to protect your organization and your staff.
At most small nonprofits, HR is not a department. It is a function that falls to the executive director, usually in response to something that just happened rather than proactively. Someone asks about the vacation policy, and you realize you do not have one in writing. A board member asks whether you have a conflict of interest policy, and you say you will look into it.
The following is a practical minimum. You do not need all of these on day one. But you should work toward having all of them, in writing, before you need them.
The policies you need first
At-will employment statement. This should be in every offer letter and your employee handbook. It clarifies that either party can end the employment relationship at any time, which protects you legally and sets clear expectations for staff.
Anti-harassment and non-discrimination policy. This is not optional. Every nonprofit needs a written policy that defines harassment and discrimination, explains how to report it, and commits to taking reports seriously. It should cover both employee-to-employee conduct and board-to-staff conduct.
Conflict of interest policy. Required for 501(c)(3) organizations by the IRS Form 990. It should cover both staff and board members, define what counts as a conflict, and explain the disclosure and recusal process.
Policies that prevent common problems
Time off and leave policy. Put your PTO, sick leave, and holiday schedule in writing. Ambiguity about time off creates resentment. Clarity is cheap. Include how time off is requested, how much advance notice is expected, and whether unused time carries over.
Remote work and flexible schedule policy. If you allow any flexibility in where or when people work, write down what that means and what it does not. Who can work remotely, under what conditions, and what are the expectations around availability and communication.
Expense reimbursement policy. How does staff submit expenses? What requires a receipt? What is the turnaround time? Small organizations without this policy end up with informal practices that create confusion and occasionally fraud risk.
Policies to add as you grow
Performance review process. Even a simple annual review process, documented, is better than none. It gives staff a predictable touchpoint and gives you documentation if a performance issue becomes a termination.
Social media policy. What can staff say publicly about the organization? What is the protocol if someone tags the organization in something problematic? Write it down.
Onboarding and offboarding procedures. Not exactly a policy, but a documented checklist for both saves time and prevents things from falling through the cracks when someone starts or leaves.
A note on legal review
HR policies that touch on termination, discrimination, leave under state or federal law, or anything involving unionized staff should be reviewed by an employment attorney or HR professional before you finalize them. AI-generated policies give you a solid starting point, but local law varies and an attorney can catch things that a general template misses.
The AI draft makes that review much faster and cheaper because you are not paying a lawyer to start from scratch.