Personnel policies (starter employee handbook)

Personnel policies

[ORGANIZATION NAME]

Adopted by the Board of Directors on [DATE]. Last reviewed on [DATE].

1. About these policies

These policies apply to all employees of [ORGANIZATION NAME]. They are not a contract of employment, and they do not promise employment for any period of time. [ORGANIZATION NAME] may change these policies at any time, and will tell employees in writing when it does. Where a law or a written employment agreement says something different, the law or agreement applies.

2. Equal opportunity

[ORGANIZATION NAME] does not discriminate in hiring, pay, promotion, discipline or any other part of employment based on race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age, disability, genetic information or any other characteristic protected by federal, state or local law. We provide reasonable accommodations for disability and religion, as the law requires. Ask [ROLE] if you need one.

3. Employment status

• At-will employment. [Include only if allowed in your state.] Employment with [ORGANIZATION NAME] is at will. Either the employee or [ORGANIZATION NAME] may end it at any time, with or without cause or notice.
• Full-time and part-time. Full-time employees normally work [NUMBER] hours a week. Part-time employees normally work fewer than [NUMBER] hours a week.
• Exempt and non-exempt. Your offer letter says whether your position is exempt or non-exempt from overtime under federal and state law.
• Introductory period. The first [NUMBER] days of employment are an introductory period for both sides. It does not change at-will status.

4. Hours, timekeeping and pay

• Work hours. Normal office hours are [HOURS]. Your supervisor will agree your schedule with you.
• Recording time. Non-exempt employees must record all hours worked each day, including any work done from home or outside normal hours, using [TIMESHEET OR SYSTEM]. Working "off the clock" is not allowed.
• Overtime. Non-exempt employees are paid overtime as required by law. Overtime must be approved in advance by [ROLE], but all hours worked will be paid.
• Breaks. [Describe meal and rest breaks, following state law.]
• Pay days. Employees are paid [WEEKLY / EVERY TWO WEEKS / TWICE A MONTH] on [DAY], by [DIRECT DEPOSIT / CHECK].
• Pay records. [ORGANIZATION NAME] keeps payroll and time records for at least the periods the law requires.
• Expenses. Work expenses are reimbursed under our expense reimbursement policy.

5. Benefits

[List only benefits you actually provide, with eligibility. For example: health insurance, retirement plan, holidays, professional development. Delete this section if you offer none beyond those required by law.]

6. Time off and leave

• Holidays. [ORGANIZATION NAME] observes these paid holidays: [LIST].
• Vacation. [Describe how much vacation employees earn, how to request it, whether unused time carries over, and whether it is paid out when employment ends, following state law.]
• Sick leave. [Describe paid sick leave, following any state or local requirement.]
• Other leave. [ORGANIZATION NAME] provides jury duty, voting, military and family or medical leave as required by federal, state and local law.
• Requesting time off. Ask [ROLE] at least [NUMBER] days ahead for planned time off. For unexpected absences, tell [ROLE] as soon as you can.

7. Conduct at work

We expect everyone to treat colleagues, volunteers, board members and the people we serve with respect, and to act honestly with the organization's money and property. Examples of conduct that may lead to discipline include dishonesty, theft, violence or threats, harassment, working under the influence of alcohol or drugs, and serious or repeated failure to do the job.

8. Harassment and how to raise a complaint

[ORGANIZATION NAME] does not tolerate harassment of employees, volunteers, board members or the people we serve, whether by staff, volunteers, board members or anyone else connected with our work. Harassment includes unwelcome conduct based on any characteristic listed in section 2, including sexual harassment.

If you experience or see harassment or discrimination, tell [ROLE] or, if that person is involved, [OTHER ROLE, SUCH AS BOARD CHAIR]. You can raise a complaint in person or in writing. We will look into every complaint promptly and fairly, keep it as confidential as we can, and take appropriate action. No one will be punished for raising a concern in good faith or for helping with an investigation.

Concerns about financial wrongdoing or legal violations can also be raised under our whistleblower policy.

9. Confidentiality and privacy

Employees may see private information about clients, donors, volunteers and colleagues. Use it only for your work, don't share it with anyone who doesn't need it, and keep it secure. This duty continues after your employment ends.

10. Technology and equipment

Computers, phones, email and accounts provided by [ORGANIZATION NAME] are for its work, with limited personal use allowed. Keep passwords private, use the organization's password manager, and return all equipment and files when your employment ends.

11. Conflicts of interest

Employees must follow our conflict of interest policy and tell [ROLE] about any situation where their personal interests, or those of their family, could conflict with the organization's.

12. Performance and reviews

Your supervisor will discuss your goals with you when you start and review your work at least once a year. You may ask for a conversation about your work at any time.

13. Discipline

If there is a problem with conduct or performance, [ORGANIZATION NAME] will usually talk with the employee first and give them a chance to improve. Depending on the situation, steps may include a conversation, a written warning, a final warning and ending employment. Serious misconduct may lead to immediate dismissal. Nothing in this section changes at-will status.

14. Leaving [ORGANIZATION NAME]

Please give at least [NUMBER] weeks' written notice if you plan to leave. Your final pay, including any amounts owed under section 6, will be paid as required by state law. Return all keys, equipment, files and passwords on your last day.

15. Acknowledgment

I have received and read the personnel policies of [ORGANIZATION NAME]. I understand that they are not a contract of employment and that they may change.

Employee name: ____________________

Signature: ____________________ Date: __________