Personnel Policies, Procedures and Benefits Manual Print
A well-written clear personnel manual contributes to positive staff morale and prevents the kind of procedural ambiguity that often leads to problems.  By comparing personnel manuals from well-managed nonprofits, an organization can distill those elements it considers most important before putting together its own. Here is a sample list of items to include:

  1. Foreword – A brief description of the organization, its philosophy, purposes and programs.
  2. Employment
    • 2.1.    Basic Policies   
    • 2.2.    Hiring Procedures
    • 2.3.    Interim (Probationary) Period
    • 2.4.    Types of Employment (Full time, Part time, Temporary)
    • 2.5.    Maintenance of Personnel Records
  3. Working Hours and Conditions
    • 3.1.    Office Hours
    • 3.2.    Flexible Time   
    • 3.3.    Overtime/Compensatory Time
    • 3.4.    Absence Reports
  4. Salaries and Wages
    • 4.1.    Salary Structure through Job Classification
    • 4.2.    Paydays
    • 4.3.    Deductions
    • 4.4.    Raises (Merit and Cost of Living)   
  5. Employee Benefits                   
    • 5.1.    Leaves and Absences                
    • 5.1.1.    Vacation
    • 5.1.2.    Holidays               
    • 5.1.3.    Sick Days                   
    • 5.1.4.    Personal Days               
    • 5.1.5.    Maternity Leave           
    • 5.1.6.    Paternity Leave               
    • 5.1.7.    Leave of Absence               
    • 5.1.8.    Other Excused Absences
    • 5.2.       Insurance                   
    • 5.2.1.    Social Security
    • 5.2.2.    Medical Insurance           
    • 5.2.3.    Life Insurance
    • 5.2.4.    Disability Insurance
    • 5.2.5.    Unemployment Insurance
    • 5.2.6.    Workman’s Compensation
  6. General Policies and Procedures
    • 6.1.    Outside Work
    • 6.2.    Promotions
    • 6.3.    Office Closing
    • 6.4.    Telephone
    • 6.5.    Travel
    • 6.6.    Personal Property
  7. General Office Practices and Procedures
    • 7.1.    Office Coverage
    • 7.2.    Smoking
    • 7.3.    Use and Care of Equipment
  8. Performance and Salary Review
    • 8.1.    Timing
    • 8.2.    Procedure
    • 8.3.    Considerations
  9. Problems and Grievances
    • 9.1.    Procedure
    • 9.2.    Suggestions/Warnings
  10. Termination
    • 10.1.    Resignation
    • 10.2.    Retirement
    • 10.3.    Release
    • 10.4.    Discharge
    • 10.5.    Final Pay
  11. Organizational Chart
  12. Salary Ranges by Position
  13. Conflict of Interest Policies
  14. Personnel Evaluation and Review Procedure

Note:  Job descriptions are generally not included in the personnel manual.

Personnel manuals are only useful if they are kept up-to-date. Like job descriptions, they should be reviewed at least annually by the executive director (with help from a trustee, if appropriate).


Source: Barbara Huberman, Advocates for Youth, 2009.