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H.R. Essentials for Nonprofits

H.R. Essentials for Nonprofits

Setting the Foundation for Future Growth

By Adamma DuCille | Precision Perspectives

Leaders of emerging and niche nonprofits know that hiring a full-time, dedicated H.R. professional is high on the organizational growth priority list. Until then, nonprofit leaders must act as stewards of culture, compliance, and care while juggling other responsibilities. And while wearing multiple hats is part of the job, overlooking H.R. essentials can leave your organization vulnerable to legal, financial, and reputational risk.

So what do you do until you can hire a dedicated pro? You build the infrastructure now, so your future H.R. hire can walk into a well-structured environment instead of chaos.

Here are the core H.R. foundations every nonprofit should have in place:

1. Onboarding & Offboarding
Create a structured, welcoming onboarding process that includes a checklist of required documents, team introductions, and organizational orientation. Offboarding should include an exit interview, return of property, and access cut-offs. It’s also important to have a clear internal communication plan for informing staff of key organizational changes—such as when new team members are added or when staff depart. This transparency builds trust and helps maintain team cohesion.

2. Employment Policies & Handbook
Draft an employee handbook that covers attendance, dress code, holidays, grievance procedures, and anti-discrimination policies. This document should be reviewed annually and signed by all staff.

3. Leave Requests & Time Off
Standardize processes for Paid Time Off (PTO), bereavement leave, sick days, jury duty, and FMLA (Family and Medical Leave Act). Ensure you’re aware of the thresholds for eligibility under federal law and relevant state/local ordinances.

4. Performance Management
Document performance expectations in job descriptions and ensure they are reviewed and updated at least annually. Conduct formal performance appraisals once per year, with optional mid-year check-ins to reinforce goals and provide ongoing feedback. Incorporate tools such as self-assessments and 360-degree feedback to create a well-rounded evaluation process. Address performance issues promptly through a documented Performance Improvement Plan (PIP), which should be monitored regularly and revisited at set intervals until performance concerns are resolved or escalated.

5. Compliance with Federal & Local Labor Laws
Stay current on the Fair Labor Standards Act (FLSA) for exempt and non-exempt employee classifications, the Occupational Safety and Health Administration (OSHA) standards for workplace safety, and the Equal Employment Opportunity Commission (EEOC) guidelines for preventing discrimination and harassment. In Florida, it’s also important to track employment-at-will provisions, required wage notices, and up-to-date labor law postings. Resources and references related to these regulations are provided at the end of this blog post.

6. Safety, Risk & Incident Reports
Accident and incident report forms should be readily accessible to all staff and volunteers, along with a clear procedure for timely submission, documentation, and follow-up. Designate a safety officer or point person to manage incident responses and ensure accountability.

In addition to internal protocols, your organization should comply with external reporting and insurance-related requirements:

  • Workers’ Compensation Insurance: Florida law requires most nonprofits with four or more employees (including part-time) to carry workers’ compensation insurance. Serious workplace injuries must also be reported to your insurance carrier within seven days of knowledge.
  • OSHA (Occupational Safety and Health Administration) Reporting: If your nonprofit falls under OSHA regulations (especially if you have 10+ employees or engage in high-risk activities), you may be required to maintain OSHA Form 300 logs and report serious incidents (e.g., hospitalization, amputation, or fatality) within 24 hours.
  • General Liability & Incident Notification: Many commercial general liability policies require that incident reports be submitted to the insurer immediately following an event that could result in a claim—delays may impact coverage.
  • Risk Mitigation Reviews: Some insurers may require periodic risk assessments or safety audits as a condition of coverage renewal or premium adjustment.

These protocols not only support legal compliance—they help build credibility with funders and protect your organization’s long-term sustainability.

7. Staff Incentives & Morale Boosters
Until you can afford full-scale benefits, consider creative incentives: flex time, professional development stipends, spot bonuses, or wellness challenges. These go a long way in showing your team they’re valued.

8. Employee Records Management
Maintain confidential personnel files—including I-9 forms, emergency contact information, and signed policy acknowledgments—securely and separately from any medical records. Best practice calls for storing these documents in a secure location, such as a locked file cabinet or a password-protected digital system. For digital records, ensure compliance with data protection best practices, including encryption, secure cloud storage, and restricted access for authorized personnel only.

9. Position Descriptions & Classification
Each role should have a written position description with clear responsibilities, reporting structure, and classification (employee vs. contractor). Misclassification is a common compliance risk.

10. Consistent Communication & Feedback Culture
Hold regular check-ins, team huddles, and clear channels for anonymous feedback. Establishing a transparent and communicative culture pays long-term dividends.

Key Takeaways:

Human Resources is not just an administrative function—it’s a leadership lever. Getting the essentials in place early shows funders, staff, and future hires that your organization is serious about sustainability and workplace excellence. Start where you are, build what you can, and when it’s time to hire your H.R. lead, they’ll thank you for the solid foundation.

The following resources and references can help you build and maintain a legally sound, people-centered HR infrastructure while your organization grows into hiring a full-time H.R. professional:

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