1
Position & Organization
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100 = full-time. Enter 50 for half-time, 75 for 0.75 FTE.
501(c)(3) Nonprofit Status
Most 501(c)(3) organizations elect to be reimbursable for unemployment (paying actual claims as they arise) rather than paying SUTA tax. Toggle on if your org has elected this option, which is common.
2
Benefits Package
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National averages are pre-populated. Replace with your actual employer contributions for accuracy.
Health Insurance
Average employer contribution is $7,800/year for single coverage, $18,400/year for family.
Dental Insurance
Average employer contribution is $400/year.
Vision Insurance
Average employer contribution is $100/year.
Life & Disability Insurance
Typical employer cost is approximately 0.5% to 1% of salary.
Roughly 0.8% of base salary is a reasonable estimate.
Retirement Plan (401k, 403b)
Cost depends on employer match and whether the employee participates. Typical nonprofit participation is around 70%.
3% is a common nonprofit baseline. Some go to 5% or higher.
Not every eligible employee will enroll. Plan for ~70%.
3
Paid Leave (Embedded Value)
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Paid leave is already inside the salary you pay, but most organizations do not see it. This section calculates the embedded labor cost of days the employee is paid but not working. It does not add to the total cost. It is here for awareness and policy design.
Parental, jury duty, etc.
4
Onboarding & Training (Year One)
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These are year-one only costs that disappear after the position is established. Including them in your hiring plan prevents the year-one budget surprise.
PA: child abuse history $13, FBI $25.75, PA criminal $22. Other states vary.
First 90 days. Roughly 5 hrs/wk of a senior leader's time, valued at their hourly cost. Often invisible, always real.
5
Technology & Tools
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Laptop, peripherals, headset. One-time cost.
Monday, Asana, ClickUp, etc.
Slack, Zoom, etc.
Salesforce, AI tools, specialized software.
6
Workspace
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For on-site: portion of rent, utilities, supplies. For remote: home office stipend if offered. Typical on-site allocation is $2,500-5,000/year.
7
Funding & Sustainability
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This section drives the funding resilience analysis. The more honest you are here, the more useful the output.
If 100%, the position disappears when grant ends unless renewed or replaced.
Healthy nonprofits aim for 3-6 months. Below 3 is a stability risk.
Your True Cost to Employ Analysis
Position details will appear here.
Year One Total Cost
$0
0.00x base salary
Ongoing Annual
$0
0.00x base salary
True Hourly Cost
$0
Based on 2,080 hrs/year
Cost Breakdown
Every category that contributes to the true cost.
The Hidden Costs
These costs are often invisible until they hit. Plan for them.
Embedded Paid Leave Value
$0
Days the employee is paid but not working. Already inside salary, but worth seeing.
Cost of Vacancy (per month)
$0
Estimated productivity loss for each month this position sits unfilled. Speaks to urgency of hiring well and quickly.
Cost of Turnover
$0
Estimated cost of replacing this person within two years. Research consistently puts turnover at 50-200% of annual salary. This is why investing in retention matters more than hiring fast.
Year 2 with 3% COLA
$0
Cost-of-living adjustments are an equity practice, not a perk. Plan for them in your fundraising.
Equity Check
Liberatory design asks: can someone live with dignity on what we are paying?
Funding Resilience
How sustainable is this position, and when do you need to act?
Runway from Reserves
0 months
Fundraising Trigger Date
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Begin renewal or replacement fundraising by this date to avoid downsizing.
Position Justification
Pre-drafted text you can use directly. Toggle between board and grant framing.