Leave Management

Udyot ERP’s leave management gives every Nepali business a single place to define leave entitlements, track balances, and approve or reject requests in line with the Labour Act 2074. Employees apply through a self-service portal, managers approve with one click, and the system automatically enforces rules — from half-day limits to gender eligibility and minimum service requirements — so HR never has to chase a spreadsheet again.

Leave types in Udyot ERP for Nepal

When you create a new company, Udyot ERP seeds eleven standard leave types aligned with Nepal Labour Act norms. You can view and edit them at HR → Leaves → Types.

Nepal note — Festival Leave: Under Labour Act 2074, §43, Festival Leave is use-it-or-lose-it within the fiscal year. Udyot ERP enforces this automatically: Festival Leave has carry-forward turned off and unused days lapse at year-end. You cannot override this for a Festival Leave type.

Adding a custom leave type

If your business needs a leave type not in the default list (for example, a company-specific Special Leave), you can add one:

1. Go to HR → Leaves → Types.
2. Click + New Leave Type.
3. Enter a Name and a unique Code (e.g. Special Leave / SPL).
4. Set Max days per year, whether it is Paid, and whether it allows Carry-Forward.
5. Optionally restrict by Applicable gender (leave blank to allow all employees).
6. Toggle Active on and click Save.

Inactive leave types disappear from the apply dropdown immediately — useful for temporarily suspending a type without deleting its history.

Checking leave balances

Go to HR → Leaves → Balances to see each active employee’s entitlement, days taken, and closing balance per leave type for the current Nepali fiscal year (Shrawan to Ashadh). For a detailed report, go to HR → Reports → Leave Balance, which lists opening, earned, taken, and closing balance for every leave type.

How employees apply for leave (self-service)

Employees with a linked portal account apply for leave directly without calling HR:

1. Log in to the employee portal and go to My Leaves.
2. The page shows your current balances and recent requests.
3. Click Apply.
4. Select a Leave type from the list — only types you are eligible for appear (female employees see Maternity but not Paternity, and so on).
5. Enter the From date and To date in Bikram Sambat format (e.g. 2082-04-10 to 2082-04-12).
6. If you need only half a day, tick the Half-day checkbox. This only applies to a single-day request — the system blocks half-day selection on multi-day ranges.
7. Enter a Reason and click Submit.

Once submitted, the request appears in the HR queue with status Pending and in your recent requests list. You can cancel a pending request from the same page; once approved it can no longer be cancelled.

How managers approve or reject leave requests

1. Go to HR → Leaves → Requests.
2. Use the status filter to view pending requests.
3. Click Approve on a request to grant it — the status changes to Approved and the approver’s name and timestamp are recorded.
4. To decline, click Reject and enter a brief reason. The employee sees the rejection reason in their portal.

Approved leave spanning today automatically increments the On Leave Today counter on the HR dashboard, and pending leave counts appear under Pending Leaves.

Applying leave on behalf of an employee (admin)

HR managers can also file a leave request on behalf of any employee — useful when an employee is away and cannot access the portal:

1. Go to HR → Leaves → Apply.
2. Select the Employee, the Leave type, date range, and reason.
3. Click Save. The request is created and appears in the Requests queue for approval just like a self-service submission.

Eligibility rules the system enforces automatically

Udyot ERP checks the following rules when a leave request is submitted, whether from self-service or the admin form:

• Gender eligibility — Maternity Leave is available to female employees only; Paternity Leave to male employees only. An ineligible employee cannot select the type from the portal, and a forced submission via the admin form is also blocked.
• Minimum service days — Home Leave requires 365 calendar days of service from the joining date. If the employee has not reached this threshold, the system returns “You have not yet served the minimum eligibility period for this leave type.”
• Balance check — For leave types with a cap, the system blocks a request if the requested days exceed the available balance.
• Overlap check — A new request that overlaps an existing pending or approved request is rejected.
• Half-day rule — Half-day applies only to single-day requests; selecting it on a multi-day range returns a validation error.

Leave and payroll

Approved paid leave days count as days present and do not reduce gross salary. Unpaid Leave days reduce the prorated salary accordingly. The payroll engine uses Bikram Sambat month boundaries for working-day calculations. See Salary Structures and Payroll Processing for the full pay-run workflow.

Leave reports

Go to HR → Reports → Leave Balance to pull a per-employee, per-type balance report for any fiscal year. This is the report to use for:

• Annual leave planning at the start of Shrawan
• Payroll audits — confirming which leave was paid vs unpaid
• Labour Audit compliance under the Labour Act 2074
• Calculating leave encashment for exiting employees

Related articles

• Setting Up Employees
• Employee Self-Service Portal
• Salary Structures and Payroll Processing
• TDS on Salaries
• Statutory Returns: EPF, SSF and Annex-10
• Nepal Fiscal Year and BS Calendar