Setting Up Employees

Your employees are at the heart of HR and payroll in Udyot ERP (eByapari). Setting up each employee record correctly — personal details, department, salary structure, PF/SSF registration, and tax settings — means the system automatically calculates the right deductions every month, generates IRD-ready returns, and lets employees log in to a self-service portal to view their own payslips and apply for leave. This guide walks you through the full setup in Nepal’s HR context.

Step 1 — Create departments, designations, and branches

Employee records reference departments and designations, so create these masters first. Go to HR → Departments → + New Department, enter a name and short code (for example, Accounts & Finance / ACC), and save. Repeat for each department. Then go to HR → Designations → + New Designation and add each job title with a level number (1 = most senior, controls sort order on reports).

If you operate from more than one location, go to HR → Branches → + New Branch. Mark one branch as Head Office — Udyot allows only one per company.

Step 2 — Add a new employee

1. Go to HR → Employees → + New Employee. The system auto-generates an employee code (for example, EMP-0001).
2. Enter personal details: first name, last name, gender, and marital status. Marital status affects income-tax slab calculation — see Step 4.
3. Enter the PAN number (exactly 9 digits). PAN prints on payslips, the TDS Annex-10 return, the EPF/SSF return, and the Section 90 Salary TDS Certificate. Omitting it causes IRD returns to use 000000000.
4. Fill in employment details: department, designation, branch, employment type (permanent, contract, daily wage, or part-time), and date of joining in Bikram Sambat (BS) format — for example, 2080-04-01. The date picker converts from AD if needed.
5. Enter statutory IDs: PF account number and/or SSF registration number. These print on the respective government returns and can be added later by editing the employee.
6. Click Save.

Step 3 — PF and SSF settings

Provident Fund (EPF) and Social Security Fund (SSF) are separate statutory schemes under Nepal labour law. Most companies run one or the other.

Once a scheme is enabled at company level it applies to all eligible employees in payroll automatically. If a specific employee is exempt, you can toggle their PF or SSF eligibility off on their individual record.

Step 4 — Tax settings and marital status

Nepal’s Income Tax Act 2058 Schedule 1 uses two slab tables — one for married and one for single taxpayers. The first slab (1% rate) runs to NPR 6,00,000 per year for married individuals but only NPR 5,00,000 for single individuals, so a single employee at the same salary pays more TDS.

In Udyot ERP, the marital status field on the employee record controls which slab table payroll uses. The statuses unmarried, divorced, and widowed all map to the single slab; only married uses the wider married slab. Set this accurately — if you correct it later, re-processing the affected payroll month will apply the right slabs. If an employee has a permanent disability recognised under the Income Tax Act, mark them as disabled on their record; this halves their annual TDS in line with Section 1(1)(2).

For the full slab table and annual TDS certificate details, see TDS on Salaries.

Step 5 — Assign a salary structure and basic salary

An employee record alone does not include someone in payroll. You must also assign a salary structure and a monthly basic salary amount.

1. Go to HR → Salary → Assignment. The page lists every active employee with their current assignment status.
2. For the new employee, click Assign and choose a salary structure, enter the basic salary in NPR, set the effective BS date, and add a revision note (for example, Initial assignment).
3. Click Save. The employee now appears in the next payroll run.

Udyot keeps a full revision history. When you give someone an increment, add a new assignment with a later effective date — past payroll months continue to use the old rate automatically. To understand salary structures and how payroll is processed, see Salary Structures and Payroll Processing.

Step 6 — Link a user account for self-service

Employees can view payslips, apply for leave, check loans, and clock in/out — but only once their employee record is linked to a Udyot login account.

1. Open the employee’s detail page under HR → Employees.
2. Click Link User and select the team member’s account. Only accounts already invited under Settings → Team Members appear here.
3. Save. The employee can now log in and navigate to My Profile to access their self-service dashboard.

The link is company-scoped. Within one company, a single login can only be linked to one employee at a time. If an employee sees a “Not Linked” message after logging in, an admin can fix this at any time from the employee’s detail page. For a full guide to the portal, see Employee Self-Service Portal.

Nepal note: Bikram Sambat dates

All date fields in the HR module use the Bikram Sambat calendar. The Nepal fiscal year runs from Shrawan 1 to Ashadh 31 (roughly mid-July to mid-July). Every date picker in Udyot includes an AD-to-BS converter. The payroll month is entered as a four-digit BS year and two-digit month — for example, 2082-04 for Shrawan 2082. See Nepal Fiscal Year and BS Calendar for more detail.

Related articles

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