eHRMS UP (Manav Sampada): Login, Online Leave, Service Book and Property Return

eHRMS UP is the Uttar Pradesh government’s online system for managing its employees, better known by its Hindi name Manav Sampada, at ehrms.upsdc.gov.in. If you work for a UP department, this is where your service book lives, where you apply for leave and where you file your annual property return. NIC’s Uttar Pradesh State Centre in Lucknow built and runs it, and the Appointment and Personnel (Karmik) Department is the nodal department.

The common confusion is about who can change what. Your login lets you see your own record, apply for leave and file declarations, but it doesn’t let you correct your service book. Entries are made by the data entry operator in your establishment office, and errors are fixed through that office or the portal’s grievance route. Knowing this saves a lot of time spent hunting for an “edit” button that your role doesn’t have.

eHRMS UP at a Glance

The portal’s About page calls Manav Sampada a common application for monitoring, planning, recruitment, posting, promotion, transfer and service history. The official user manual and orders give these basics.

What Manav Sampada Does and Who Uses It

Manav Sampada replaces the paper service book with an electronic one and runs a set of online services on top of it. The manual describes three kinds of users: a Department Administrator who controls the portal for a department, an Office Administrator who manages users and data in an office, and the individual employee, who sees their own details and uses the services.

The About page lists the online modules: transfer and posting orders, leave management, ACR on a 0 to 10 scale with reporting and reviewing officers, and e-filing of the annual property return. The user manual also covers joining and relieving, APAR management and online DPC (departmental promotion committee) work.

The department drop-down on the login box runs from Administrative Reforms to Youth Welfare, covering Revenue, Home, Basic Education, Secondary Education, Medical Health and Family Welfare and dozens more. Pick yours carefully, because the login checks the department along with the User Id.

This is not the Centre’s system. The e-HRMS you read about under Mission Karmayogi serves central government staff, while UP’s eHRMS is a separate state application built by NIC Lucknow for state employees.

How to Log In to eHRMS UP

Your User Id is your eHRMS code (also called the HRMS code or Manav Sampada ID). New employees get registered by the office’s data entry operator, and the About page says the Office Administrator handles registration, roles and passwords. Ask your establishment section for the code and first password if you don’t have them.

1. Open ehrms.upsdc.gov.in and click “eHRMS Login” at the top right.
2. In the “User Login” box, keep the state as Uttar Pradesh and choose your “User Department”.
3. Enter your “User Id” (eHRMS code) and “Password”.
4. Type the characters shown in “Captcha Text” and click “Login”.
5. If the portal asks for it, enter the code in “Enter OTP recieved by SMS” and click “Validate”.

After login, the green menu bar shows the modules your role allows. In the manual’s screenshots, an ordinary employee (role “General User”) sees General, Leave Module, Mutual Reappointment, Appointment/Posting, ACR/APAR, Payroll, Grievance, Service Book and DPC. The “General” menu holds Update Password, Update Contact Detail, Update Reporting Officer, View/Upload Document, Property Return and Search FactSheet(P2).

How to Reset an eHRMS UP Password

The reset sits on the same login box.

1. Click “Forgot Password” under the login fields.
2. In “Reset Password”, choose the state, your “User Department” and enter your “User Id”.
3. Choose “Via Email” or “Via SMS”.
4. Proceed; the portal says the new password goes to your registered email when you choose that option.

The SMS route isn’t open for every department; the portal shows a message asking you to pick email instead when it isn’t. That makes your registered email and mobile number worth keeping current through General, then Update Contact Detail.

How to Apply for Leave Online on eHRMS UP

Online leave is the module most employees use, and it has one step people skip: setting the reporting officer. Leave goes to whoever is saved as your reporting officer for the “Leave” service, so fix that first.

1. Log in and open General, then “Update Reporting Officer”, and click “Add A Reporting Officer”.
2. Choose “Fix By ECode” if you know your reporting officer’s eHRMS code: select “Leave” under “Online Service”, enter the code and save. Otherwise choose “Fix By Search” and select department, directorate, posting district, reporting office, posting office, designation and the officer’s name.
3. Open “Leave Module”, then “My Leave”, then “Apply Leave”. The “Employee Leave Form” opens.
4. Select the “Leave Type”, the “From” and “To” dates, and fill “Leave Prefixed Day(s)” and “Leave Suffixed Day(s)” if holidays fall just before or after.
5. Write the “Leave Ground” (reason), mark “Station Leave” yes or no, and give the “Address During Leave” if you’re leaving station.
6. Upload any supporting document as a PDF under “Upload Attachment” and click “SUBMIT”.

The leave type list in the manual includes Casual Leave, Earned Leaves, Medical Leave (full pay commuted and half pay), Maternity Leave and Child Care Leave (for women), Extra Ordinary Leave, Restricted Holiday, Special Leave and Study Leave. For casual leave longer than three days, the form also asks how many public holidays fall in between, so they aren’t counted as leave.

Leave Balance, Status, Cancellation and Joining

The same “My Leave” menu handles everything after you apply:

• View Balance: shows the current balance for each leave type.
• View Application Status: pick the leave type to see each application with statuses such as Forward for Approval, Rejected, Cancelled, Cancelled on Request, Joined or Extension Applied.
• Cancel Leave: works only until your reporting officer approves the leave, according to the leave module FAQ.
• Send Extension Request: enter the leave reference number to ask for more days.
• Send Joining Request: report back after the leave ends.

The joining step matters more than it looks. The FAQ says online joining is compulsory after leave, and until you submit it you can’t apply for the next leave; casual leave and restricted holiday are the exceptions. If your reporting officer doesn’t accept the joining request within three days, it updates on its own.

How to Check and Verify Your e-Service Book

Your service book on Manav Sampada holds personal details, address, joining and cadre information, education, family, nominations, the full service history and leave records. Only users with a data entry role can fill it; everyone else can only view their own record.

On login, the portal shows a “Service Book Verification” pop-up asking you to declare one of three things: your e-service book is correct and complete; it’s correct but incomplete; or you have registered a correction request in the grievance module. The pop-up has three buttons, “Click here to Proceed”, “View e-Service Book” and “Register Grievance”. The manual’s property-return section says this alert appears on your first login each month.

Read the record before you click “correct and complete”. If something is wrong, use “Register Grievance” from the pop-up and tell your establishment office, because the correction has to be keyed in and verified there.

How to File the Annual Property Return on Manav Sampada

Every state employee has to declare movable and immovable property on the portal. The user manual says the return for the year ending 31 December must be filed between 1 and 31 January of the next year.

1. Log in and open General, then “Property Return”, then “Fill Property Return”.
2. Check the “Return Year” and choose the “Property Type”: Immovable (house, land) or Movable (vehicle, jewellery, shares and similar).
3. Choose “Declare your assets” and add each property with its details, or choose “NIL (No assets)” if you have none; the NIL option generates a declaration form.
4. Submit, and check it later under “View Property Return”.

The penalty for skipping it is real. A government order of 6 June 2024 from the Karmik department noted that, as of May 2024, only 18,600 of the 17,78,405 personnel registered on the portal had filed their property details, even though earlier orders required them under Rule 24 of the UP Government Servant Conduct Rules, 1956. It set 30 June 2024 as the deadline and said non-filers would not be considered for promotion and could face disciplinary action under the UP Government Servant (Discipline and Appeal) Rules, 1999. Rules like this are a working example of probity in governance enforced through a database.

Transfers, Postings and Other Services

Transfer orders are created by the department’s administrator ID, not by employees. The portal’s process document describes a merit-based transfer system that ranks employees on performance indicators and tries to match them to the places they opt for, and the home page has a “Transfer Orders” link where published orders appear. The general-user menu in the manual also shows “Mutual Reappointment” and “Appointment/Posting” entries; their screens aren’t described in the public manual sections, so check with your office before relying on them.

The home page links three other employee services: the Pension Portal, your GPF Statement and Medical Reimbursement. Its “Public Window” lets anyone use “Search Hrms Code”, see the “Office List” or open the “Fact Sheet (P2)”.

Common Errors and Their Fixes

Most eHRMS UP problems trace back to a few causes:

• Login fails with the right password. Check that you picked the correct “User Department”; the same User Id won’t work under another department.
• Leave doesn’t reach your officer. The reporting officer isn’t set for the “Leave” service. Update it through General, then Update Reporting Officer.
• Can’t apply for new leave. The FAQ gives three causes: a previous leave or cancellation request is still pending with the reporting officer, you haven’t sent the joining request for your last leave, or your leave balance hasn’t been updated.
• Leave balance looks wrong. The establishment operator enters the opening balance, and the FAQ says it can’t be edited once saved. Raise it with your establishment section.
• Wrong entry in the service book. You can’t edit it yourself. Use “Register Grievance” and contact the office’s Manav Sampada nodal officer.
• Password reset by SMS not available. Use “Via Email”, which needs a current email on your profile.

Where to Get Help

The contact page splits help in two. Software problems go to NIC’s Manav Sampada technical support team at [email protected]. Data entry and corrections go to the Manav Sampada nodal officer of your establishment office. The manual adds the escalation chain: your office administrator or reporting-office nodal officer first, then the department administrator at the directorate, then the state administrator at NIC UP, Lucknow; their details are shown on the page you see after logging in.

eHRMS UP Today

Manav Sampada now sits at the centre of promotion and discipline, not only record-keeping. The June 2024 property-return order linked promotions to filing, the leave module makes online joining compulsory, and the monthly verification pop-up keeps pressure on offices to finish incomplete service books. For anyone preparing for a state service, the system shows how e-governance works inside government itself, and new recruits through the UPPSC will meet it from their first posting. The property-return rule covers every state employee, from a lekhpal to a PCS officer. The official portal is at ehrms.upsdc.gov.in.

Frequently Asked Questions

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