Manav Sampada Leave Application Process

The Manav Sampada eHRMS portal offers a streamlined digital process for UP government employees to apply for various types of leave. This comprehensive guide walks through the step-by-step leave application process, required documentation, approval workflow, and application tracking methods in accordance with the latest 2025 UP government regulations.

Types of Leave Available

The UP government offers several categories of leave, each with specific eligibility criteria, documentation requirements, and entitlement limits:

Leave Type	Annual Entitlement	Details
Casual Leave (CL)	12 days	All employees eligible. Cannot be carried forward; maximum 5 consecutive days.
Earned Leave (EL)	30 days	All regular employees eligible. Can be accumulated up to 300 days; encashable at retirement.
Medical Leave (ML)	20 days	All employees eligible. Requires medical certificate for more than 3 days.
Half Pay Leave (HPL)	20 days	Regular employees eligible. Can be converted to full pay leave if used for medical treatment.
Maternity Leave	180 days	Female employees eligible. Maximum 2 times in service; full pay leave.
Paternity Leave	15 days	Male employees eligible. Must be taken within 6 months of child's birth.
Child Care Leave	Up to 730 days	Female employees with children under 18 eligible. Can be taken in multiple blocks; minimum 15 days per block.
Study Leave	Up to 24 months	Employees with 5+ years of service eligible. For higher education relevant to job role.
Extraordinary Leave	Case-dependent	All employees eligible. Without pay; only when no other leave is available.

Prerequisites Before Applying

Before initiating your leave application, ensure you have the following ready:

• Active eHRMS Account: Valid login credentials for the portal. If you don't have an account, refer to our eHRMS Login guide.
• Leave Balance Verification: Check your current leave balance to ensure sufficient leave days are available. This can be viewed in the dashboard after logging in.
• Required Documents: Prepare all necessary supporting documents based on leave type:
  • Medical Leave: Doctor's certificate, medical reports
  • Maternity Leave: Medical certificate confirming pregnancy and expected delivery date
  • Child Care Leave: Child's birth certificate, school certificate
  • Study Leave: Admission letter from recognized institution, course details
• Document Format Requirements: All documents must be:
  • Clear, legible scanned copies or photos
  • In PDF, JPG, or PNG format
  • Less than 1MB in size per document
  • With proper attestation/verification where required
• Alternative Arrangements: Information about who will handle your responsibilities during your absence (for certain positions).

Step-by-Step Leave Application Process

Follow these detailed steps to apply for leave through the Manav Sampada eHRMS portal:

1. Log in to the Portal
   • Visit https://ehrms.upsdc.gov.in
   • Enter your Employee ID, password, and CAPTCHA
   • Select your department code if prompted
   • Complete any security verification if required
2. Navigate to Leave Module
   • From the dashboard, go to "Employee Services"
   • Select "Self-Service"
   • Click on "Apply for Leave" (or "अवकाश के लिए आवेदन करें" in Hindi interface)
3. Check Leave Balance
   • Before proceeding, review your current leave balance displayed on the screen
   • Verify if you have sufficient leave days available for the type you wish to apply
4. Fill the Leave Application Form
   • Select Leave Type from the dropdown menu
   • Enter Leave Period:
     • From Date: First day of leave (use calendar widget)
     • To Date: Last day of leave (use calendar widget)
     • The system will automatically calculate the number of days
   • Specify if it's a half-day leave (morning/afternoon) if applicable
   • Enter Purpose/Reason for Leave (be specific and clear)
   • Provide Contact Details during leave period (address, phone number)
   • If required, enter Alternate Arrangement details (who will handle your work)
5. Upload Required Documents
   • Click on "Choose File" or "Upload Document" button
   • Select relevant documents from your device
   • Add document description when prompted
   • Click "Upload" after each document selection
   • Verify all required documents appear in the uploaded files list
6. Review Application Details
   • Carefully check all entered information for accuracy
   • Ensure dates are correct and documents are properly uploaded
   • Verify leave calculation is as expected
7. Submit Application
   • Click the "Submit" or "Send for Approval" button
   • Confirm submission in the dialog box if prompted
8. Receive Confirmation
   • Note the application reference number displayed on screen
   • Save or download the application acknowledgment PDF if available
   • You will also receive confirmation via SMS/email on your registered contact details

Document Requirements by Leave Type

According to the 2025 UP Government guidelines, applications without required documents will be automatically rejected. Ensure you submit the following documents based on your leave type:

Leave Type	Required Documents	Application Timeline
Casual Leave	No documents required for less than 3 days Simple reason statement for 3+ days	Apply at least 2 working days in advance except in emergencies
Earned Leave	Application with detailed reason Handover report for 15+ days	Apply at least 7 working days in advance; handover document must be countersigned
Medical Leave	Medical certificate from RMP Medical reports/test results Hospital discharge summary (if applicable)	Certificate must be issued within 48 hours of applying
Maternity Leave	Medical certificate confirming pregnancy Expected delivery date document Aadhaar-linked certificate	Submit before delivery date; Post-delivery documents within 15 days
Paternity Leave	Child's birth certificate Relationship proof	Must apply within 30 days of child's birth
Child Care Leave	Child's birth certificate School certificate or medical records Declaration of necessity	For children under 18; recent school note required (within 30 days)
Study Leave	University admission letter Course details and duration Relevance to job justification Bond agreement (if applicable)	Apply 30 days before course commencement
Extraordinary Leave	Detailed justification letter Supporting evidence Leave balance statement	Requires special approval from department head

Leave Approval Workflow

After submission, your leave application passes through the following approval workflow:

Note: The approval process typically takes 1-3 working days for casual leave and 3-7 working days for other types of leave. Emergency medical leave may be expedited.

Tracking Leave Applications

You can monitor the status of your leave application through the following methods:

Method 1: Through eHRMS Portal

1. Log in to https://ehrms.upsdc.gov.in
2. Go to "Employee Services" → "Self-Service" → "My Applications"
3. Select "Leave Applications" from the list
4. You will see a list of all your applications with their current status
5. Click on any application to view detailed status and approval trail

Method 2: SMS Notifications

Automatic SMS updates are sent to your registered mobile number when:

• Your application is successfully submitted
• The application moves to the next approval level
• Additional information is requested by any approver
• The application is approved or rejected

Method 3: Email Tracking

Comprehensive email notifications are sent to your registered email address with:

• Application acknowledgment with reference number
• Status updates at each approval stage
• Final approval or rejection notice with reason
• Leave sanction order as PDF attachment (when approved)

Method 4: Mobile App

If you have installed the m-STHAPANA mobile app:

1. Open the app and log in with your credentials
2. Go to "My Applications" or "Leave Management"
3. View real-time status updates with push notifications

Understanding Application Statuses

Your leave application will display one of the following statuses during the approval process:

• Submitted: Application has been successfully submitted but not yet reviewed.
• Under Review: Currently being reviewed by your reporting officer.
• Forwarded: Approved by reporting officer and forwarded to the next approval level.
• Pending Documents: Additional documentation requested (action required from you).
• Sent Back: Returned for modification with specific comments (action required from you).
• Approved: Leave application has been fully approved.
• Rejected: Application has been declined with reason provided.
• Canceled: Application withdrawn by you before final approval.
• Processed: Approved leave has been recorded in the system and service record.

Modifying or Canceling Applications

If you need to modify or cancel your leave application, follow these steps:

Modifying a Pending Application

1. Log in to the eHRMS portal
2. Go to "Employee Services" → "Self-Service" → "My Applications"
3. Find the relevant application and click "View Details"
4. If the status is "Submitted" or "Sent Back", click "Modify Application"
5. Make necessary changes to dates, reason, or documents
6. Click "Submit Revised Application"
7. Note that once an application reaches "Approved" status, it cannot be modified

Canceling an Application

1. Log in to the eHRMS portal
2. Navigate to "Employee Services" → "Self-Service" → "My Applications"
3. Locate the application and click "View Details"
4. Click "Cancel Application" and provide a reason for cancellation
5. Submit the cancellation request
6. For approved leaves that you no longer wish to take, use "Leave Surrender" option

Canceling Approved Leave

If you need to cancel leave that has already been approved:

1. Submit Leave Cancellation Request
   • Go to "Employee Services" → "Self-Service" → "Leave Cancellation"
   • Select the approved leave from the list
   • Specify whether you want to cancel the entire period or partial period
   • Provide justification for cancellation
   • Submit the request
2. Approval Process
   • The cancellation request follows a similar approval workflow as the original application
   • Your reporting officer and leave sanctioning authority must approve the cancellation
3. Leave Credit
   • Upon approval, the canceled leave days are credited back to your leave balance
   • The system generates a cancellation order document

Troubleshooting Common Issues

Here are solutions to common problems encountered during the leave application process:

Unable to Submit Application

• Issue: System shows error when trying to submit application
• Solution: Check if all mandatory fields are filled and documents are in the correct format and size. Clear browser cache and try again.

Insufficient Leave Balance

• Issue: System shows "Insufficient Leave Balance" error
• Solution: Check your leave balance in the dashboard. Consider applying for a different type of leave or reducing the duration.

Document Upload Failures

• Issue: Unable to upload supporting documents
• Solution: Ensure documents are under 1MB in size and in supported formats (PDF, JPG, PNG). Try compressing the file or using a different browser.

Application Stuck in Processing

• Issue: Application status hasn't changed for several days
• Solution: Contact your reporting officer directly. If no response, escalate to your department nodal officer.

Rejection Without Clear Reason

• Issue: Application rejected without detailed explanation
• Solution: Contact your reporting officer for clarification. Check if any department-specific leave restrictions are in place.

Best Practices for Leave Applications

Follow these recommendations to ensure smooth processing of your leave applications:

• Plan Ahead: Apply for leave well in advance (at least 7 days for planned leave) to allow for processing time.
• Check Department Calendar: Verify your department's holiday calendar and avoid applying during peak periods or when multiple colleagues are on leave.
• Complete Documentation: Ensure all required supporting documents are clear, legible, and properly attested.
• Clear Justification: Provide specific and detailed reasons for leave, especially for medical, emergency, or extraordinary leave.
• Work Handover: For leave exceeding 5 working days, include information about who will handle your responsibilities.
• Follow Up: If your application is pending for more than the standard processing time, follow up with your reporting officer.
• Keep Records: Save the application reference number and acknowledgment PDF for future reference.
• Update Contact Details: Ensure your mobile number and email in the system are current to receive status updates.

Frequently Asked Questions (FAQs)

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