HR & Payroll Software for NGOs & INGOs in Nepal
Book staff to the projects that fund them, run fixed-term contracts to their end dates, and keep SSF, PF, CIT and eTDS on a record an audit can follow. One salary, one payment, the cost attributed underneath.
For Organisations Where the Budget Has a Name on It
Development work is organised by project, not by department. NepalHRM records both, so the org chart and the funding structure stop being two different spreadsheets.
The Four Questions an NGO HR File Has to Survive
Who is this person's cost against, when does their contract end, who approved the change, and where were they working. Answer those and the audit is short.
A programme officer is 60% on one grant and 40% on another. Staff are paid once, but the cost has to land in two places, and a spreadsheet split is rebuilt from memory every quarter.
Almost nobody is permanent. Fixed-term agreements follow the funding cycle, and an HR file that does not track those end dates reports leavers as current headcount.
Donor reviews, statutory audit and the Social Welfare Council all ask the same question in different formats: show the record behind the figure, and show who changed it.
District offices, field staff and a Kathmandu head office run different attendance realities, while payroll and leave still have to close on the same day.
Project, Contract, Audit Trail, Statutory Return
The four things an NGO HR office is asked for, held in one place instead of in a workbook, a folder, an inbox and somebody's memory.
Projects beside department and branch
A project is its own organisational dimension, not a text field. It carries a status of Planned, Active or Closed, a start and end date, and a focal person who owns it.
A fixed salary share per project
Book an employee to a project for a set NPR amount over an effective-from and effective-to window. Staff still receive one salary and one payment; the cost is attributed underneath.
The live cost of a project
Every allocation running on a given date rolls up to a per-project total, so the question is answered from records rather than from the previous quarter's workbook.
Fixed-term contracts that close themselves
Permanent, fixed-term, probation, internship, consultancy and part-time contracts, each with signed scans attached. A daily sweep moves a contract past its end date to Expired.
An audit trail that answers who and when
Changes across HR and payroll are recorded in an audit log, and approvals route through named people, so a donor review follows a decision instead of taking it on trust.
SSF, PF, CIT and eTDS
Statutory deductions calculate on current IRD slabs and produce the eTDS file ready to upload, with bilingual payslips and bank transfer files for the disbursement.
District offices as branches
Each field office is a branch with its own attendance devices, its own approver and its own reporting, while payroll and leave still close once for the whole organisation.
Interns and volunteers on their own terms
Internship and part-time contract types keep short engagements on the record with their own documents and dates, without inflating permanent headcount.
Leave rules that follow the funder
A leave policy can apply to everyone or only to named departments, roles, locations or people, so a project team on donor terms is not forced onto the head office entitlement.
What NepalHRM records, and what it leaves to finance.
A project is a real record: name, status, dates, a focal person, and the staff booked to it. Each booking is a fixed rupee amount over a dated window, and the live allocations on any given date add up to that project's current salary cost. That is the HR half of donor reporting and it is on the record rather than in a workbook. The other half is not built. NepalHRM does not assemble a funder's report in the funder's template, and we would rather say so here than let a finance officer discover it in month two. Ask to see the allocation screens in the demo and judge the fit against your own reporting format.
- Planned 路 Active 路 Closed statuses
- Fixed NPR share, dated window
- Per-project live salary cost
- One salary, one payment to staff
The three modules a country office switches on first
Records and projects before anything else, because the allocation is what every later report reads from.
One profile per person, departments, branches, contracts, documents and six access roles.
PF, CIT, SSF and eTDS on current IRD slabs, bilingual payslips and bank transfer files.
Leave types, accrual, policies scoped to a project team, and the fiscal year close.
Questions from HR and Finance in Development Organisations
Yes. A project allocation books one employee to one project for a fixed NPR amount over an effective-from and effective-to window, and an employee can hold several at once. The person is still paid one salary in one transfer; the allocation records how that cost is attributed. Because each allocation has its own dates, a mid-grant change is a new row rather than a rewrite of history.
No, and it is worth being exact about this. NepalHRM holds projects, staff allocations and the per-project salary cost that follows from them, so the HR side of a donor report is on the record and exportable. The report itself, in the funder's own template with its own budget lines, is still assembled by your finance team. Ask for a walkthrough of the allocation data before assuming it fits your reporting format.
Every contract type except permanent requires an end date, so fixed-term, probation, internship, consultancy and part-time agreements all carry one. Signed copies attach to the contract record. A daily job flips any contract past its end date to Expired, which keeps headcount reports honest and gives HR a real renewal list instead of a reminder somebody set in a calendar.
They are recorded like any other employee, with a contract type, documents, leave and project allocations. What NepalHRM does not do is apply a different tax treatment to them: the payroll engine calculates PF, CIT, SSF and eTDS on Nepal's resident IRD slabs for everyone in the run. Any different treatment your tax advisor requires is handled outside the payroll calculation today.
It is built for the question those reviews ask. An audit log records changes across HR and payroll with the user and the time, approvals route through named approvers, and payslips, attendance summaries and payroll reports export to Excel, PDF and CSV. PF, CIT, SSF and eTDS calculate on current IRD slabs, so the statutory figures in the file match the ones in the return.
Yes. Each district office can be a branch with its own biometric devices, and an edge agent on that office network keeps collecting punches and sends them upstream when the link returns. Field staff who are not near a device can punch from the mobile app with GPS. Both routes land in the same attendance log that payroll reads.
Yes. Leave policies declare who they apply to: all employees, named departments, named roles, a location, or specific people. So a donor-funded team on contract terms can carry its own entitlement, accrual rule and approval chain, while head office runs the standard policy, and both close on the same Bikram Sambat fiscal year.
Put Your Project Structure Into Your HR Records
Bring two projects and five staff who split time between them. We will set up the allocations and show you the per-project cost the same day.
- Projects beside departments
- Fixed-amount cost allocation
- Contract end-date sweep
- Free onboarding