No.: IT-11/3/ 2022-ADGIT3
Government of India
Ministry of Communication
Department of Telecommunications
(Information Technology Cell)

1419, Sanchar Bhavan, New Delhi-01
Dated: 18.08.2023

OFFICE MEMORANDUM

Subject: Instructions for Purchase of laptops/ Notebooks and Similar Devices for eligible officers- Revised Guidelines.

Department of Expenditure, Ministry of Finance has revised the instructions regarding purchase of laptops/notebooks and similar devices for eligible officers vide OM No. 03(20)/2022-E. II (A) dated 21 July, 2023 in supersession to their OM bearing No. 08(34)/2017-E. II (A) dated 20.02.2018 and OM No. 3(6)/2020-E. II (A) dated 27.03.2020. The revised instructions are hereby endorsed.

2. New requisition for laptops/ Notebooks and similar devices may be sent in the revised proforma attached as Annexure-A & Annexure-B.

3. This issues with the approval of DDG (IT)

(Arpit Shukla)
ADG (IT-III)

Annexure-A

Requisition of laptops/ notebooks and similar devices
(With reference to DoE OM: 03(20)/2022-E. II (A) dated 21 July, 2023)
(For Deputy Secretary or Equivalent and above)

Dated: ____

2. A ______________ (name of Device) may be issued to undersigned for discharge of official work, in terms of OM: 03(20)/2022-E.II(A) dated 21 July 2023 issued by Department of Expenditure, Ministry of Finance as per following: –

a) It is certified that, at present, no Device/Laptop of “Government of India’ is in possession of undersigned.

OR

b) The device/Laptop issued to me by the Office of the ………………………………………. (Name of the office of last posting of officer) was surrendered by me on ……………………… at the time of handing over of charge of the post of ………………………………… and the receipt provided by that office is enclosed herewith.

OR

c) The device/laptop having Model No. ……………………………………. and Serial No. ………………………. of …………………………….. make, which was issued to me by the department on dated……………………., has completed four (4) years. I want to retain the same with  reference to para-7(b) of OM. 03(20)/2022-E.II(A) dated 21 July 2023 issued by Department of Expenditure, Ministry of Finance or surrender to Department (Device/Laptop will be allotted to the officer on issuance of retention or surrender order).

(Note: Strike out the para(s) which are not applicable)

Signature of Officer.

Recommendation of Head of Unit

Annexure-B

Requisition of laptops/notebooks and similar devices
(With reference to DoE OM: 03(20)/2022-E. II (A) dated 21 July, 2023)
(For Section Officer and Equivalent/ Under Secretary and Equivalent)
(To be filled by the concerned Unit)

Dated: _______________

(a) Under Secretary (US) and Equivalent:

(b) Section Officer (SO) and Equivalent:

Name:
(Administrative officer of the Unit)
Designation:
Signed and Stamped:

8) Recommendation of Functional Units (Head):

Name:
Designation:
Signed and Stamped:

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F.No. 03(20)/ 2022-E.II(A)
Government of India
Ministry of Finance
Department of Expenditure
E.II(A) Branch

New Delhi, the 21 July, 2023

OFFICE MEMORANDUM

Subject: Instructions for the purchase of laptops/ notebooks and similar devices for eligible officers – revised guidelines.

In supersession to this Ministry’s Office Memorandum bearing No. 08(34)/ 2017-E.II(A) dated 20.02.2018 and OM No. 3(6)/2020-E.II(A) dated 27.03.2020, regarding purchase of Note Book/ Laptop by Ministries/ Departments & delegation of powers thereof, it has been decided that laptop, tablet, phablet, notepad, ultra-book, notebook, net-book, mobile or devices of similar categories (referred to as ‘Device’ in this OM) may be issued to eligible officers for discharge of official work. These powers shall be exercised in consultation with the Financial Adviser by the Secretary of Ministry/ Department, duly taking into consideration the functional requirements and budgetary provisions. However, the Secretary, for justifiable reasons, may delegate these powers to any other authority (not below the level of Joint Secretary). This would, however, be subject to the following conditions:

2. Eligibility:

3. Cost of Device: The cost of device shall be Rs. 1,00,000/- + taxes. However, for devices with Make-in-India (MII) component of more than 40%, the price ceiling shall be Rs.1,30,000/- + taxes. The above price ceiling is inclusive of cost of standard software*.

*Standard Software: Any software (Operating System, Antivirus software or MS-Office etc.) that is essential for the running of device towards discharge of official functions/duties.

4. Purchase Procedures: As prescribed under GFRs read with procurement guidelines issued by this department.

5. Safety, Security & Maintenance of Device: The device shall be property of Government upto 4 years from date of purchase. The expenditure to be incurred for the maintenance and upkeep of the device post warranty period is to be borne by the department concerned. However, the officer, who is given the device, shall be personally responsible for safety and security of data/information. The officer concerned will be at liberty to get the device insured at his/her personal cost.

6. Book value of the device: For the purpose of calculation of the book value, a depreciation of 25% per year (pro-rata basis), on straight line method, be adopted. Illustration to determine the book value of the device is given at Annexure-A.

7. Retention of device:

(a) Post completion of four years of usage, the officer shall retain the issued device. Concerned Ministry/ Department shall ensure that the data in the device is completely wiped out (data sanitized) before the device is handed over to the officer for retention.

(b) No new device may be sanctioned to an officer who has already been allotted a device, in a Ministry / Department, up to four years except in case of repair which is declared as ‘beyond economical repairs’. In such case, the device shall be retained by the employee without paying any amount and he/she will be eligible for a new device (based on the functional necessity). A BER certificate to this effect shall be obtained from the OEM or its authorized service center or agency/company providing AMC services to the department.

8. Beyond Economical Repair (BER): When repair cost is considered too high (exceeding 50% of book value of equipment taking depreciation into account). Such cases should be dealt on case-to-case basis and should have concurrence of Financial Advisor of the Department.

9. Conditions at the time of transfer, Superannuation etc.:

(a) In case where, at the time of purchase of device if the residual service of the officer is less than 4 years [or in case the officer is transferred/ deputed to State Govt. and with residual service of less than 4 years] or the officer leaves the Government Service within 4 years of purchase of such device, the officer concerned will have the option of retaining the device by paying the amount equal to book value of the device on such date of relief from Government of India.

(b) Upon transfer/ deputation of the officer to other Ministry/ Department/ Attached/ Sub-ordinate offices of the Government of India or to the State Government in case of Officers of the All-India Services, the officer shall carry the device to his/her new place of posting, this fact should be specifically mentioned in the Last Pay Certificate (LPC) along with copy of the bill.

10. Instructions for Ministries/ Departments:

(a) For the officials who are currently holding laptops, notebooks or similar devices in accordance with the provisions of O.M. dt. 27.09.2016, O.M. dt. 20.02.2018 & O.M. dated 27.03.2020, the terms & conditions for retention of the device shall now be governed as per Para 7 of this OM and in case of transfer/ deputation/ superannuation of the officer provisions of Para 9 above shall be applicable.

(b) The applicability of the provisions of this order to the officers of Armed Forces/ Para-Military Forces, officers of MoD & other similar establishments dealing with sensitive data would be subject to restrictions imposed by the concerned departments/ organizations duly taking into consideration the security of information. In all such cases the security of the information shall be the responsibility of the concerned department.

11. This OM is applicable to all officers of Ministries /Departments of Government of India (including attached and subordinate offices). However, the following categories are outside the purview of these instructions:

(a) Minister and their personal staff (outsiders whose appointment is co-terminus to the term of Minister).
(b) Public Sector Undertaking & Government Companies
(c) State Governments
(d) Autonomous Bodies
(e) Consultants engaged by Ministries/Departments

12. This is issued with the approval of Finance Secretary & Secretary (Expenditure).

(Avinash K. Nilankar)
Deputy Secretary (E.IIA)

ANNEXURE-A

Example
An eligible officer is issued a device (including standard software) costing Rs. 1,00,000/- plus applicable taxes and levies. Calculation of Depreciation, book value of the device (including software) is as below:

Formula:
Percentage of depreciation = (100/48) X No. of months elapsed or completed from the date of purchase of the device.

Illustration:

*Original amount in this case is 1,00,000/- plus applicable taxes and levies.

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No: 13-9/2021-22/IT-III
Government of India
Ministry of Communications
Department of Telecommunications
(IT Division)

Sanchar Bhawan, 20-Ashoka Road,
New Delhi-110001
Dated: 06.05.2022

Subject: Implementation of Standard Operating Procedure (SoP) to issue Laptop/Notebook and similar devices to officers of the rank of Under Secretary/Section Officers and equivalent rank in DoT – reg.

The Competent Authority has approved Standard Operating Procedure (SoP) to issue Laptop/Notebook and similar devices to officers of the rank of Under Secretary/Section Officers and equivalent rank in DoT and the same is available on DoT website for implementation (DoT).

In this regard, all Field Units and Divisions/Wings of DoT,HQ are requested to send fresh requisitions of eligible officers as per the said SOP to Sh.Nand Kishor Bijaraniyan ADG (IT-II1), IT Division, DoT HQ, New Delhi through e-receipt (e Office) mode for approval of the Competent Authority.

(Naveen Kumar)
ADG (IT-4)

Download SoP to issue Laptop/Notebook and similar devices to officers of the rank of Under Secretary/Section Officers and equivalent rank in DoT PDF

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Central Government employees news

GOVERNMENT OF INDIA (BHARAT SARKAR)
MINISTRY OF RAILWAYS (RAIL MANTRALAYA)
(RAILWAY BOARD)

No.2011/C&IS/ Committee/ Laptops/ Pt.II

Dated: 08-05-2020

The General Managers
All Indian Railways,
CORE & Production Units

Director Generals
NAIR, Vadodara
RDSO, Lucknow

Pr. CAO
COFMOW, DMW/Patiala

Director Generals/ Directors,
All Centralised Training Institutes

Sub : Provision of laptop to Gazetted Officers in Indian Railways.

Ref: (1) This office letter No.2011/C&IS/Committee/ Laptops/ Pt.II dated 23/01/2012
(2) Transformation Cell’s Letter no 2018/Transf.Cell/ Mech/ Misc dated 02.01.2019
(3) This office letter no 2011/C&IS/Committee/ Laptops/ Pt. I I dated 19/I 2/2019
(4) This office letter no.2011/C&IS/Committee/ Laptop/ Pt-II dated 12/02/2020

Policy guidelines for provision of Laptops/ Notebooks to all Gazetted officers were laid down vide letters referred as above. The Board (MT & FC) has considered various technological developments in this field and felt the need for a change in the policy. Accordingly, this policy is issued incorporating various changes issued from time to time and will supersede all earlier policy letters referred above.

1. SPECIFICATIONS OF LAPTOPS:
   
   1.1 For the purpose of this policy; Laptop, Notebook, Tablet, Netbook Computer, Notepad, Ultra-note book are considered in the same class. They are referred to as ‘Laptop’ in this policy.
   1.2 The codal life of the Laptop provided under this policy will be considered as Four (4) years.
   1.3 The Laptop to be provided to the eligible officer shall be treated as official equipment of the Railway in possession of the officer. A serving officer is entitled to purchase a Laptop irrespective of his/ her remaining service. Safety, Security (including official data) and upkeep of the Laptop shall be the responsibility of the officer concerned.
   1.4 The Laptop shall be completely owned by the Railways till such time the officer deposits its residual value or codal life is over and the officer takes ownership of the same as laid down in this policy.
   1.5 All aspects of this policy shall also be applicable on existing Laptops which were provided as per earlier letters referred as above, except the cost ceiling amount. The cost ceiling amount will be effective from the date of issue of this policy letter.
   1.6 This policy shall be applicable to all Gazetted Officers of Railway Units, Railway Board, and officers of other Govt departments posted on deputation to Railway Board or various Railway units.

2. ELIGIBILITY & CEILING:
   
   2.1 For procuring Laptop:
   
   2.1.1 Procurement of Laptop shall be done by the officer concerned directly from the Original Equipment Manufacturer (OEM) or their authorized outlet/distributors by paying the amount himself/ herself, and then claim for reimbursement thereof.
   2.1.2 ‘Laptop’ includes its Accessories and Standard Software [Standard software – Any Software (Operating system, Antivirus software or MS-office etc)] that is essential for the running of devices towards discharge of official functions I duties. Accessories may be purchased alongwith the Laptop or anytime later during its codal life.
   2.1.3 ‘Laptop’ is official equipment in addition to the Desktop PC in Office or any other computing devices provided except under this policy.
   2.1.4 Only one such reimbursement will be allowed once in 4 years. Next procurement for serving officials will be allowed only after completion of 4 years from the last purchased date as mentioned in his/her service book
   2.1.5 The eligibility and the total cost ceiling for purchase and maintenance of Laptop (including the equipment bare cost, warranty/extended warranty, **accessories, Standard software, AMC contract cost, repair & maintenance etc during its codal life) exclusive of applicable taxes shall be as indicated below:-

2.16 Repair & Maintenance:– The officer concerned shall take into account the scope of warranty/ extended warranty and/or AMC contract available for the Laptop while incurring expenditure on its repair & maintenance during its coda! life to avoid any Reimbursement claim of any duplicate expenditure shall be summarily rejected.

3. TERMS AND CONDITIONS FOR PURCHASE OF LAPTOP AND ITS REIMBURSEMENT:
   3.1 Eligible officer who procures Laptop himself /herself may club the cost of Laptop, accessories, Standard software, AMC contract/extended warranty etc over the specified life of the Laptop and the total amount can be claimed through single invoice subject to the terms and conditions as well as monetary limit laid down in this policy.
   3.2 The officer must give an undertaking at the time of claiming reimbursement that:­

I. The rates are reasonable;
II. The Laptop has been actually procured & maintained by him/her; and
III. The reimbursed amount is liable to be recovered from him/her in case of false declaration detected at a later date.
IV The applicable residual has been deposited in PFA/PAO office in the manner and form acceptable to them and money receipt is attached.

3.3 The claim for reimbursement will be entertained subject to :-

• The payment for purchase of the Laptop is done in Indian Currency (Rupee). Any claim in which payment is made in any currency other than Indian Rupee will not be etertained.
• The delivery of the device(s) has been taken in Any claim in which deliver has been taken outside India will not be entertained.

3.4 The Railways will neither be responsible nor liable for any contractual, legal and statutory issues arising out of the purchase/repair & maintenance of the Laptop.

3.5 The complete onus of ensuring and certifying authenticity and correctness of the submitted documents at the time of reimbursement claim shall lie with the concerned officer claiming reimbursement and not with the sanctioning authority.

4. ACCOUNTING & DISPOSAL:
   
   4.1 The Laptop shall continue to be in possession of the officer and cannot be returned to the office under any It has to be carried by the officer with him/ her upon transfer, deputation, retirement and leaving the organisation permanently etc.
   4.2 The office providing the Laptop shall ensure entry of the details in the Service Record & LPC of the officer provided with the In addition, the office shall maintain necessary records as may be required to be provided to the officer at the time of transfer/ deputation/ posting to another office/ retirement etc.
   4.3 On completion of coda! life period of the Laptop of the officer including probationary officer, the entry will be deemed to be removed from the service record of the Subsequently, the officer can purchase new Laptop, as per his/ her eligibility as per the policy at that time, whose details shall then be entered in the Service Record of the officer.
   4.4 In case of transfer of the officer outside the Organization on deputation, the officer concerned has an option to be exercised before the LPC (Last Pay Certificate) is issued: –

(a) To treat the Laptop as owned by the officer till his/her return to the Railway Organization, with due entries made in the service book & LPC of the officer;

OR

(b) To pay the residual value of the Laptop as on that date so that the entry is removed from his/her service record. His / her next entitlement for procurement of laptop in Railway Organisation will be governed by Para-2.1.4.

4.5 The officer, including Probationary officer, leaving the Organization on retirement or on permanent basis has to deposit the residual value of the Laptop with the Railways to “”‘ obtain clearance from the organization, and has to own the Then the Laptop will be written off from the service record of the concerned officer.

4.6 Under no circumstance, the condemnation or write-off etc of the official Laptops is permitted under this policy.

5. DEPRECIATION OF THE LAPTOP:
   
   5.1 The depreciation rate of the Laptop (including accessories) over and beyond the coda! life period shall be as under:

Depreciation Rate after the end of   year(s):

5.2 To determine residual value of the Laptop, the actual purchase price of the single invoice or the corresponding ceiling amount, whichever is lower, shall be

5.3 The cost of accessories, even if they have been purchased anytime later during the coda! life of the Laptop, will be treated as if they have been purchased along with the Laptop and their coda! life will also be co-terminus with that of the The residual value of the accessories shall also be added to determine the residual value of the Laptop.

5.4 To determine depreciation for a part of the year; first, divide the proportionate depreciation prescribed for that year by 12 to determine rate of depreciation per month and multiply this per month depreciation rate with the number of completed months for arriving at a value for that particular month within that This shall be proportionally added to the cumulative depreciation prior to that year, to arrive at the final depreciation. However, a chart for calculation of the residual valued of Laptop for completed month-wise is attached herewith for ready reference purpose.

5.5 Illustrations to determine the residual value of the Laptop (including accessories) where a part year is involved is given below:-

Case A: For an Eligible Officer in JAG & above and applicable Tax is GST @18% : –

• Assuming Single Invoice Value (including Standard Software, AMC & Truces etc) = 75,000/-
• Cost of Accessories purchased within one year = 5000/- (including taxes).
• Depreciation After!st year = 50%
• Depreciation after J S months = 50% + (25% 3/12) = 56.25%.
• Residual value after 15 months = Rs.80,000 -(56.25/100 * Rs.80000) = Rs.35,000/-.

Case B: For an Eligible Officer in below Confirmed JAG & applicable Tax is GST @18% : –

• Assuming Single Invoice Value (including Accessories, AMC & Truces etc) = 60,000/-
• Ceiling limit for below Confirmed JA Grade officer = 45000/- + Applicable taxes i.e. 18% GST
• Depreciation After I year = 50%.
• Depreciation After IInd year = 50 % + 25%.
• Depreciation after 26 months = 50% + 25 % + (10 % * 2/12) = 76.66%
• Residual value after 26 months = Rs.53,100 -(76.66/100 * Rs.53,100) = Rs.12,394/-.

6. OTHER PROVISIONS:
   6.1 Purchase of Laptops other than those specified in this policy shall continue to be governed by Delegation of Power on Information Technology related matters No.2006/C&IS/OTH/Delegation of Powers/36-Pt dated 11/02/2012 (Last Modified vide Transformation Cell letter 2018/Trans Cell/S&T/Go Digital dated 03/10/2019) modified from time to time and requires explicit permission of Railway Board even if they are sanctioned I provided in any estimates.

6.2 Unless specified otherwise, this policy or a part thereof shall not be applicable on Laptops procured under any other policy provision/estimate. For such equipments, extant practice of maintenance & disposal etc of the office equipment shall be

This issues with the concurrence of Finance Directorate of Ministry of Railways.

Please acknowledge receipt.

Encl: Residual value chart for Laptop.

sd/-
(Rajnesh Singh)
Director MECC&IS)

Calculation of Residual Value of Laptops in Percentage as per Laptop Policy No 2011/C&IS/Committee/Laptops/pt.ll dtd 08.05.2020

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