GOYERI\TMENT OF INDIA (BHARAT SARKAR)
MINISTRY OF RAILWAYS (RAIL MANTRALAYA)
GAILWAYBOARD)
Dated 08 -05-2020
No. 201 l/C&IS/Committee/ Laptops/Pt.[
The General Managen
All Indian RailwaYs,
CORE & Production Units
Director Generals
NAIR, Vadodara
RDSO, Lucknow
Pr. CAO
COFMOW,DNIW/Patiala
Director Generals/ Directors'
All Centralised Training Institutes
rovlslo
Sub:
fLa
to to
ed
ln
Railw
(1) This offrce leuer No.2011/C&IS/Committee/Laptops/Pt.1l dated 231011v012 dated 02'01.2019
bj Transformation Cell's Letter no 2018/Transf.Cell/Mech,/Miscdated
1912/20^19
om"" letter no 201 1/c&IS/Committee/ Laptops/pr.ll
i:i
1210212020
dated
(+j fni, om"e letter no.20t 1/C&IS/Committee/Laptop/Pt-Il
Ref:
lri,
guidelines fot provision of Laptops/ Notebooks to all Gazetted officers were taid down
Policy're-ferred
as above. The Boart iVff A fC) has considered various technological
vide letters
policy is
o"r"rop."ot. in this field and felt the need for a change in the policy. Accordingly-' this
policy
earlier
all
ir.uJ in"orporuting various changes issued ftom time to time and will supersede
letters referred above.
1.
SPE CIFICATIONS OF LAPTOPS:
1.1
Forthepurposeofthispolicy;Laptop,Notebook,Tablet,NetbookComputer'Notepad'
-same
class. They are referred to as 'Laptop' in this
ultra-noie book are coniidered in the
policy.
1.2
The codal life of the Laptop provided under this policy
will be considered
as Four (4)
years.
1.3
equipment of
The Laptop to
'i, be provided to the eligible offrcer shall be treated as offrcial
a Laptop
puqghage
to
entitled
is
,h;R"ii;;; poJr"*io, ofthe offiier. A serving offrcer (including offlcial data)
and
oi'ti.l tr"r remaining service. Safety,. Security
the Laptop shall be theiesponsibility of the offrcer concemed'
il;p*ri;;
uiffiof
1.4
TheLaptopshallbecompletelyownedbytheRailways.tillsuchtimetheofficerdepositslaid
tt,-,[t,iji;G o. "odul life is over and the officer iakes ownership of the same as
in this
down
1.5
PolicY.
Allaspectsofthispolicysha]lalsobeapplicableonexistingLaptopswhichwereprovided
cost ceiling
letters reierred a" abo". except the cost celling amount' The
uf-*i
"arti",
*iff be effective from the date of issue of this policy letter'
"-lrr.r
1.6
of Railway Units, Railway Board'
This PolicY shall be applicable to al I Gazetted OIficers
ts posted on deputation to Railway Board or various
and officers of other Go
Railway units.
o 9, o:ry
? tt
Page 1 of 6
2. ELIGIBILITY & CEILING:
For procurins Laptop:
2.1
2.t.t
Procurement of Laptop shall be done by the officer concemed directly from the
Original Equipment Manufacturer (OEM) or their authorized outlet/distributors
by paying the arnount himself/ herself, and then claim for reimbursement
thereof.
2.t.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 offrcial fltnctions /
duties. Accessories may be purchased alongwith the Laptop or anytime later
during its codal life.
2.1.3
'Laptop' is offrcial equipment in addition to the Desktop PC in Office or any
other computing devices provided except under this policy.
2.t.4
Only one such reimbursement will be allowed once in 4 years. Next procurement
for serving offrcials will be allowed only after completion of 4 years from the
last purchased date as mentioned in his,/trer service book
2.1.5
The etigibility 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:Cost ceiling
amount for
Eligibitity
for Gazetted Olficial Laptop
(exclusive of
Officer
Oflicer in
Confirmed JA
Grade and
above.
applicable taxes)
Rs.85000/(Eighty Five
Thousand)
Proviso
in
'Confirmed JA Grade' shall not include
offrcers holding adhoc or temporaxy capacity in JA
Grade or looking after the current duties of JA Grade
without being confirmed in JA Grade.
**Subject to the condition that the cost of the
accessories shall not exceed an amount of Rs
Officer
Five Thousands inclusive of all Taxes
**Subject to the condition that the cost ofthe
accessories shall not exceed an amount ofRs 13,000
(Thirteen Thousands) inclusive ofall Taxes.
25 000
Rs.45,000/(Forty Five
Thousand)
Gazetted
Officer below
Confirmed JA
Grade.
Rs.45,000/(f,'orty Five
Thousand)
Probatiorary
Officer of
Group'A'
Raitway
Services under
* * Subj ect
to the condition that the cost of the
accessories shall not exceed an amount ofRs 13,000
(Thirteen Thousands) inclusive ofall Taxes.
training,
2.1.6
,O=-Z) 'zo
The Laptop provided to the Probationary Oflicer shall
continue to be in hiV her possession during the training
period. It shall be carried by the Probationer upon
completion of training to his/ her working post.
&
- The officer
concemed 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 codal
life to avoid any duplication. Reimbursement claim of any duplicq;zexpenditure
shal be summarity
Y Page2of5
Repair
Maintenance:
rejecred.
A,$e
t
ITS
P UR CEA SE OF LA PT OP
FOR
NS
ITIO
NI)
CO
AND
3. TERMS
RE IMBT]RSE
LaPtoP himselflhe*:ll T?;l;,"f"""J"hit'Htp''J;
Eligible offrcer who procures
il"?tt"""i,'iLa,ta tott"*t' AMC contract/extended'wi
iingle invoice subject to
;fa1ga'trrouch
to't'i
tn"
life of the Laptop and
limit laid down in this policy'
conditions *;il;;;"'y
3.1
ffi;il;;
the terms and
3.2
that:at the time of claiming reimbursement
undertaking
an
give
must
The offrcer
I. The rates are reasonable;
& maintained hv him/her; and
lI. The Laptop t'* U""n uJidty procured
case of false
to be recovered from him/trer in
reimbursed
lll. The
date'
declaration detected at a later
and
in PFA/PAO office in the manner
;;;;deposited
*'td'"I
The applicable
tV.
'
to them and money receipt is attached'
"t;;;ii';i;
'
;;;*atable
will be entertained subject to :(Rupee)'
The claim for reimbursement
Laptop is done in Indian Currency
ofthe
p*th^"
fo'
payment
The
than lndian Rupee will
made in any cwrency other
Any claim in which payment is
I.
*k*,'l-l1li"
device(s) hal beel
outside India will not be entertained'
,,.
"' fi:Hx|"#"f.,"
fr* U.""
Anv claim in which deliver
"len
any contractual' Iegal and
l:u!l:,lt
*l
responsible
be
neither
will
3.4 The Railways
p"i*ii*"1*pair & maintenance of the Laptop'
statutory issues arising out'"iirit
of the
certiffing authenticiw and conectress
and
ensuring
of
onus
'InJ'ii'nt of reimbursemtnt ti"it shall lie with the
3.5 The complete
submitted documents ut
tl!iu*t"rn"" *J t"t with the sanctioning authority'
concemed office,
"laiti"g
G & DIS POS AL:
4 ACCO
4.1
4.2
be retumed to the
in possession of the offtcer and cannot
The Laptop shall continue to be
him/ her upon
be carried-by.the offrcer with
under
office
f"*ing tft" organisation permanently etc'
transfer, deputation, retirem*
*y "i.tot'tu'Jt-t"ifi;;
-i
Service Record &
ensure entry of the.details in the
The office providing the Laptop shall
the offrce shall maintain
LPC of the officer
'ddition'
to the officer at the time of transfer/
necessary records as *"v u"
posting to another office/ retirement etc'
p,o'ota"*iitim?;ffi,i;.
i"i'i'!i; fi;";dtd
i"pr",f,irV
4.3
of the officer including probationary
on completion of codal life period of the Laptop
the service record of the officer'
oIficer, the entry wilt U. a..["iio[.L*Jra'no* as per his/ her etigibility as per the
p""t'^" new Laptop'
Subsequently, the officer
of the
"*
*h"." ;J;lt;;iiil"; 6'; ;;t"*'d in the Service Record
poricy at that time,
officer.
4.4
the Organizarion on deputation' the officer
case of transfer of the offrcer outside
ruy certificate) is issued: ,t Lec
i"ro..
be
to
option
an
has
concemed
"
till hisftrer return to the Railway
To treat the Laptop as owned by the officer
service book& LPC ortheofficer;
In
(al
(a,,
eii."iJ
;;#;fi
p^t
fi,fld;;il'";;;ilG'
OR
(b)
2a'4
o .95.
entry rs
LaDtOD as on that date so that the
To oav the residual value. of the rd.
her next entr tlement for procurement
iehbvtd from his/her-servtce reco willHis'/
be goveme dbv ara-
lT
i'"lioi iii f"maY
organisation
gfr
Page 3 of 6
4.5
the Organization on retirement or on
The ofticer, including Probationary officer, leaving
residual valuE of the I.aDtoD with the Railways to
iusis hus-to a.porit
to oY q: Laptop' rhen the Laptop will
rl"*",r'"
mm the serviie record of the concemed offtcer'
t" *titi""
"m
write-off etc ofthe official Laptops is
Under no circumstance, the condemnation or
*.
"",e;;ii;;';J-h*
*..*.r,
ffi;:H;;J;
4.6
permitted under this PolicY.
!
P:
IA IO OF THE
DEPRE
5'lThedepreciationraleoftheLaptop(includingaccessories)overandbeyondthecodallife
period shall be as under:-
f
cl atr on Rate after the end o
Year z
Year 1
De
s
Year 3
Year 4
10"/"
5"/o
25"/o
50o/o
tle single invoice or
the actual purchase price 9f
determine residual value of the Laptop,
To
5.2
"- ,h.;;;&;nding ceiling amou't, *ttittti"tt is lower' shall be considered'
5.3 The iost of accessories, even
the codal life
have been pwchased anytime later dwing
and their
iiir,"v rruu" u""n purchased along with the Laptop
if they
of the Laptop, wil u" o"""a ^
u"t oithe Laptop'-The-residual value of the
codal life will also
residual value ofthe Laptop'
u.""r.ori", shall also be Ja"d to determine the
year; first, divide the proportionate depreciation
5.4 To determine depreciation for a part of the
this
iate of depreciation per month and multiply
prescribed for that year b;
for
value
a
at
montirs for arriving
of
oer month depreciation ,"i,r*i,i tfr.
"o.pi.t"a
be'proportionally added to the cumulative
shall
ihat particular *on* *lirin'tt"lt;;. Thir
for
the final depreciation. However, a chart
deoreciation uo, to ttrui'vJi'i"
herewith
Lup;p",roi to.pr"t"a' month-wise is auached
caiculation or *,e resia.rii
for ready reference Purpose'
b";;"*;;;*ia
;; ;E;ine
rr.i"i
#r"
ffi;j;f
5.5IllustrationstodeterminetheresidualvalueoftheLaptop(includingaccessories)wherea
part year is involved is given below:Case A:
l)
AG
For
T
a
a
= Rs'75'000/Standard Software' AMC & Taxes eto)
Assuming Single Invoice Value (including
year = Rs'50001 (including taxes)'
of Accessories purchased within one
2) Cost
3) Depreciation After Ist Year = 50%
+
4) Depreciation after 15 months:50% + 125Yo 3ll2)= 56'250/o'
(56'25/100 * Rs'80000)
5) Residual value after 15 months = Rs'80'000 Case
l)
2)
o/o
rs
B:
T
G
Itr
= Rs'35'000^'
ls
8
Accessories' AMC & Taxes etc) = Rs'60'000/Assuming Single Invoice Value (including
taxes i'e' lt% GST
Grade officer = Rs'45000/- + Applicable
Ceiling limit for below Confirmed JA
3) Depre€iation After l"ryear = 50%'
4) Depreciation After IInd year:50%o+25%o'
o/o * 2112) = 6.660/o
5) Depreciation after 26 months = 500/o + 2 5 + (10
r Rs.53, 100) = Rs.12,394/6) Residual value after 26 months = Rs 53' 100 - (76.66/100
o7o
& .o>'
7
#
Pate 4 of 5
OTIIERPR OVISIONS:
6
purchase of Laptops other than those specified in this
6.1
Lu
Deleeation
of Power on
poli:v shall continue_to be govemed
Information Technology
related
-.
matters
(Last Modified-vide
r(".zooolE}iwoTFVDelegation of Powers/36-Pt dated lllO2l20l2
dated 0311012019)
Transformation cell lettir No. 2018/Trans cell/S&T/Go Digital
.ooin"ar.o.ti.etotimeandrequiresexplicitpermissionofRailwayBomdevenif
they are sanctioned
6.2
/
provided in any estimates'
Unlessspecifiedotherwise,thispolicyorapartthereofshallnotbeapplicableonLaptops
of
otnet pori"v p-vision/estimate' For.such equipments' extant practice
;r;;;.i;J;;t
'.uirt.n-.t & disposal eic of the office equipment shall be applicable'
This issues with the concurrence of Finance Directorate of Ministry of Railways.
Please acknowledge receiPt.
Encl: Residual value chart for Laptop.
o
.os .?db
(Rajnesh Sing h)
S)
rME(
Di
Dated 08.05.2020
No. 2011 /C&IS/Committee/ Laptops/Pt.Il
Copy to :
l.ThePFAs,AllIndianRailways,PUs,CoRE,CoFMoW,NAIR,/Vadodara,RDSo/Lucknow.
2.PrincipalDirectorsofAudit,AlllndianRailways/PUs(asperstandardlist)'
:. rr,. oy. Comptroller and Auditor General of India (Railways), Room No. .224, Rail Bhawan,
4.
5.
New Delhi.
Pay & Accounts Officer, Railway Board.
Finance(X), Budget, Cash Branches, Railway Board'
VP-/
!E+'
For Financial Commissioner/Railways
Copy
-i. to : MR, MSR(B)&MSR(M).
PS'ro
Additional
2. pSos/ Sr. ppSs/ ppss/ pSs to bns/Bo"ra Members, Secretary, DG/RHS, DG/RPF,
Railways, Editor/Bhartiya
Members' oSDs, Advisors, JSs, Executive Directors, DIP, Editor/Indian
Rail, All Other Officers & Directorated Sections Railway Board'
3. All Associations (as per standard list)
Page 5 of 5
in Percentage as Per
Calculation of Residual Va lue of LaPtoPs
dtd
201 rTiatslc6.,ititt"e,Laptop€,Pt'll
Laptop PolicY No
08.05.2020
Running
Year
ResidualValue
Co
leted Mo
1
5
6
7
8
91.67
87.5
83.33
75.17
75
70.83
66.67
10
58.33
11
51.17
12
13
47 .92
2
3
4
Year
1
I
50
.ltt.83
15
13.75
16
41.67
17
39.58
18
37.5
19
35.42
20
33.33
21
31.25
22
29.17
23
27.08
u
25
25
26
27
24.17
23.33
22.5
21.67
20.83
20
19.17
18.33
28
Year 3
29
30
3l
32
33
17.5
34
35
36
16.57
15.83
15
37
{4.58
38
39
40
41
Year 4
%
52.s
14
YeaJ 2
s
in
e
95.83
42
43
4
14.17
13.75
13.33
12.92
12.5
12.08
47
11.25
10.83
10.42
48
10
45
46
>--.-
11.67
9Qt'
o 9'o
(. edb
Page 5 of 6