Revised Guidelines for Purchase of Laptops, Notebooks and Similar Devices for Eligible Officers
Revised Guidelines for Purchase of Laptops, Notebooks and Similar Devices
The Department of Posts, Ministry of Communications, has circulated revised guidelines issued by the Department of Expenditure, Ministry of Finance, regarding the purchase of laptops, notebooks and similar electronic devices for eligible officers. The revised guidelines were issued vide O.M. No. 03(20)/2022-E.II(A) dated 21 July 2023, superseding the earlier instructions dated 20 February 2018 and 27 March 2020.
Download Revised Guidelines in PDF
Eligibility
The guidelines permit eligible officers to be provided devices such as laptops, tablets, notebooks, ultrabooks, netbooks, mobiles and other similar devices for official work. The entitlement is linked to the sanctioned strength of the Department:
- Section Officer and equivalent: Up to 50% of sanctioned strength.
- Under Secretary and equivalent: Up to 50% of sanctioned strength.
- Deputy Secretary or equivalent and above: Up to 100% of sanctioned strength.
Cost Ceiling
The normal price ceiling for a device is ₹1,00,000 plus applicable taxes. For devices having a Make-in-India (MII) component exceeding 40%, the ceiling is increased to ₹1,30,000 plus applicable taxes. The ceiling includes the cost of standard software required for official functions, such as the operating system, antivirus and MS Office.
Procurement and Security
Procurement is to be carried out in accordance with the General Financial Rules (GFRs) and the procurement guidelines issued by the Department of Expenditure. The device remains Government property for four years from the date of purchase. The concerned officer is responsible for the safety and security of the data and information stored on the device.
Retention After Four Years
After completion of four years of usage, the officer may retain the issued device. Before handing it over, the concerned Ministry/Department must ensure that all official data is completely wiped or sanitized.
A fresh device cannot normally be sanctioned to an officer who has already been allotted one within the four-year period. An exception is allowed where the existing device is certified as Beyond Economical Repair (BER). BER generally applies when the repair cost exceeds 50% of the book value, subject to case-to-case consideration and concurrence of the Financial Adviser.
Transfer, Deputation and Superannuation
Where an officer has less than four years of residual service or leaves Government service within four years of purchase, the officer may retain the device by paying an amount equal to its book value on the date of relief. In cases of transfer/deputation to another Government Ministry/Department or eligible State Government posting, the officer may carry the device to the new place of posting, with the relevant details recorded in the Last Pay Certificate (LPC).
Calculation of Book Value
The guidelines prescribe depreciation at 25% per year on a straight-line basis, calculated pro-rata. The Annexure provides examples showing how the depreciated value and amount recoverable from the employee are determined based on the number of completed months since purchase.
Applicability
The instructions apply to officers of Ministries and Departments of the Government of India, including attached and subordinate offices. However, Ministers and their personal staff, PSUs and Government companies, State Governments, autonomous bodies and consultants engaged by Ministries/Departments are outside the purview of these instructions.
In summary, the revised guidelines provide a structured framework for procurement, eligibility, cost limits, security, maintenance, retention and transfer of laptops and similar devices for official use, while ensuring financial discipline and protection of Government data.