No.

Q/Comp/551/08/2014
Government of India
eG&IT Division
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Subject: Policy for purchase/issue of laptops/notebooks and similar devices
in the Ministry.

Thiscircular is intended to combine various guidelines issued by the Ministry of

Finance, Department of Expenditure, for purchase of laptops/notebooks from time
to time.

2. In supersession of the OM bearing No. 08(64)/2017-E.II(A) dated 27th

September 2016, regarding purchase of Note Book/Lap-Top computers by
Ministries/ Departments & delegation of powers thereof, Ministry of Finance
(Department of Expenditure), vide its OM No. 08(34)/2017-E.II(A)dated 20thFebruary
2018 decided that lap-top, tablet, notepad, ultra-book, notebook, net-book or
devices of similar categories may be issued to officers of the rank of Deputy
Secretary and above for discharge of official work. These powers shall continue to
be exercised in consultation with the Financial Adviser by the Secretary of the
Ministry/Department or any other authority who are specifically delegated these
powers from time to time, duly taking into consideration the functional requirements
and budgetary provisions.

3. ThisWOUld,however, subject to the following conditions:

(i) Cost of Device: The Cost of device including Standard software* shall
not exceed ~. 80,000/-.
*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.
(ii) Purchase Procedures: As prescribed under GFRs/CVC guidelines may
be followed.
(iii) Safety, Security & Maintenance of Device: The officer, who is given the
device, shall be personally responsible for its safety and security as well
as security of data/information, though the device shall continue to
remain Government property. The officer concerned will be at liberty
to get the device insured at his personal cost.

(iv) Retention/Replacement of device:

(a) No new device may be sanctioned to an officer, who has already
been allotted a device in a Ministry/Department/Mission/Post, up to
five years. Any further issueof laptop in case of loss/damage beyond
repairs within the prescribed period, should be considered only after
the cost is recovered from the officer based on the book value after
deducting the depreciation.

(b) For the purpose of calculation of the book value, a depreciation of

25%per year, on straight line method*, be adopted.
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*(Straight line methods means depreciation at the end of every 12
month period from rate of purchase will be calculated at 25% of the
original cost of the device).

(c) Post the completion of five years of usage, the officer shall retain the
issued device.

(v) 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 5 years or in case the officer is transferred /
deputed to State Govt. but with residual service of less than 5 years or
the officer leaves the Government Service within 5 years of purchase
of such device, the officer concerned will have the option of retaining
the device by paying the amount after deducting the depreciation.

(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 will have the option of retaining the existing device and in case
of such retention, this fact should be specifically mentioned in the Last
Pay Certificate (LPC).

4. In addition to the above guidelines, following additional provisions have

been made keeping in view the nature and extent of work done in this Ministry
and in the Missions and Postsabroad :-

(a) An officer whom laptop has been issued, will not be entitled for a
new device for the five years. If feasible, it should be disposed off to the
best advantage of the Government, subject to removal and destruction
of hard disk.

(b) After the device has completed its prescribed life span of five years,
a new device may be issued to the officer on functional requirements after
due approvals and following the prescribed procedures.

(c) In case of posting of an officer from Hqrs. to Mission/Post abroad

from one Mission/Post to another Mission/Post from Mission/Post abroad to
Hqrs., the laptop will remain with the officer concerned and this fact should
be specifically mentioned in the Last Pay Certificate (LPC).

(d) In pursuant to Government of India's Policy on Adoption of Open

Source Software dated 27th March 2015, endeavour should be made to
adopt Open Source Software (OSS)in comparison to proprietary software.

(e) The laptop/notebook or device of similar category, surrendered by an

officer in accordance with para 3(v), would be put to useful purpose in the
Ministry/Mission as the case may be, including by issuing it to an
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officer, who has requested for laptop as long as it is in working

condition.

The proposals for purchase of a laptop/notebook

(f) For Mission/Posts:
from Missionsabroad would be forwarded to eG&IT Division for obtaining
the administrative approval of competent authority in the Ministry. The
cost of device should not exceed f. 80,000/- excluding taxes/VAT If
refundable to the Mission/Postabroad.

(g) For Hqrs. : The laptops should be mandatorily procured from GeM
Portal according to the Rule 149of GFR2017.

5. These instructions take into effect immediately and will remain in force till
further orders.

6. Thisissueswith the approval of the competent authority in the Ministry.

).~
(Jaswant Singh)
Under Secretary (Comp.)
23rd April, 2019

All officers at Headquarters and Indian Missions/Posts abroad.