0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Tele: 39258 DDGIT, Dte Gen of Info Sys

General Staff Branch
IHQ of MoD (Army)
DGIS Enclave
Rao Tula Ram Marg
New Delhi - 110010

B/03568/Gen/DDGIT (Proj) Dt in DSC

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All Otes/ Branches of IHQ of MoD (Army)
All HQ Comds & Corps GS (Sys)

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PURCHASE OF LAPTOPS/ NOTEBOOKS AND SIMILAR DEVICES

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FOR ELIGIBLE OFFRS IN IA: INDIVIDUAL ISSUE

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1. Ref DDGIT letter No B/04001/Policy/Laptop/DDGIT(T&P) dt 24 May 2024 vide which

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IA' for pilot proj were promulgated.

2.
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Interim Guidelines for 'Purchase of Laptops/ Notebooks and Similar Devices for Eligible Offrs in

Guidelines for 'Purchase of Laptops/ notebooks and similar devices for eligible offrs
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3.
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in IA: Individual Issue' for pan IA implementation are fwd herewith.

It is intimated that purchase of laptops for Sub Maj (or eqvt) shall be undertaken in phase-
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11, post streamlining the monitoring mechanism in r/o Sub Maj (or eqvt). The same shall be
intimated subsequently.
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4. The Fmns are requested to disseminate the contents of this letter to all Fmn/Units under
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Comd to facilitate proc at all levels.

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5. Comd GS (Sys) Br. A qtrly feedback on the progress of procurement of laptops is reqd
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to be fwd to this Dte. First such feedback is solicited by 31 Jan 2025.

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6. For info & necessary action pl.

Signed by
Gautam Pant
Date: 02-12-2024 11 :25:59
(Gautam Pant)
Encls:- As above Lt Col
GSO-1 (T&P)
for Brig IT

Copy to:-

COAS Sectt/ KRAMC

VCOAS Sectt
DCOAS (IS&C) Sectt
DCOAS (Strat) Sectt
DCOAS (CD&S) Sectt For your info pl.
AG (Coord)
QMG (Coord)
MGS (Coord)
MS (Coord)
E-in-C (Coord)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

B/04001/Policy/Laptop/DDG IT (T&P) Dt as in Digital sign

DTE GEN OF INFO SYS

PURCHASE OF LAPTOPS/ NOTEBOOKS AND SIMILAR DEVICES

FOR ELIGIBILE OFFRS IN IA: INDIVIDUAL ISSUE

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1. Pl ref to the following: -

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(a) 'Instructions for the purchase of laptops/ notebooks and similar devi< es
for eligible offrs- revised guidelines', issued vide Gal, MoF, DoE, OM No

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03(20)/[Link](A) dt 21 Jul 23.

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(b) 'Instructions for the purchase of laptops/ notebooks and similar devides
for eligible offrs- reg', issued vide Gal, MoF, DoE, OM No 03(04)/[Link](A) dt 09

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Nov 23.

(c) .4
'Instr for purchase of laptops/ notebooks and similar devices for eligible
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offrs- revised guidelines', issued vide Gal, MoD, OMA, Army & TA Wg, OM \Jo
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B/04001/Policy/Laptop/DDGIT (T&P) dt 12 Mar 24.
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2. MoD, OMA has issued Office Memorandum (OM) u/r para 1(c) for purchase of devi< es
incl laptop, tablet, phablet, notepad, ultrabook, notebook, net-book, mobile and devices of
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similar category (hereafter referred to as laptop in succeeding paras) to the eligible offrs for
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discharge of official work. This policy covers the auth, proc, security aspects, usage and llfe-
cycle mgt of laptops.
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3. Auth. The powers to auth laptops to eligible offrs will be exercised by designated offr
not below the rk of Maj Gen at IHQ of MoD (Army), HQ Comds and Corps HQ/ Area/ Dte as
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tabulated below: -

S No Formation HQ Appt of Sanctionina Auth

Otes/ Branches/Ests at IHQ of MoD (Army)l
(a) ADGIS
Deputation
HQ Comd incl Fmns/ Units/ Ests under To be nominated by the
(b)
command/ administrative control GOC-in-C
HQ Corps/ Area HQs incl Fmns/ Units/ Ests To be nominated by the
(c)
under command/ administrative control GOC Corps/ Area
Comdt/ offr not below the rk
Trg Est commanded by offr not below the rk
(d) of Maj Gen as nominated by
of Lt Gen
the Comdt

(e) Offrs posted with NCC units ADG NCC (B)

(f) Offrs posted with RR Units ADGRR

Note. Trg Est commanded by offr of the rk of Maj Gen or below, the sanctioning ath
will be ARTRAC/ corresponding HQ Comd/ Area HQ.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

4. Eligibility. All offrs as per the undermentioned pay grade are eligible to procure the
laptops:. -

Sub Maj (or eqvt) Maj (or Eqvt) Lt Col ( or Eqvt) & above

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All Sub Maj with min two All Maj (or eqvt) with 8.5 yrs 100% of sanctioned str of
yrs of residual service. of service (Ante Date the Dept.

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Seniority not to be counted
towards 8.5 yrs service).

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Note - Offrs on deputation and meeting the eligibility criteria should process the case
through respective Line Dte.

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5.
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BOO. A BOO will be convened by Head of Dte/ Branch/ Est/ Fmn HQ/ CO (not below
rk of Col)/ NCC Dte, to iden the offrs eligible for purchase of laptops. The BOO shall ascertain
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the fwg:-

(a)
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Est eligibility of offrs by Rk and Name on receipt of 'Laptop Requisition Form' (as
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per format att at Appx A) by the offr desirous of purchasing laptops duly appvd by the
Head of the Office, not below the rk of Col and 'Self-Declaration Certificate' (as per
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format att at Appx B) by the offr.

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(b) The BOO to be made separately for units and Fmn HQs to facilitate allocation of
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funds by HQs Comd and Line Otes.

(c) BOO proceedings will be fwd to sanctioning auth as per Para 3 above for
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approval.

6. Proc.

(a) Laptops will be proc out of IT hardware funds (Maj Head 2076, Minor Head 110
(H), Code Head IT HW 433/01) and respective IT funds for offrs posted with RR and
such others under other Ministries. The proc shall be done in phased manner and the
inventory shall be reflected in IT Asset Module of MISO 4.0 at the time of issuance of
the laptop to concerned offr.

(b) Cost of laptop shall be Rs. 1,00,000/- excl taxes. However, for laptops with Make
in India (MIi) component of more than 40%, the price ceiling shall be Rs 1,30,000/- excl
taxes or as amended by MoF from time-to-time. The price ceiling is inclusive of cost of
standard software. The term standard software shall mean any software (Operating
System, Antivirus software or MS-Office etc) that is essential for the running of laptop.

(c) Post sanction of authorisation, purchases will be made through GeM by

respective CFAs as per provns of GFR-2017, DPM-2009, ASP in DFPDS 2021 and
updates there-of.

7. Usage. Laptops to be utilised for online trg courses, webinars, audio-video

conferences with civil agencies, study, research wk, learning and knowledge enhancement.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

8. Connectivity. NO rpt NO classified data/ info will be stored in the laptop and neit er
will the laptop be connected to AON, DCN or any other official network.

9. Cyber Security. Cyber security of the laptop will be the resp of the offr to whom he
laptop has been issued as per ACSP-2023 and amendments thereof, and any cyber violat on
will be attributable to indl offr.

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10. Physical Security. The officer who is given the laptop shall be personally responsi le

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for physical safety of the laptop and security of data/ information in the laptop. The offi er
concerned has the liberty to get the laptop insured at his personal cost.

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Unauthorised Swl Apps.

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11. Unauth or unlicensed Sw(s)/Apps will not be loaded on
laptops.

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12. Ownership.

(a)
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The laptop shall be property of Govt upto four years from date of purchase. P st
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completion of four years, the offr shall retain the issued laptop and becomes eligible for
a new laptop.
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(b) The offr needs to mention the details of laptop already purchased by him in he
past in the laptop requisition Form and Self Declaration Certificate rendered at the ti e
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of initiation of the case for a new Laptop.

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(c) Sanction once accorded is irrevocable and valid for the current FY. Howe er,
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under exceptional circumstances, if the offr wishes to revoke the sanction accorde to
him for purchase of laptop, the same may be sanctioned by the sanctioning auth ba ed
on indl 'Laptop Sanction Revocation Form' (format att at Appx C).
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(d) Upon transfer/ deputation to other ests, the offr shall carry the laptop to n w
place of posting and this fact should be mentioned in the movement order of the offr as
per the following format: -

"The officer has purchased one <laptop type, Laptop, notebook etc> of Ma
<make>, Model: <model details>, Serial No: <serial number> on <date> (Cop
bill att) Sanction for the same was accorded vide sanction letter No <letter
dt <date> by <appt and HQ>",

(e) In case where, at the time of purchase of laptop, if the residual service of the ffr
is less than 4 years (either superannuation or PMR), the offr will retain the laptop by
paying an amount equal to the depreciated cost of the laptop to 'Consolidated Fun of
India' through eMRO. The eMRO receipt will be submitted to the current sanction ng
auth of the offr at least 3 months prior to retirement, with a copy to the origi al
sanctioning auth. The clearance regarding payment of amount due and retentio of
laptop by the retiring offr will be endorsed in the final clearance certificate by the H ad
of the Office, not below the rk of Col. An example for calculating the depreciation va ue
of the laptop is placed at Appx 0.

13. Acctgl Inventory of Assets. The designated offr authorising the laptops will m int
record of sanction and all purchases on a mly basis. On purchase of laptop by the ffr,
Dte/Est/Fmn/Unit of the offr shall publish Part II order for the casualty 'Purchase of laptop' nd
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

on completion of four years, Part II order for regularising the laptop shall be published. In case
of offr mov out of IA before four years of purchase in case of superannuation/retirement/ bd
out/ cashiered or mov out of IA due to any other reason, the depreciated cost shall be paid by
offr through eMRO and the Part II order for regularising the laptop shall be published. Under
no circumstance the Part II order for regularising the laptop be published prior to four years of
purchase of offr still in service. PCDA (0) Pune will issue final clearance only after Part II order

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for regularising laptop has been published.

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14. Repairs. The expdr to be incurred for the maint and upkeep of laptop post warranty
pd will be borne out IT Funds.

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15. Loss. In case of loss/ theft of Laptop, the officer holding the laptop shall report the

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same at the earliest to his/her Comd channel and the cost of the laptop will be recovered from
the officer based on the book value of the device, as per the formula mentioned at Appx D

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16. Proc & Monitoring Wk Flow .4
and deposited by the offr to 'Consolidated Fund of India' through eMRO.

The flowchart amplifying the procurement and

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subsequent monitoring of the laptops is att at Appx E.
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6.

Signed by
2-

Maneesh Joshi
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Date: (9nts 024hp01:02:09

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Brig
Brig IT
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For DGIS

All Dtes/ Branches of IHQ of MoD (Army)

All HQ Comds & Corps GS (Sys)

Copy to:-

COAS Sectt/ KRAMC

VOCAS Sectt
DCOAS (IS&C) Sectt
DCOAS (Strat) Sectt
DCOAS (CD&S) Sectt For your info pl.
AG (Coord)
QMG (Coord)
MGS (Coord)
MS (Coord)
E-in-C (Coord)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Appx 'A'
(Ref Para 5 (a) of IHQ MoD letter No
B/04001/Laptop Proc/Gen/DDGIT (T&P)
dated Dt as in Digital sign)

FORMAT FOR LAPTOP REQUISITION FORM

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1. Rank, Name and Personal Number:

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2. Present Unit/ Fmn/ Div/ Corps/ Comd:

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3. Date of Retirement:

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4.
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Details of past purchase of laptop:

(a) Date of last purchase:

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(b)
(c)
(d)
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Category of device (laptop/ tablet or other):
Make and model:
Purchase Part II order No and dt:
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(e) Regularisation Part II order No and dt:
(f) Sanctioning auth:
6.

(g) Date of sanction:

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(h) Formatted by:

(i) Date of Format:
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Signature
Place: (Full Name)
Rank
Date: Appt

Countersigned
(Recommending Authority)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Appx 'B'
(Ref Para 5 (a) of IHQ MoD letter No
B/04001/Laptop Proc/Gen/DDGIT (T&P)
dated Dt as in Digital sign)

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SELF DECLARATION CERTIFICATE FOR DEMAND
OF LAPTOP: INDIVIDUAL ISSUE

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1. I, No B k Name hereby declare that:-

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(a) For First issuance of Laptop. No Laptop/ Notebook or similar
device has been issued to me in the last four years.

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(b) .4 OR

For re-issuance of laptop. I was issued with a Laptop of Make,

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Model and Serial No
issued on authority of
on . The laptop has been
approval d
service life of the laptop i.e. four yrs has been completed on
The
_
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The laptop is registered in MISO appl, registered No dt
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2. I confirm that, in case I retire from Active Service within four years of receipt
of such a laptop, I will retain the laptop by paying the depreciated cost as per policy.
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3. I will be fully responsible for physical safety, accounting and handling as

well as security of data/ information stored in the Laptop, though the laptop shall
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continue to remain a Government property for the first four years of service life.

Signature of the Officer

(Full Name)
Rank
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Appx 'C'
(Ref Para 12 (c) of IHQ MoD letter No
B/04001/Laptop Proc/Gen/DDGIT (T&P
dated Dt as in Digital sign)

FORMAT FOR LAPTOP SANCTION REVOCATION FORM: INDIVIDUAL ISSUE

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1. Rank, Name and Personal Number:

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2. Present Unit/ Fmn/ Div/ Corps/ Comd:

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3. Date of Retirement:

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4. Details of sanction accorded:

(a) Sanctioning auth: .4

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(b)
(c)
(d)
Date of sanction:
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Category of device (laptop/ tablet or other):
Reasons for Revocation:
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6.
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Signature
Place: Full Name
Rank
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Date: Appt

Countersigned
(Recommending Authority)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Appx 'D'
(Ref Para 12 (e) of IHQ MoD letter No
B/04001/Laptop Proc/Gen/DDGIT (T&P)
dated Dt as in Digital sign)

EXAMPLE FOR CALCULATING DEPRECIATED VALUE OF THE LAPTOP

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

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laptop (including software) is as below.

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2. Calculation Matrix: Percentage of depreciation = (100/48) x No. of months or
completed from the date of purchase of the laptop:-

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Date
purchase
of Date
retirement/ months .4
of Completed Depreciation Book value of the
laptop/amount to be
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recovered from the
of laptop

20.04.2024
leaving the
service 24
30.04.2025 12 months 25%
employee
75% of the original
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amount*
20.04.2024 20.10.2025 18 months (100/48) X 18 62.5% of the original
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= 37.5% amount
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20.04.2024 30.04.2026 24 months 50% 50% of the original

amount
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20.04.2024 28.02.2027 34 months (100/48) X 34 29.17% of the original

= 70.83% amount
*Original amount in this case is 1,00,000/- plus applicable taxes and levies.
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3. The officer therefore will be eligible for a new laptop from 01 May 28.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

Appx 'E'
(Ref Para 16 of I HQ MoD letter No
B/04001/Laptop Proc/Gen/DDGIT (T&P)
dated Dt as in Digital sign)

FLOW CHART FOR CAPTURE OF LAPTOP DETAILS AND PAYMENT ON RETIREMENT 0

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OFFR PRIOR TO END OF LIFE OF LAPTOP

1. Auth Sanction.

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(a) Appl for laptop by indl offr on MISO appl.

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(b) Initiation of BOO by respective Dte/Fmn/Est/Unit after checking earlier purchase det ils
on MISO appl.

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2. Updation of Proc Details.
(a) .4
Fill up basic details of laptop incl dt of purchase and cost by respec ve
Dte/Fmn/Est/Unit.
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(b)
(c)
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Pub of Part II order for purchase of laptop on HRMS and Updation on OASIS.
Pub of Part II order for regularisation of laptop after four years or on retirement.
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6.

3. Offr Proceeds on Posting.

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(a) Respective Dte/Fmn/Est/Unit to ensure details of laptop proc are upt in MISO appl.

(b) Endorsement of proc in Mov Order with complete details.

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4. Offr Proceeds on Retirement. (Laptop Clearance Form to be deposited by the

Offr to MP Dte (egvt Deptt for AMC, Dental, MNS, TA & NCC Offrs)
(a) Issue of Retirement Order. MS Br to endorse in the retirement order for th
10 to check laptop clearance.
(b) Laptop Clearance Form. MP Dte to enclose Laptop Clearance Form as pa
of Retirement Docu.
(c) Superannuation.
(i) MISO and HRMS appl to auto calculate the depreciated cost of the Lap op
as on the dt of superannuation.
(ii) Offrs to deposit eMRO, atleast three months prior to dt of superannuat n
and publish Part II order for regularisation of laptop.
(iii) 10 of the Offr of the respective Dte/Fmn/Est/Unit to countersign Lap p
Clearance Form, fwd the eMRO receipt duly countersigned along with cop of
Part II order of regularisation of laptop for final clearance along with other do u.
(iv) MP Dte to ensure Retirement Part II is pub only on pub of Regularisat n
Part II order.
(v) MP Dte will issue final clearance to PCDA (0), Pune only after confirm ng
that offr has paid depreciated cost of the laptop issued to him.

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 0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140581/2024

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(d) PMR.
(i) 0ffr to decide on the dt of retirement.

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(ii) Calculate the depreciated cost as on the dt of retirement and deposit
eMR0, atleast three months prior to dt of retirement and publish Part II order for

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regularisation of laptop.
(iii) 10 of the 0ffr of the respective Dte/Fmn/Est/Unit to countersign Laptop

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Clearance Form, fwd the eMR0 receipt duly countersigned along with copy of

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Part II order of regularisation of laptop for final clearance along with other docu.
(iv) MP Dte will issue final clearance to PCDA (0), Pune only after confirming

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(e) Bd Out/ Cashiered.
(i)
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that offr has paid depreciated cost of the laptop issued to him.

Dt of mov out of IA will be laid down in the order.

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(ii) 24
Dte/Fmn/Est/Unit of the offr will calculate the depreciated cost as on the
dt of mov out of IA and instruct the offr to deposit eMR0, immediately and publish
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Part II order for regularistion of laptop.
(iii) Respective Dte/Fmn/Est/Unit to fwd the eMR0 receipt along with copy of
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Part II order of regularisation of laptop for final clearance along with other docu.
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(iv) MP Dte will issue final clearance to PCDA (0), Pune only after confirming
that offr has paid depreciated cost of the laptop issued to him .
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•
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5. Death of the offr.

(a) 10 of the Offr of Dte/Fmn/Est/Unit of the offr will calculate the depreciated cost on the
dt of death and take up the case for regularisation of the loss.
(b) After apvl of the regularisation of loss, unit will publish Part II order for regularisation of
laptop.
(c) Respective Dte/Fmn/Est/Unit to fwd the eMRO receipt along with copy of Part II order
of regularisation of laptop for final clearance along with other docu tp MP Dte.