0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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
1. Pl ref to the following: -
(a) 'Instructions for the purchase of laptops/ notebooks and similar devices
for eligible offrs- revised guidelines', issued vide Gol, MoF, DoE, OM No
03(20)/[Link](A) dt 21 Jul 23.
(b) 'Instructions for the purchase of laptops/ notebooks and similar devices
for eligible offrs- reg', issued vide Gol, MoF, DoE, OM No 03(04)/[Link](A) dt 09
Nov 23.
(c) 'Instr for purchase of laptops/ notebooks and similar devices for eligible
offrs- revised guidelines', issued vide Gol, MoD, DMA, Army & TA Wg, OM No
B/04001/Policy/Laptop/DDGIT (T&P) dt 12 Mar 24.
2. MoD, DMA has issued Office Memorandum (OM) u/r para 1(c) for purchase of devices
incl laptop, tablet, phablet, notepad, ultrabook, notebook, net-book, mobile and devices of
similar category (hereafter referred to as laptop in succeeding paras) to the eligible offrs for
discharge of official work. This policy covers the auth, proc, security aspects, usage and life-
cycle mgt of laptops.
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
tabulated below: -
S No Formation HQ Appt of Sanctioning Auth
Dtes/ Branches/Ests at IHQ of MoD (Army)/
(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 ADG RR
Note. Trg Est commanded by offr of the rk of Maj Gen or below, the sanctioning auth
will be ARTRAC/ corresponding HQ Comd/ Area HQ.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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
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.
Seniority not to be counted
towards 8.5 yrs service).
Note - Offrs on deputation and meeting the eligibility criteria should process the case
through respective Line Dte.
5. 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
the fwg: -
(a) Est eligibility of offrs by Rk and Name on receipt of ‘Laptop Requisition Form' (as
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
format att at Appx B) by the offr.
(b) The BOO to be made separately for units and Fmn HQs to facilitate allocation of
funds by HQs Comd and Line Dtes.
(c) BOO proceedings will be fwd to sanctioning auth as per Para 3 above for
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/140273/2024
8. Connectivity. NO rpt NO classified data/ info will be stored in the laptop and neither
will the laptop be connected to ADN, DCN or any other official network.
9. Cyber Security. Cyber security of the laptop will be the resp of the offr to whom the
laptop has been issued as per ACSP-2023 and amendments thereof, and any cyber violation
will be attributable to indl offr.
10. Physical Security. The officer who is given the laptop shall be personally responsible
for physical safety of the laptop and security of data/ information in the laptop. The officer
concerned has the liberty to get the laptop insured at his personal cost.
11. Unauthorised Sw/ Apps. Unauth or unlicensed Sw(s)/Apps will not be loaded on
laptops.
12. Ownership.
(a) The laptop shall be property of Govt upto four years from date of purchase. Post
completion of four years, the offr shall retain the issued laptop and becomes eligible for
a new laptop.
(b) The offr needs to mention the details of laptop already purchased by him in the
past in the laptop requisition Form and Self Declaration Certificate rendered at the time
of initiation of the case for a new Laptop.
(c) Sanction once accorded is irrevocable and valid for the current FY. However,
under exceptional circumstances, if the offr wishes to revoke the sanction accorded to
him for purchase of laptop, the same may be sanctioned by the sanctioning auth based
on indl ‘Laptop Sanction Revocation Form' (format att at Appx C).
(d) Upon transfer/ deputation to other ests, the offr shall carry the laptop to new
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 Make:
<make>, Model: <model details>, Serial No: <serial number> on <date> (Copy of
bill att) Sanction for the same was accorded vide sanction letter No <letter No>
dt <date> by <appt and HQ>”.
(e) In case where, at the time of purchase of laptop, if the residual service of the offr
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 Fund of
India’ through eMRO. The eMRO receipt will be submitted to the current sanctioning
auth of the offr at least 3 months prior to retirement, with a copy to the original
sanctioning auth. The clearance regarding payment of amount due and retention of
laptop by the retiring offr will be endorsed in the final clearance certificate by the Head
of the Office, not below the rk of Col. An example for calculating the depreciation value
of the laptop is placed at Appx D.
13. Acctg/ Inventory of Assets. The designated offr authorising the laptops will maint
record of sanction and all purchases on a mly basis. On purchase of laptop by the offr,
Dte/Est/Fmn/Unit of the offr shall publish Part II order for the casualty ‘Purchase of laptop’ and
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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 (O) Pune will issue final clearance only after Part II order
for regularising laptop has been published.
14. Repairs. The expdr to be incurred for the maint and upkeep of laptop post warranty
pd will be borne out IT Funds.
15. Loss. In case of loss/ theft of Laptop, the officer holding the laptop shall report the
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
and deposited by the offr to ‘Consolidated Fund of India’ through eMRO.
16. Proc & Monitoring Wk Flow The flowchart amplifying the procurement and
subsequent monitoring of the laptops is att at Appx E.
(Maneesh Joshi)
Brig
Brig IT
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/140273/2024
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
1. Rank, Name and Personal Number:
2. Present Unit/ Fmn/ Div/ Corps/ Comd :
3. Date of Retirement:
4. Details of past purchase of laptop:
(a) Date of last purchase:
(b) Category of device (laptop/ tablet or other):
(c) Make and model:
(d) Purchase Part II order No and dt:
(e) Regularisation Part II order No and dt:
(f) Sanctioning auth:
(g) Date of sanction:
(h) Formatted by:
(i) Date of Format:
Signature
Place: (Full Name)
Rank
Date: Appt
Countersigned
(Recommending Authority)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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)
SELF DECLARATION CERTIFICATE FOR DEMAND
OF LAPTOP: INDIVIDUAL ISSUE
1. I, No _______Rk _______Name _________ hereby declare that:-
(a) For First issuance of Laptop. No Laptop/ Notebook or similar
device has been issued to me in the last four years.
OR
(b) For re-issuance of laptop. I was issued with a Laptop of Make,
Model and Serial No__________ on _________. The laptop has been
issued on authority of ___________ approval _________ dt ________. The
service life of the laptop i.e. four yrs has been completed on __________.
The laptop is registered in MISO appl, registered No ________ dt
________.
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.
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
continue to remain a Government property for the first four years of service life.
Place: Signature of the Officer
(Full Name)
Date: Rank
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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
1. Rank, Name and Personal Number:
2. Present Unit/ Fmn/ Div/ Corps/ Comd:
3. Date of Retirement:
4. Details of sanction accorded:
(a) Sanctioning auth:
(b) Date of sanction:
(c) Category of device (laptop/ tablet or other):
(d) Reasons for Revocation:
Signature
Place: Full Name
Rank
Date: Appt
Countersigned
(Recommending Authority)
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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
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
laptop (including software) is as below.
2. Calculation Matrix: Percentage of depreciation = (100/48) x No. of months or
completed from the date of purchase of the laptop:-
Date of Date of Completed Depreciation Book value of the
purchase retirement/ months laptop/amount to be
of laptop leaving the recovered from the
service employee
20.04.2024 30.04.2025 12 months 25% 75% of the original
amount*
20.04.2024 20.10.2025 18 months (100/48) x 18 62.5% of the original
= 37.5% amount
20.04.2024 30.04.2026 24 months 50% 50% of the original
amount
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.
3. The officer therefore will be eligible for a new laptop from 01 May 28.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
Appx ‘E’
(Ref Para 16 of IHQ 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 OF
OFFR PRIOR TO END OF LIFE OF LAPTOP
1. Auth Sanction.
(a) Appl for laptop by indl offr on MISO appl.
(b) Initiation of BOO by respective Dte/Fmn/Est/Unit after checking earlier purchase details
on MISO appl.
2. Updation of Proc Details.
(a) Fill up basic details of laptop incl dt of purchase and cost by respective
Dte/Fmn/Est/Unit.
(b) Pub of Part II order for purchase of laptop on HRMS and Updation on OASIS.
(c) Pub of Part II order for regularisation of laptop after four years or on retirement.
3. Offr Proceeds on Posting.
(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.
4. Offr Proceeds on Retirement. (Laptop Clearance Form to be deposited by the
Offr to MP Dte (eqvt Deptt for AMC, Dental, MNS, TA & NCC Offrs)
(a) Issue of Retirement Order. MS Br to endorse in the retirement order for the
IO to check laptop clearance.
(b) Laptop Clearance Form. MP Dte to enclose Laptop Clearance Form as part
of Retirement Docu.
(c) Superannuation.
(i) MISO and HRMS appl to auto calculate the depreciated cost of the Laptop
as on the dt of superannuation.
(ii) Offrs to deposit eMRO, atleast three months prior to dt of superannuation
and publish Part II order for regularisation of laptop.
(iii) IO of the Offr of the respective Dte/Fmn/Est/Unit to countersign Laptop
Clearance Form, fwd the eMRO receipt duly countersigned along with copy of
Part II order of regularisation of laptop for final clearance along with other docu.
(iv) MP Dte to ensure Retirement Part II is pub only on pub of Regularisation
Part II order.
(v) MP Dte will issue final clearance to PCDA (O), Pune only after confirming
that offr has paid depreciated cost of the laptop issued to him.
0331921A/B/04001/Policy/Laptop/DDGIT(T&P) I/140273/2024
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(d) PMR.
(i) Offr to decide on the dt of retirement.
(ii) Calculate the depreciated cost as on the dt of retirement and deposit
eMRO, atleast three months prior to dt of retirement and publish Part II order for
regularisation of laptop.
(iii) IO of the Offr of the respective Dte/Fmn/Est/Unit to countersign Laptop
Clearance Form, fwd the eMRO receipt duly countersigned along with copy of
Part II order of regularisation of laptop for final clearance along with other docu.
(iv) MP Dte will issue final clearance to PCDA (O), Pune only after confirming
that offr has paid depreciated cost of the laptop issued to him.
(e) Bd Out/ Cashiered.
(i) Dt of mov out of IA will be laid down in the order.
(ii) 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 eMRO, immediately and publish
Part II order for regularistion of laptop.
(iii) 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.
(iv) MP Dte will issue final clearance to PCDA (O), Pune only after confirming
that offr has paid depreciated cost of the laptop issued to him.
5. Death of the offr.
(a) IO 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.