Laptop Policy for Railway Officers 2025

2025 में रेलवे अधिकारियों के लिए नई लैपटॉप नीति

Laptop Policy for Railway Officers: A comprehensive guide for railway officers on purchasing a laptop, including terms and conditions, eligibility criteria, and provisions. Please visit the website for further information.

Railway Laptop Policy: Tech Requirements 2025

For the purpose of this policy, Laptop, Notebook, Tablet, Netbook Computer, Notepad, and Ultranotebook are treated as the same category and referred to as ‘Laptop’.
The codal life of a Laptop under this policy is considered to be four (4) years.
The Laptop provided to an eligible officer is considered official Railway equipment in the officer’s possession.
A serving officer is eligible to purchase a Laptop regardless of their remaining service. The officer is responsible for the safety, security (including official data), and upkeep of the Laptop.
The Laptop remains the property of the Railways until The officer deposits its residual value, or Its codal life is over, and The officer formally takes ownership as per policy.
Laptops procured before this new policy will be governed by the earlier policy. All
aspects of this policy shall be applicable only for laptop purchased after issuance of this
laptop policy
This policy is applicable to all Gazetted officers of Railway Units and the Railway Boar and Officers from other Government departments posted on deputation to the Railway Board or Railway Units.

Eligibility & Cost Limits: Railway Laptop Policy 2025

The officer is required to purchase the Laptop directly from the Original Equipment Manufacturer (OEM) or from their authorized outlet or distributor. The officer must make the payment upfront and is then eligible to claim reimbursement.
The term ‘Laptop’ encompasses Accessories, Maintenance, and Standard software (including Operating System, Antivirus, and MS Office). These items may be acquired either alongside the Laptop or subsequently during its designated lifespan.
The Laptop is classified as official equipment, in addition to any Desktop PC or other devices provided, except as specified under this policy.
Only one reimbursement is permitted within a four-year period. A subsequent purchase is allowed only after four years from the date of the last purchase, as recorded in the service book.
Repair & Maintenance: The officer in charge must take into account the warranty, any extended warranty, and/or the Annual Maintenance Contract (AMC) applicable to the Laptop when incurring repair and maintenance costs throughout its designated lifespan to avoid any duplication of expenses.
Any reimbursement claims for duplicate expenses, as well as claims submitted by serving officers for maintenance costs incurred beyond the post-retirement period, will be rejected without exception. Maintenance costs must be detailed separately on the invoice.
The eligibility criteria and the total cost ceiling for the purchase and maintenance of a Laptop (which includes the base cost of the equipment, warranty or extended warranty, accessories, standard software, AMC contract costs, repair, and maintenance, etc., during its designated lifespan) exclusive of applicable taxes shall be specified as follows:

Laptop Eligible for Officer Confrimed JA Grade and Above

Officers classified in the Confirmed JA Grade and higher categories are permitted to purchase laptops priced at Rs. 1,00,000 without the Make in India component, and those with a Make in India (MII) component exceeding 40% can be acquired for Rs. 1,30,000. Furthermore, individuals designated as ‘Confirmed JA Grade’ do not include those who are serving in an adhoc or temporary role within the JA Grade, nor does it encompass persons who are currently fulfilling the duties of the JA Grade without having obtained confirmation in that grade.

Laptop Eligible for Gazetted Below Confrimed JA Grade and Below

Gazetted officers below the Confirmed JA Grade are eligible to purchase laptops without the Make in India component for Rs. 50,000, and with a Make in India (MII) component exceeding 40% for Rs. 65,000.

Laptop Eligible for Probationary Group A Officers

Probationary Officers of Group ‘A’ Railway Services who are presently in training are permitted to purchase laptops priced at Rs. 50,000 for those without the Make in India initiative, and Rs. 65,000 for those with a Make in India (MII) component exceeding 40%. Furthermore, the laptop allocated to the Probationary Officer will be retained in his or her possession for the entire duration of the training period. Upon completion of the training, the laptop shall be taken by the Probationer to his or her assigned working location.

Policy Terms for Laptop Procurement 2025

Eligible officers are permitted to acquire a Laptop along with its accessories, standard software, and AMC/extended warranty, and may claim the total expenditure through a single invoice. The costs associated with accessories and maintenance must be itemized separately, adhering to the established financial limits.
At the time of reimbursement, the officer is required to provide an undertaking affirming that the prices are justifiable, that the Laptop was legitimately purchased and maintained, and that any false declarations will result in the recovery of the reimbursed amount.
Should the officer (including probationers) depart from the organization prior to the expiration of the Laptop’s codal life, they must either present proof of residual value deposit or submit a declaration indicating that no official Laptop is in their possession or that its codal life has concluded.
Reimbursement claims will only be considered valid if the payment is conducted in Indian Rupees and the delivery occurs within India. Payments made in foreign currency or deliveries outside of India are not eligible for reimbursement.
The Railways shall not be held accountable for any legal or contractual matters arising from the purchase or repair of the Laptop.
The officer bears full responsibility for ensuring the accuracy of all documents submitted; the sanctioning authority assumes no liability for verification.

Accounting & Disposal For Laptop Policy 2025

The Laptop must remain in the possession of the officer and cannot be returned to the office under any circumstances. It is required to be carried by the officer during transfer, deputation, retirement, and when leaving the organization permanently, among other situations.
The office that provides the Laptop must ensure that the details are recorded in the Service Record and LPC of the officer who has been issued the Laptop. Furthermore, the office is responsible for maintaining any necessary records that may need to be provided to the officer at the time of transfer, deputation, posting to another office, or retirement.
Upon the completion of the codal life period of the officer’s Laptop, including that of a probationary officer, the entry will be considered removed from the officer’s service record. Subsequently, the officer may purchase a new Laptop in accordance with their eligibility as per the policy in effect at that time, and the details of this new Laptop will then be recorded in the officer’s Service Record.
In the event of the officer’s transfer outside the Organization on deputation, the officer has the option to make a choice before the issuance of the LPC (Last Pay Certificate).
(a) To regard the Laptop as owned by the officer until their return to the Railway Organization, with appropriate entries made in the service book and LPC of the officer;
(b) To pay the residual value of the Laptop as of that date, allowing for the removal of the entry from their service record. The officer’s subsequent entitlement for the procurement of a Laptop within the Railway Organization will be governed by Para-2.1.4.
An officer, including a Probationary officer, who leaves the Organization before the completion of the Laptop’s codal life, whether due to retirement or on a permanent basis, must deposit the residual value of the Laptop with the Railways to obtain clearance from the organization and must take ownership of the Laptop. Following this, the Laptop will be written off from the service record of the respective officer.
Under no circumstances is the condemnation or write-off of official Laptops permitted under this policy.

Depreciation Of The Laptop Policy 2025

The depreciation rate becomes applicable after the completion of the codal life of the laptop, which is fixed at four years.
The residual value of the laptop is calculated based on the actual purchase price (including applicable taxes and accessories but excluding maintenance charges) or the applicable ceiling amount, whichever is lower.
Accessories purchased at any point during the codal life of the laptop will be treated as if they were bought at the same time as the laptop, and their useful life will end with that of the laptop.
The residual value of these accessories will also be included in the total residual value calculation of the laptop.
To calculate depreciation for a partial year, the annual depreciation for that year must be divided by 12 to get a monthly rate, which is then multiplied by the number of completed months.
The value obtained for the partial year is added to the accumulated depreciation from previous years to determine the final depreciation amount.
A month-by-month depreciation chart is provided in Annexure-I to assist in calculating the residual value of the laptop after its codal life.
Annexure-II includes examples that demonstrate how to calculate the residual value, especially in cases where only part of a year has passed.

Other Provisions of Laptop Policy 2025

The acquisition of laptops not covered by this policy will still be subject to the Delegation of Power concerning Information Technology matters No.2006/C&IS/ OTH/Delegation of Powers /36-Pt dated 11/09/2012 (last modified by Transformation Cell letter No. 2018/Trans Cell/S&T/Go Digital dated 03/10/2019), which may be updated periodically. Such purchases require explicit approval from the Railway Board, even if they are included in any estimates.
Unless stated otherwise, this policy or any portion of it does not apply to laptops obtained under any other policy provision or estimate. For these types of equipment, the existing practices regarding maintenance and disposal of office equipment will be in effect.
This is issued with the agreement of the Finance Directorate of the Ministry of Railways.