Revised Guidelines for Procurement and Use of Laptops and Similar Devices by Central Government Officers

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 The Ministry of Finance, Department of Expenditure, Government of India, has issued revised instructions governing the purchase and use of laptops, notebooks, tablets, and similar digital devices by eligible officers. These revised guidelines, issued through Office Memorandum No. 03(20)/2022-E.II(A) dated July 2023, supersede the earlier instructions issued in February 2018 and March 2020.




The objective of this revision is to bring uniformity, ensure financial prudence, and promote the use of devices with higher domestic value addition under the Make-in-India initiative. The guidelines also focus on strengthening accountability and data security in the use of government-owned digital devices.

Objective

The revised guidelines are intended to streamline the process of procurement and usage of official digital devices. They define eligibility, financial limits, ownership conditions, and security responsibilities for officers, ensuring transparent and efficient use of public resources.

Eligibility

Devices may be issued to officers in the following categories:

Category of Officer                         Permitted Coverage
Section Officer and equivalent               Up to 50% of the sanctioned strength
Under Secretary and equivalent                Up to 50% of the sanctioned strength
Deputy Secretary and above                 100% of the sanctioned strength

The approval for purchase shall be accorded by the Secretary of the concerned Ministry or Department, in consultation with the Financial Adviser. The Secretary may, for justifiable reasons, delegate this power to an officer not below the rank of Joint Secretary.



Cost Ceiling and Make-in-India Incentive

The maximum cost of a device shall be Rs. 1,00,000 (excluding applicable taxes). However, for devices with a Make-in-India component of more than 40 percent, the price ceiling shall be Rs. 1,30,000 (excluding taxes).

The cost includes standard software such as the operating system, antivirus software, and office productivity tools required for the discharge of official duties.

Procurement and Maintenance

Procurement shall be carried out in accordance with the provisions of the General Financial Rules (GFRs) and other procurement guidelines issued by the Department of Expenditure.

Each device shall remain the property of the Government for a period of four years from the date of purchase. The cost of maintenance and upkeep beyond the warranty period shall be borne by the concerned department. Officers are personally responsible for the safety and security of data stored on the device. They may, if they so desire, insure the device at their own cost.

Depreciation and Book Value

Depreciation shall be calculated at 25 percent per annum on a straight-line basis. The book value of the device after four years will be treated as nil, allowing the officer to retain the device permanently without any payment.

In cases where an officer leaves service or proceeds on deputation before the completion of four years, they may retain the device by paying the book value as applicable on the date of relief.

If the repair cost of a device exceeds 50 percent of its book value, it shall be treated as Beyond Economical Repair (BER). In such cases, a certificate to this effect must be issued by the Original Equipment Manufacturer (OEM) or authorized service provider, with the concurrence of the Financial Adviser.

Transfer, Deputation and Superannuation

An officer who is transferred or deputed to another Ministry, Department, or attached/subordinate office of the Government of India may carry the device to the new place of posting. This information shall be recorded in the officer’s Last Pay Certificate (LPC), along with a copy of the purchase bill.

In the event of retirement, resignation, or relief from Government service before the completion of four years, the officer shall have the option to retain the device by paying its book value.

Applicability and Exemptions

These guidelines are applicable to all officers of Ministries and Departments of the Government of India, including attached and subordinate offices.

The following categories are excluded from the purview of this order:

  • Ministers and their personal staff (whose appointment is co-terminus with the Minister’s tenure)

  • Public Sector Undertakings and Government Companies

  • State Governments

  • Autonomous Bodies

  • Consultants engaged by Ministries or Departments

Departments handling sensitive or classified data, such as those under the Ministry of Defence or Paramilitary Forces, may impose additional restrictions keeping in view the security of official information.

Conclusion

The revised guidelines of 2023 represent a balanced approach to operational efficiency, fiscal discipline, and data security. By establishing uniform procedures and promoting devices with higher domestic value addition, the Government aims to modernize its digital infrastructure while maintaining accountability and transparency.

These instructions mark another step towards strengthening digital governance within the Central Government framework.

Issued by:
Ministry of Finance, Department of Expenditure (E.IIA Branch)
Office Memorandum No.: F.No. 03(20)/2022-E.II(A)
Date: July 2023
Approved by: Finance Secretary & Secretary (Expenditure)

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