Document text
File no. I-11013/4/2021-ICT-Part (1) 18-11-2025
To,
1. All Zonal Insurance Commissioner(s)/ Zonal Medical Commissioner(s)
2. Additional Commissioners/Regional Directors/Directors(I/c)/Jt. Directors(I/c)
of all ROs/SROs
3. Medical Superintendents of all ESIC Medical Hospitals
4. D(M) Delhi/ D(M) Noida / Director NTA
5. Dean, all ESIC Medical/Dental Colleges and Hospitals
Sub: Policy for provision of LAPTOP to ESIC Employees on reimbursement
basis.
Ref: (i) Policy for procurement of Laptop for ESIC officials dated: 11.11.2024.
(ii) Policy for Procurement of IT Hardware for ESI Locations dated
11.07.2024 / 21-08-2025
Sir/ Madam,
The ESIC HQ has issued instructions relating to Policy for procurement of
Laptop for ESIC officials vide I-11013/4/2021-ICT (E323) dated 11-11-2024. This
instruction provides for procurement of LAPTOP for the eligible officials by the
concerned office of ESIC. The matter has been reviewed, and the competent
authority has decided, that, henceforth in addition to procurement of LAPTOP by
the concerned office of ESIC, the eligible officials of ESIC would also have the
option to procure the LAPTOP on their own and seek reimbursement for the same.
2) The detailed SOP for procurement of LAPTOP by the concerned officials
and processing of reimbursement claim shall be as detailed below.
a. The provisions relating to eligibility of the officials for LAPTOP, ceiling limit of
the cost of the LAPTOP, book value of the LAPTOP, Retention of the
LAPTOP etc. shall continue to be governed by the aforesaid instruction dated
11-11-2024.
b. The eligible officials desiring to procure the LAPTOP on their own shall
submit a request to the concerned sanctioning authority for approval of
procurement of LAPTOP on their own.
c. The sanctioning authority shall issue a sanction order permitting the
concerned official to procure LAPTOP after considering the eligibility of the
I-11013/4/2021-ICT-Part(1)
I/3270261/2025
official, status of LAPTOP already provided to him, stock position, and the
budget available in this regard.
d. Thereafter, the concerned official shall procure the Laptop from Original
Equipment Manufacturer (OEM) or their authorized outlet/distributors / e-
commerce platforms. The official shall ensure that Laptop must not be an
assembled unit.
e. The payment for purchase of such LAPTOP must be made only through
digital mode (UPI, Debit/Credit Card, Net-Banking etc.) from the official’s
own bank account. Payment made through any other mode or person
shall not be admissible for reimbursement.
f. After procurement of the LAPTOP the concerned official shall submit the
claim for reimbursement along with original invoice and evidence of payment
made through online mode. He would also submit an online reimbursement
request in ERP -> HRMS 2.0 -> ESS -> reimbursement request -> new ->
others. The details of laptop such as Make, model, Serial no, Invoice no,
Invoice date, Seller name and address, GST Number of seller shall be
mentioned in the noting portion of the reimbursement request.
g. The invoice/ bill and AMC/ Warranty must be under the name of the
concerned official and Warranty/Extended Warranty/AMC costs, if any, must
be clearly indicated in the invoice. If demanded by the sanctioning authority,
the official would also produce the LAPTOP for physical verification.
h. The claim for reimbursement will be entertained subject to the condition that
the payment has been made in Indian Currency (Rupee) and the delivery of
the laptop has been taken in India.
i. The amount of reimbursement shall be limited to the prescribed cost ceiling
or actual cost incurred by the official, whichever is less.
j. After verification, the sanctioning authority would issue a sanction order
containing details about Make / Model/ Serial number of the Laptop, Details
of seller, invoice etc. The sanctioning authority shall ensure that a copy of the
sanction order or the details of the same is entered in the Service book /
Service card of the employee.
k. The concerned officer and the sanctioning authority shall ensure that the
issuance of permission for purchase of the LAPTOP, its purchase, and
payment of the reimbursement claim is completed in the same financial year
so that proper budgetary control is maintained.
3)
Other
provisions
relating
to
procurement
of
LAPTOP
on reimbursement basis.
a. Laptop’ provided under this policy is to be treated as official equipment, and is
separate from any other computing devices provided by the office.
b. The sanctioning authority shall ensure that the details of such LAPTOP is
also entered in the stock register with all necessary details including serial
number, model, make, date of purchase, cost and any other details
necessary as maintained for the laptops procured as per the extant
provisions in line with existing laptop policy dated 11.11.2024 or as per the
latest guidelines issued by Hqrs
c. The reimbursement will be allowed only once in 4 years. Next procurement
for the concerned official shall only be allowed after completion of 4 years
I-11013/4/2021-ICT-Part(1)
I/3270261/2025
from the date of last procurement.
d. Depreciation as iterated in the Book value of the device in the laptop policy
dated 11.11.2024 shall be calculated on the amount reimbursed to the
concerned office.
e. The officials can refer the latest policy titled “Policy for Procurement of IT
Hardware
for
ESI
Locations”
issued
on
21-08-2025 f o r technical
specifications for procurement of laptops. However, officials shall have the
discretion to select a laptop model with technical specifications of their
choice, subject to adherence to the prescribed cost ceiling as defined in this
policy.
f. The official shall ensure compliance with the cyber security guidelines issued
from time to time, and Zero Trust Network Access (ZTNA) solution, and other
cyber security related policies may be installed and regularly updated on the
laptop.
g. The official claiming reimbursement shall ensure that the laptop has been
personally procured and is being maintained by him/her, and that it will be
used exclusively for official purposes.
h. The details of laptop reimbursed or provided by General Branch shall be
incorporated in LPC (Last Pay Certificate) of the concerned official.
i. ESIC will neither be responsible nor liable for any contractual, legal and
statutory issues arising out of the purchase/repair & maintenance of the
Laptop.
j. The Lifespan of the Laptop provided under this policy will be considered as
Four (4) years.
k. The Laptop to be provided to the eligible official shall be treated as official
equipment of the ESIC in possession of the official. Safety, Security
(including official data) and upkeep of the Laptop shall be the responsibility of
the official concerned.
l. The Laptop shall be the property of ESIC till such time the official deposits its
residual value or its lifespan is over and the official takes ownership of the
same as laid down in the existing procurement of laptop policy.
m. Provisions relating to retention of laptop, conditions at the time of transfer,
Superannuation etc., and other matters shall continue to be governed by the
existing Policy for procurement of Laptop for ESIC officials Computer No. I-
11013/4/2021-ICT(E323) dated: 11.11.2024 or as per the latest guidelines
issued by Hqrs. in the subject matter concerned.
n. The provisions of the existing policies shall continue to govern laptops
procured prior to the issuance of these amended guidelines. The
modifications detailed herein shall apply only to laptops procured on or after
the date of issuance of this letter.
o. All provisions which are not expressly revised in this document shall continue
to be governed by the above-referenced policies or as per the latest
guidelines issued by headquarters' in the subject matter concerned.
This issues with the approval of the competent authority.
Yours faithfully,
I-11013/4/2021-ICT-Part(1)
I/3270261/2025
(Nishant Kumar)
Joint Director.
I-11013/4/2021-ICT-Part(1)
I/3270261/2025
