Railway Board Circular 

New Pass Rules for Railway Employees 2025

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New Pass Rules for Railway Employees 2025

Railway Pass Rules 2025

What is railway pass?

Rail Pass is a pass that covers the cost of train travel over a period or period of time. The first rail pass was issued in March 1959 as a Ural Pass. Because of its success, numerous other passes have been issued by various railway companies around the world.

Also Read : Indian Railway Pass Rules 2025

What is duty pass?

Railway Reservation Duty Pass Allocation is for Railway employees on duty. All railway employees who have to travel by train to perform their duties have a duty pass so they can board the trains. Against Duty Pass they can book all trains on Rajdhani trains too. This pass is issued before the actual travel date of the employees to perform duty under Indian Railway Rules throughout India. Sometimes these passes have a limited duration in which they must travel by train.

What is railway PTO?

Officer or authority competent to issue and sign a Pass or PTO. – A pass or PTO may be issued by such officer or authority and may be signed by such officer as the Central Government (Ministry, of Railways) may from time to time specify:

Provided that until such authorities or officers are specified, the Pass or PTO shall be signed and issued in accordance with the instructions/orders issued by the Central Government in the Ministry of Railways and in force at the commencement of these Rules.

Indian Railway Pass Rules 7th Pay Commission

Revised travel entitlements On Duty Passes, Privilege Passes and Post Retirement Complimentary Passes (PRCP)

GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

No.2025/TG-I/20/Misc./I

New Delhi, dated 18.02.2025

Principal Chief Commercial Managers
A11 Zonal Railways

General Matiager/PRS,
CRIS, Chanakyapuri,
New Delhi.

(Commercial Circular No. 09 of 2025)

Sub; Revised travel entitlements On Duty Passes, Privilege Passes and Post Retirement Complimentary Passes (PRCP).

Please find enclosed a copy of Establishment Directorate of this office instruction No.E(W)2025/PS5-l/8 (RBE No. 16/2025) dated 31.01.2025 regarding Revised travel entitlements on Duty Passes, Privilege Passes and Post Retirement Complimentary Passes (PRCP) for information and further necessary action.

Encl; As above.

sd/-
(Sanjay Manocha)
Joint Director Passenger Marketing
Railway Board

RBE No. 16 /2025

(GOVERNMENT OF INDIA)
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

No. E(W)2016/PS5-1/8

New Delhi, dated 31.01.2025

The General Managers (P)
All Zonal Railways & Productions Units.

Sub: Revised travel entitlements on Duty Passes, Privilege Passes and Post Retirement Complimentary Passes (PRCP).

Consequent to implementation of i 11 CPC’s recommendations and notification of Railway Services (Revised Pay) Rules – 2025 (RSPR) w.e.f. 01.01.2025, the matter regarding linking of travel entitlements on Duty Passes, Privilege Passes/PTOs and PRCP with the ‘Pay Level in Pay Matrix’ (PLPM) has been examined in consultation with Commercial and Finance Dtes. The Competent Authority has accorded his approval for. the revised travel entitlements on status (i.e. Gazetted/Non-gazetted) cum PLPM basis as indicated in Annexure-I (for Duty
Pass) and Annexure-II (for Privilege Pass/PRCP).

2. In all other respects, the extant provisions of Railway Servants (Pass) Rules, 1986 (Second Edition-1993) will continue to apply.

3. The revised travel entitlements would take effect from 01.01.2025.

Accordingly, PRCP/Widow Pass travel entitlement of the railway servants retired/deceased in the interregnum shall be re-fixed by the Pass Issuing Authorities.

4. This issues with the concurrence of the Finance Directorate of Ministry of Railways.

5. Hindi version will follow.

Encl: Annexures I & II.

sd/-
(V. Muralidliaran)
Dy. Director Estt. (Welfare)-I
Railway Board

Source: http://www.indianrailways.gov.in

Here are the key new rules and updates introduced in 2025 for railway employee travel passes:

1. Transition to Digital Pass Issuance via HRMS (e‑Pass)

  • Starting January 1, 2025, physical passes are being phased out in favor of the HRMS-based E-Pass / PTO module, which enables:
    • Online pass applications
    • Instant approvals via OTP
    • Seamless IRCTC integration for booking tickets
    • Auto-verification of family and entitlement data
  • Due to technical glitches (e.g., OTP generation, incomplete data entry), physical passes remain available only in exceptional or emergency cases until February 28, 2025, with HRMS updates required afterward.

2. Inclusion of Group D Employees

  • For the first time, Group D staff are being granted travel pass entitlements and Leave Travel Concession (LTC) benefits, including:
    • Family travel
    • Allowable travel classes from Sleeper to AC (depending on entitlement)
  • A digital portal rollout commenced in early 2025, with full implementation expected by mid-2025.

3. Shortened Advance Reservation Period (ARP) & Validity Extensions

  • The ARP for passes like Privilege Pass, PRCP (Post-Retirement Complimentary Pass), Widow Pass, and PTOs has been reduced from 120 to 60 days.
  • The validity of these passes will now be one month longer than the ARP, but not less than 4 months, even if the ARP is reduced further in the future.

4. Notional Pay-Level Upgrades for Running Staff

  • Under RBE No. 98/2025, running staff (e.g., engine drivers, guards) now receive a notional increase in pay level strictly for pass and PTO entitlements—without any actual salary change—retroactive to January 1, 2025.

5. Continued Legacy Systems for Emergencies

  • Physical passes may still be issued in emergencies (e.g., system issues), but their issuance is subject to updating HRMS pass records for accountability.

Summary at a Glance

Change Details
Digital Pass System HRMS-based e‑Pass rollout; physical passes till Feb 28, 2025
Group D Inclusivity First-time pass & LTC access for Group D employees
ARP & Validity Adjustment ARP shortened to 60 days; pass validity ≥4 months
Running Staff Pay Entitlement Notional pay-level upgrade for pass privileges only
Emergency Provision Physical passes allowed in exceptional cases with HRMS update

Would you like help navigating the HRMS pass application, checking your eligibility based on pay-level, or understanding the new LTC process?

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