Railway Employee Laptop Reimbursement
Contents
Railway Employee Laptop Reimbursement
Simplification of the procedure of Laptop reimbursement for Probationary officers of Group ‘A’ Railway Services under training at Centralized Training Institutes
GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)
No.2025/C&IS/Committee/Laptop/Pt-II
New Delhi 19-12-2025
The Director General,
NAIR/Vadodara.
The General Managers/CAOs.
All Zonal Railways/PUs.
CORE, Allahabad.
The Directors,
IRICEN, Pune
IRIEEN, Nasik Road
IRIMEE, Jamalpur
IRISET, Secunderabad
IRITM, Lucknow
IRIFM, Secunderbad
JR RPF Academy, Lucknow
Sub: – Simplification of the procedure of Laptop reimbursement for Probationary officers of Group ‘A’ Railway Services under training at Centralized Training Institutes.
Ref: -1) Director General/NAIR’s Letter No. NAIR/CCD/AFP 01-03/19 dated 01.07.19
2) Laptop Policy letter No.2025/C&IS/Committee/Laptops/Pt.ll dated 23.01.2025
3) Transformation Cell’s Letter no.2025/Transf.Cell/Mech/Misc dated 02-01-2025
1. As per the existing policy, the Probationary Officers are provided laptop by the concerned CTI costing upto Rs.25,000/- each (Rupees Twenty Five Thousand only). Cumulative expenditure incurred over repairs and maintenance activity carried out over the entire codal life of the Laptop, upto Rs.20000/-(Rupees Twenty Thousand only) is borne by the Railways.
2. Board (MT & FC) has approved further simplification of the process of procurement and reimbursement of Laptops for Probationary Officers. As per the simplified procedure, the Probationary officers can procure the Laptop themselves by clubbing the cost of laptop and cost of repair/maintenance over the specified life of the machine and the total amount can be claimed for reimbursement of the same through single invoice subject to the terms and conditions as well as monetary limits laid down in the laptop policy letter dated 23/01/2025.
3. This issue with concurrence of the Finance Directorate of Ministry of Railways.
4. Please acknowledge receipt.
(Rajnesh Singh)
Director M.E. (C&IS) Railway Board
Source: indianrailways.gov.in
Here’s a comprehensive overview of Indian Railways’ policy for laptop reimbursement for railway officers as of 2025:
1. Who’s Eligible?
The laptop reimbursement policy is meant for gazetted railway officers (Group A, including JAG and above), including probationary officers undergoing training at railway training institutes.
2. Policy Highlights
A. Laptops Provided / Reimbursed
- GGazetted officers are eligible for laptops in place of desktop computers, regardless of length of service.
Maximum entitlement:- *₹55,000 for laptop purchase – *₹30,000 for repairs/maintenance (if JAG or above) – *₹25,000 laptop + ₹20,000 repairs for officers below JAG
B. Simplified Reimbursement Process
- SSince January 2025, officers can purchase the laptop themselves, combine all costs (purchase + accessories + software + maintenance) into a single invoice, and reclaim this amount.- AAcceptable up to the policy limits above.
3. Required Undertakings
WWhen filing reimbursement, the officer must provide a written declaration stating:1. TThe cost claimed is reasonable.2. TThe laptop was actually procured and maintained by the officer.3. *Reimbursement will be recovered if later found false.4. TThe officer has deposited the residual (depreciated) value with PFA/PAO, if applicable.
4. Lifespan & Residual Value
- TThe laptop stays in the officer’s possession through transfers, deputation, retirement, or resignation.- UUpon separation, if the officer does not keep it, they must deposit the residual (depreciated) value to clear office records.- DDepreciation rates (post‑purchase): – YYear 1: 50%, Year 2: 25%, Year 3: 10%, Year 4: 5%, cumulative thereafter. – RResidual value calculated pro-rata based on months served.
5. Summary Table
| Category | Amount (INR) |
|---|---|
| *JAG & above officers | LLaptop: ₹55,000 |
| RRepairs/Maintenance: ₹30,000 | |
| *Gazetted officers below JAG | LLaptop: ₹25,000 |
| RRepairs/Maintenance: ₹20,000 |
- EEligible officers may self-procure laptop and claim single-invoice reimbursement up to these limits.
- RResponsible for maintenance and warranty thereafter.
6. Notes & Best Practices
- *Payment must be in Indian Rupees, and delivery must occur in India to be valid.- CCombined claims must follow policy ceilings; excess claims may be rejected.- PPurchase responsibility and authenticity rest with the officer—not sanctioning authority.
Reddit Insights
NoNo direct references to railway reimbursements except policy-specific documents. Most user-reported discussions revolve around private company practices or reimbursement in personal finance contexts—not applicable to railway policy.
Final Thoughts
- If you’re a gazetted railway officer or probationer, you can self-procure a laptop and later claim reimbursement up to ₹55,000 (or ₹25,000 depending on rank), including repair/maintenance, using a single combined invoice.
- You must follow the undertaking and depreciation procedures, and maintain documentation.
- Before retiring or transferring out permanently, either retain the laptop or deposit its residual value; otherwise, it remains in your service record.
Need help with a template reimbursement letter, depreciation calculation chart, or documentation checklist? I can help draft those!