Policy for provision of LAPTOP to ESIC Employees on reimbursement basis. (English)

कर्मचारी राज्य बीमा निगम
(श्रम एवं रोजगार मंत्रालय, भारत सरकार)
EMPLOYEES' STATE INSURANCE CORPORATION
(Ministry of Labour & Employment, Govt. of India)

मुख्यालय
Headquarters'
पंचदीप भवन सी॰आई॰जी॰ रोड, नई दिल्ली-110002
PANCHDEEP BHAWAN, C.I.G. MARG, NEW DELHI-110 002
Phone: 011-23604700 Email : dir-gen@esic.nic.in
Website : www.esic.nic.in / www.esic.in

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 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 mustbe 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 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.