PETROLEUM HOUSE ee HEADQUARTERS OFFICE April 19, 2023 All Officers ISD/SG/VD/13/2023. Laptop for Official use Owing to the growing demands of mobility and availability for carrying out demanding business work, management has approved the new Laptop policy for confirmed officers. The Salient feature of this policy are as follows: 1. All confirmed officers having more than one year of service left (from the purchase date of the new Laptop) and to whom Laptops were not issued by the Corporation are eligible to procure. 2. All confirmed officers who are provided laptops by the Corporation will be eligible for the self-buy once their allotted laptops complete a lifecycle of 4 years. 3. Officers who are under Suspension/Child Care Leave/Study Leave etc. are not eligible. 4. The ceiling amount (inclusive of the protective bag, levies & Taxes with 3 years OEM AMC/Warranty) is Rs. 1,10,000/- for all Officers who are eligible to purchase. The detailed instructions are enclosed in the annexure. For any technical assistance you may contact Mr. Manish Kumar, Manager — Information ‘Systems or Mr. Raj Kapoor, DGM — Information Systems. wont &,, ayant Gupta D ~ Information Systems cc: C&MD PH-6 cc: All Functional Directors cc: Chief Vigilance Officer, PH-3 cc: All Executive Directors Encl:AnnexureANNEXURE Financial Details: 1. The ceiling amount (inclusive of the protective bag, levies & Taxes with 3 years OEM AMC/Warranty) is Rs. 1,10,000/- for all Officers who are eligible to purchase Laptop will be insured by the Corporation within the set financial limits. Laptops under the self-buy policy will have a life cycle of three years. An Officer will have to buy the Laptop with an OEM comprehensive warranty of three years. 4. Officers have to purchase the Laptop using their own funds. The amount will be reimbursed after technical verification and approval from IS and Finance Departments. 5. The Laptop should not be purchased under the EMI option. The Full amount is to be paid at the time of purchase. 6. The application should be supported by uploading the Tax Invoice from the Supplier in the name of HPCL A/C- Name of Employee. All the original documents are to be retained by the officer for verification as and when required. The Laptop Invoice should have the valid GST number of the vendor from whom it was purchased 7. In case the cost of the configuration chosen by the officer is more than the maximum ceiling, the officer will have to bear the additional cost, taxes, and levies. thereon. 8. Provision of any additional peripherals, if desired, will have to be procured by the Officers at their own cost. 9. However, in case the total cost of the Laptop (inclusive of warranty charges), chosen by the officer does not exceed the maximum ceiling, reimbursement by the Corporation is subject to the invoice amount under this policy. 2. 3. Technical Specifications: 10.Laptop Specifications are advised as per Annexure (|) in the Laptop policy document and will be updated from time to time by IS Department. 11. Officers are requested to procure the laptops from the links available in MyHPCL ~Business Links >Laptop Purchase only. The models selected are based on the configuration required by HPCL and the product availability from each OEM. The List of models is also made available in (ANNEXURE - II) in the Laptop Policy document. Any deviation will not be entitled for reimbursement. Presently the models from the following OEMs are available, a) HP d) ASUS We are in the discussion with other OEMs, it will be updated shortly with some more models.Procedure to procure Laptop: ‘An Officer can now purchase their laptops for official use, on their own by following the steps given below: a) Login to MyHPCL > Business Link > Laptop Purchase. b) Links from various OEMs will be available for eligible officers ©) Officers have to select the Laptop models from any one of the OEMs only. d) Provision for making an online payment is available on the OEMs site. ) There will be provision to mention the name to be printed in the Invoice, request to update as HPCL A/C — Name of the employee. f) OEM ill deliver the Laptop to the address mentioned by the Officer. g) For configuration verification of the Laptop, an officer has to adhere to the following steps i) Login to my.hpcl.co.in the portal. Click on the Business link -> Select Laptop Purchase for official use. ii) Click on New Request and Generate OTP. iti) Download the client application and Save the file in the desired location jv) Double-click the downloaded file v) Enter User ID (Employee Number) and OTP. Verification Successful message will be displayed vi) If the specification is not matching. Send a request for manual technical verification vii) Click on submit and ok for manual technical verification. Mail will go to the concern for verification and approval. vill) On Successful Approval, the Amount as per limits will be disbursed The updated Laptop Policy is made available under MyHPCL-> Other Link-> IT Resources on the HPCL Portal.FAQs FOR HASE . Who are all eligible for availing the facility of New Official Laptop? a. All Regular confirmed Officers are Eligible. . What is the et:yibility of Official Laptop to be purchased? a. Rs.1,10,000/- (Inclusive of 3 years warranty + Laptop Bag). b. No other peripherals are included. . Whether the laptop can be purchased under EMI Scheme? a. No, Officer will declare that the Official Laptop purchased by self is not under EMI scheme and full amount has been paid. . Steps for availing reimbursement under new Official Laptop Policy: a. Officer has to purchase laptop from Corporation Finalised Vendors through online laptop purchase application (HP Portal->Business Links->Laptop Purchase). b. Designated Vendors provide the laptop as per Corporation Technical Specifications. c. IT Department will add more laptop models as and when specifications are finalized with existing/new vendors meeting Corporation's requirement.w o How to check whether Officer is eligible to purchase laptop self. a. Before purchase of laptop login to HP Portal->Business Links->Laptop Purchase check the eligibility date. b. The invoice of laptop should be on or after the date of eligibility only. . Whether Officer can purchase laptop which costs more/less than the eligibility. a. Yes, but the reimbursement will be max. Rs.1,10,000/- or actual invoice amount whichever is less. . Whether the eligibility amount is inclusive of 3 years warranty or warranty amount can be claimed extra. a. Rs.1,10,000/- will be inclusive of 3 years Warranty. . Whether Officer can purchase laptop through Amazon, Flip kart or any other online platform. a. No, in order to maintain uniform Technical Specifications, Corporation already finalized Vendors and the details available in online application. Refer Point 3 (a).9. After purchase of laptop what Officer will do for getting reimbursement? a. After delivery of laptop by vendor, login to HP Portal- >Business Links->Laptop Purchase. b. Follow the detailed process as mentioned in online laptop purchase application. cc. In case more than one invoice, scan the invoices in one file and Zip the same while attaching. d. Computer Generated Invoices are not required any physical signature. 10. Whether Corporation is giving any advance to purchase laptop? a.No, Officer has to purchase the laptop and take the reimbursement of the same. 11. After purchase of laptop in case of any support after sales whether Corporation will provide service engineer for support a. Officer has to make own arrangement to call the service provider and get the service support. b. It is the responsibility of the Officer to maintain the Official Laptop in workable condition always. 12. In case of theft/total damage of laptop, whom to inform and how one can purchase new official laptop. a. Officer has to inform IT department of concerned Zone/PH about the same immediately. b. IT Deparment will advise about purchase of new Laptop.13. Whether newly joined Officers who are on Probation are also eligible to purchase of laptop self. a. No, for newly joined Officers Corporation will procure the laptop initially and provide during Samavesh. b. After completion of 3 years they are eligible to purchase of laptop as per Official Laptop Policy. 14, What will be the process of buyback for existing Official Laptop asset which is already provided by the Corporation? a. While claiming for new Official laptop purchased by self, online system will prompt for buy back of existing official laptop which was provided 4 years back. 15. What is the buyback value of existing Official Laptop provided by Corporation? a. As per Policy the buy-back value of Official laptop for regular/superannuating/ERS/Demise employees is Zero. b. Newly Joined Officers if resigned within one year of service, they have to return the laptop to the Corporation. c. Concerned Zonal IT Officer/ICS Officer to ensure collection of above laptop. d. Newly Joined officers after confirmation they resigned they have to buy-back the laptop as per Official Laptop buyback policy. e. Post Buyback of existing Official Laptop, IT support team will uninstall the Corporation's official software.