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Committee on Provision of Computer Equipment to Members of Rajya Sabha

THE PROVISION OF COMPUTER EQUIPMENT (MEMBERS OF RAJYA SABHA AND OFFICERS) RULES, 2008

1.         SHORT TITLE, EXTENT AND COMMENCEMENT

 

(i)                  These rules may be called the Provision of Computer Equipment (Members of Rajya Sabha and Officers) Rules, 2008.

 

(ii)                They extend to Members of Rajya Sabha and Officers of Rajya Sabha Secretariat.

 

(iii)               They shall come into force on the Ist April, 2008.

 

2.         DEFINITIONS

 

        In these rules and procedures unless the context otherwise requires:-

 

(i)                  “Annexure” means an Annexure to these rules.

 

(ii)                “Committee” means the Committee on Provision of Computer Equipment to Members of Rajya Sabha.

 

(iii)               “Computer equipment” means all electronic gadgets capable of storing, retrieving, processing, scanning, transferring and printing of data by whatever name called, and includes all equipment specified in the Annexure.

 

(iv)              “Member” for the purpose of these rules means a sitting Member of Rajya Sabha.

 

(v)                “NIC” means the National Informatics Centre of the Department of Information Technology, Government of India.

 

(vi)              “NICSI” means the National Informatics Centre Services Incorporated set up as a company under the National Informatics Centre, Ministry of Communication & Information Technology, Government of India, to provide total IT solution to the Government organizations.

 

(vii)             “Officer” means an officer not below the rank of Joint Secretary in Rajya Sabha Secretariat.

 

(viii)           “Scheme” means the Scheme of Financial Entitlement of Members of Rajya Sabha for Computer Equipment, as delineated in Rules 4,5 and 6.

 

(ix)              “Secretariat” means the Rajya Sabha Secretariat.

 

(x)                 “Software” means a programme or a set of programmes used to operate a computer, and includes a system software.

 

(xi)              “STAC” means the Standing Technical Advisory Committee constituted under Rule 8.

 

3.         PROVISION OF COMPUTER EQUIPMENT

 

Computer equipment shall be made available to the Members and Officers to enable them to discharge their functions/duties.

 

4.         SCHEME OF FINANCIAL ENTITLEMENT OF MEMBERS OF RAJYA SABHA FOR COMPUTER EQUIPMENT

 

(i)                  The computer equipment shall be made available to the Members through a Scheme of financial entitlement.

 

(ii)                The financial entitlement of a Member for purchasing computer equipment and software under the Scheme shall be as follows:

 

(a)                Rs.1,50,000/- if he is elected / nominated to Rajya Sabha on or after 1st April, 2008.

 

(b)               Rs.1,50,000/- if he was elected/ nominated to Rajya Sabha before 1st April, 2008 but has not been supplied any computer equipment by the Secretariat.

 

(c)                Rs.1,50,000/- minus the depreciated cost of the handheld communicator  (Rs.4,800/- in the case of Nokia 9500 and Rs.4400  in the case of Nokia 9300i) if he was elected/ nominated to Rajya Sabha before 1st April, 2008 but has not been supplied any computer equipment by the Secretariat except Nokia handheld communicator.

 

(d)               Rs.1,00,000/- if he is elected/ nominated to Rajya Sabha on or after 1st April, 2008 on a casual vacancy for a term of three years or less.

 

(e)                Rs.75,000/- if he was elected/ nominated to Rajya Sabha before 1st April, 2008 and has been supplied computer equipment by the Secretariat.

 

(iii)               Notwithstanding what has been stated in Sub- rule (ii) (c) and (ii)(e) above, a Member who was elected / nominated to Rajya Sabha before 1st April, 2008 shall not be eligible to avail of the benefits of the Scheme from the date he is left with a term of one year or less.

 

(iv)              The adequacy of the amounts specified in Sub-rule (ii) shall be reviewed by the Committee annually and revision, if any, shall take effect prospectively.

 

(v)                Under the Scheme, Members shall be entitled to purchase any or all of the items of computer equipment specified in the Annexure. The Committee shall review every year, at the time of reviewing financial entitlement, if any items should be added to or deleted from the specified list.

 

(vi)              The Members shall be free to purchase any model of the computer equipment and software, specified in the Annexure, at any time during their term.  The Members shall be equally free to purchase any mix of computer equipment specified in the Annexure subject to the condition that the amount of reimbursement/payment shall not exceed the “entitlement” as fixed by the Committee:

 

Provided that in case the cost of equipment purchased by the Member exceeds his financial entitlement, the difference between the said cost and the said entitlement shall be borne by the Member himself.

        

(vii)             The Committee shall notify, from time to time, the *procedure regulating the purchase of computer equipment by the Members, including restrictions, if any, to be imposed in this regard.

 

(viii)           The financial entitlement of a Member shall be the amount last fixed by the Committee before his election/nomination to the Rajya Sabha.  His entitlement shall not be affected by modifications made by the Committee in the amount, subsequent to his election/nomination. Unless specified by the Committee, all modifications to the amount of entitlement shall be with prospective effect.

 

(ix)              The computer equipment purchased by a Member under the Scheme shall remain with him even after he ceases to be a Member.

 

(x)                Subject to proviso of Sub-rule (ii)(c), computer equipment supplied to a Member before 1st April, 2008 shall remain with him without payment of any depreciation cost.

 

5.        REIMBURSEMENT/PAYMENT TOWARDS THE PURCHASE OF COMPUTER    EQUIPMENT

 

(i)           Subject to provisions of Sub-rules (ii) and (vi) of Rule 4,  a Member shall be able to avail of the Scheme by adopting   one of the following two procedures:

 

(a)                He may purchase the computer equipment and pass on the proof of payment to the IT Section for reimbursement.  On certification by the IT Section, the MS&A Section shall make the reimbursement to the Member; or

(b)               He may bring a Proforma Invoice for the computer equipment to be procured. On certification by the IT Section, the MS&A Section shall make the payment directly to the vendor.

 

(ii)      The Member shall make available the proof of purchase, within 30 days from the date of release of payment, to the Secretariat for the purpose of record and audit.

 

6.         MAINTENANCE AND INSURANCE OF COMPUTER EQUIPMENT

 

(i)                  It shall be for the Member to decide if he wishes to get the computer equipment purchased under the Scheme insured, and he shall do so himself.  Similarly, the arrangement for the maintenance of the computer equipment shall be made by the Member himself.

(ii)                The provisions of Sub-rule (i) shall apply equally to the computer equipment supplied to Members before 1st April, 2008, from the date of his joining the Scheme.

7.         PROVISION OF COMPUTER EQUIPMENT FOR OFFICERS

 

(i)      Officers shall be provided computer equipment at their residences, as approved by the Chairman of the Committee from time to time, after procuring the same through NICSI. The maintenance for such equipment shall be provided by the Secretariat.

 

(ii)  No officer shall be permitted to purchase the computer before his retirement/ leaving the Secretariat on completion of tenure. An officer may however request for upgrading the computer after three years of supply.  In case it is not technically feasible to upgrade the computer, it shall be replaced by a new one.

 

(iii) The cost to be charged from officers for purchase of computer equipment shall be calculated @ 60% depreciation per year on the written down value. The cost of software and maintenance shall not be taken into account while calculating depreciation.

 

8.         STANDING TECHNICAL ADVISORY COMMITTEE (STAC)

 

(i)                  The Committee shall constitute a Standing Technical Advisory Committee (STAC) comprising officers of the Secretariat and the NIC.  The Committee shall be free to vary the composition of STAC as it deems fit.

(ii)        STAC shall advise the Committee regarding:

(a)                annual review of the Scheme, particularly with regard to revision of financial entitlement of Members and additions/deletions/modifications in the list of computer equipment at Annexure;

(b)               any other matter that the Committee may refer to it.      

 

 

9.         TRAINING

 

The Secretariat may organize, from time to time, training programmes for the Members and Officers, in collaboration with the NIC, to familiarize them with the use of computer equipment and softwares.

 

10.       PROVISION FOR RELAXATION OF RULES.

 

Notwithstanding anything contained in these Rules, the Chairman, Rajya Sabha may relax any rule in its application, if so recommended by the Committee.

 

 

11.       PROVISION FOR AMENDMENT

 

These rules may be amended with the approval of the Hon’ble Chairman, Rajya Sabha.

 

12.       REPEAL

 

The Provision of Computers to Members of Parliament and Officers- Rules and Procedures, 1995 are hereby repealed without prejudice to anything done under those rules before the coming into force of these rules. 


 

 

 

 

ANNEXURE

 

Items of Computer Equipment and Software

[sub-rule (vi) of Rule 4 refers]

 

  1. Desktop computer 
  2. Laptop Computer
  3. Pen drive
  4. Printer (DeskJet/ LaserJet/Multi-function/portable)
  5. Scanner
  6. UPS (with desktop only)
  7. Handheld communicator/computer
  8. Data internet cards
  9. MS Office suite
  10.  Language softwares and Speech recognition softwares

 

*PROCEDURE TO REGULATE THE PURCHASE OF COMPUTER EQUIPMENT UNDER THE PROVISION OF COMPUTER EQUIPMENT (MEMBERS OF RAJYA SABHA AND OFFICERS) RULES, 2008

 

I.          Admissible Hardware/Software

I.          The following computer equipment and software can be purchased by the Members under the Rules:

(i)      Desktop computer

(ii)    Laptop Computer

(iii)   Pen drive

(iv)  Printer (DeskJet/LaserJet/Multi-function/portable)

(v)    Scanner

(vi)  UPS (with desktop only)

(vii) Handheld communicator/computer

(viii)           Data internet card

(ix)  MS Office suite

(x)    Language softwares and Speech recognition softwares

 

II.        Desktop Computers/Printers

2.         The list of Computer Manufacturers approved by the Committee for the purpose of purchase of desktop computers and printers is as follows:

(i)         M/s Acer India Ltd.

(ii)        M/s HP India Ltd.

(iii)       Lenovo India Ltd.

(iv)       M/s Dell Ltd.

(v)        M/s Wipro Ltd.

(vi)       M/s PCS Ltd.

 

3.         In case a Member purchases a desktop and/or printer of a reputed brand, which is not one of the approved brands mentioned in para 2 above, the bill/claim for the same will be admitted subject to the approval of the same by the Chairman of the Committee on Provision of Computer Equipment to Members of Rajya Sabha.

4.         In case a multifunction product, which inter alia functions as a printer is purchased by a Member, it shall be allowed under the definition of Multifunction Printers.  However, if a Member buys a multifunction printer of a reputed brand, other than brands approved by the Committee, the bill/claim for the same will be admitted subject to the approval of the same by the Chairman of the Committee on Provision of Computer Equipment to Members of Rajya Sabha.

5.         Members should, ideally, purchase desktop computers/printers from the approved manufacturers or their authorized vendors.  They may also purchase desktop computers and printers from a vendor of their choice; however, in that case, they should satisfy themselves about the genuineness of the products, warranty cover and the quality of after-sales service support.

III.       Laptop/Handheld Computers

6.         Members will have complete freedom of choice in respect of Laptop computer and Handheld communicator/computer and may purchase any model/brand thereof, from any vendor.  However, they should satisfy themselves about the genuineness of the products, warranty cover and the quality of after-sales service support.

IV.       Other Equipment/Software

7.         In case of purchase of a Data Internet Card by a Member, reimbursement towards such tariff plans, in which the cost of Data Internet card was inbuilt, shall be allowed.

8.         Members should purchase licensed software for use in the computers procured under the Scheme specified in the Rules.

V.        Proof of Purchase

9.         The Rules require a Member to produce a proof of purchase within 30 days of making the purchase of computer equipment.  A bill/invoice/any other document, issued by the vendor, would constitute an admissible proof of purchase provided it contains/reflects:

(i)         the serial number of each equipment sold;

(ii)        the fact that the goods have been delivered; and

(iii)       the fact that the payment has been received in full. 

VI.       Removal of Difficulties

10.       If any difficulty arises in giving effect to this procedure, the Chairman of the Committee on Provision of Computer Equipment to Members of Rajya Sabha may make such provisions, not inconsistent with the provisions of the Rules, as appear to be necessary or expedient for removing that difficulty.