Information Technology - Personal Computers - GM Powers

 

Source: Railway Board letter dated 19.12.2025

IT POWERS – RAILWAY BOARD

Authority: Railway Board letter No. 2006/C&IS/Oth./Delegation of Powers/36 (Original 10.12.2008 – amended up to Dec-2025)

---

1. PROCUREMENT OF PCs

Authority	Power / Limit
GM	No limit on number of PCs
PHOD / DRM / CHOD / DG / Head of Unit	Max 10 PCs per FY (additional account)
CTIs	As per delegated powers

Important figures & rules

• Replacement → After codal life
  (RB letter 2022/AC-II/21 dated 24.03.2022)

• Cost ceiling (RB Office) → ₹55,000 per PC
  (CPU + TFT Monitor)

• Procurement mode → GeM portal mandatory

• Warranty → Minimum 3 years

• Software → Licensed, separate copy per PC

• Finance concurrence → Required

---

2. LOCAL AREA NETWORK (LAN) INFRASTRUCTURE

Authority	Power
GM	Up to ₹5 crore
DRM / others	No powers under PH-17

• Preferably secured wireless LAN

• Charged as works under PH-17

---

3. IT APPLICATIONS (PRS / UTS / FOIS etc.)

Item	Limit / Rule
Sanctioning authority	GM
Financial limit	₹5 crore
Plan Head	PH-17 (Computerization)
Network	RailNet to be used
Accountal	Capital
Authority	RB letter 2014/F(X)II/10/6-Pt(1) dated 08.05.2024

---

4. AMC – HARDWARE & SOFTWARE

Authority	Powers
GM	Full Powers
PHOD / DRM / CHOD	Full Powers
SAG (Independent charge)	Full Powers

• AMC charges → Revenue

• Warranty preference → 3 years

• Finance concurrence → Required

---

5. PRINTERS & PERIPHERALS

• Laser printers liberalized

• Separate printer for every PC → Discouraged

• Duplex printers preferred

• Shared printers encouraged (esp. non-gazetted staff)

---

6. PURCHASE WITHOUT QUOTATION

Rule	Limit
GFR 2017 – Rule 154	₹50,000 per occasion

• Requires certificate of:

  • Reasonable price

  • Required quality

  • Reliable supplier

---

7. RAILNET & SECURITY

• All PCs → RailNet mandatory

• Exception → Specific approval of GM / DRM

• Security & cybersecurity compliance compulsory

---

8. PRS / UTS / FOIS – CRITICAL SYSTEMS

• Treated at par with Railway traffic communication

• 24×7 operation mandatory

• Breakdowns → Highest urgency

• Restoration through communication networks permitted

---

9. NOMINATED IT OFFICERS

Jurisdiction	Officer
Zonal HQ	Sr. EDPM
Divisions	Sr. EDPM / DRM nominee
PUs / Units	Sr. EDPM / Unit nominee
PRS/UTS/NTES/PMS	CCM/PM
FOIS/ICMS/CMS/COA	CFTM

---

10. FINANCE & ISSUE AUTHORITY

• Issued with Finance Directorate concurrence

• Digitally signed by Director ME (C&IS)

• Date: 19-12-2025

---

ULTIMATE EXAM TAKEAWAY

• GM = maximum IT powers
• ₹5 crore (LAN & IT works)
• ₹55,000 per PC
• GeM mandatory
• AMC = Full powers
• ₹50,000 = GFR purchase without quotation

Revised Estimates - GM Powers

 

Revised Estimates - GM Powers 

Source 1: Railway Board Letter 2023/F(X)-II/WP/2 dated 14.09.2023 - click here  

Source 2: Chapter 7 of Engineering Code 

When & How - RE - Revised Estimate is prepared - Para 708 E

• As soon as it becomes apparent,

• that the expenditure on a work is likely to exceed the amount (in Detailed Estimate) 

• A RE - Revised Estimate is prepared & 

• Submitted for sanction of the Competent Authority 

• In the Same form & the same degree of detail (as the Original Estimate) 

• Accompanied by a Comparative statement showing the excess or saving under each head of account.  

GM Powers - Sanction of Excess amount

Item	Price escalation	Other than  Price escalation	Remarks
RE - Revised Estimate	Full powers	Up to 20% of Original cost	MM - Material Modification - Up to Rs. 2.5 Crores in each case
M&P Estimates	Up to 100% of Original Estimate or Rs.2 Crores whichever is less	Up to 20% of Original cost or Rs.50 Lakhs whichever is less	MM - Material Modification - Above Rs.10 Lakhs each - Personal approval of GM and Personal approval of PFA
Lump sum Works	Full powers	Up to 20% of Original cost	Beyond permissible limits - Can sanction as long as the Revised cost is within the limit of powers of New Works under Lump sum category  Throw forward works - subject to re-appropriation within the sanctioned allotment
Survey Estimates	Up to 20% (if Original Estimate is sanctioned by Railway Board)		Subject to  Surveys are included in the Budget Followed approved yardsticks

Beyond GM Powers - Proposals sent to Railway Board - Check list as follows: 

• Personal approval of GM 

• Personal concurrence of PFA or PFA/C or FA&CAO/C

• Complete details of Revision  

• Variation Statement/MOD - Memorandum Of Differences 

• Explanation 

• Justification for increase/decrease in the scope of work and quantities 

Key points for MCQ : 

1. Beyond GM powers - Required of Personal approval of GM & Personal concurrence of PFA or FA&CAO/C  

2. MOD stands for Memorandum Of Differences 

3. RE stands for Revised Estimate 

4. DE stands for Detailed Estimates 

5. MM stands for Material Modification

6. Estimates - Chapter 7 of Engineering Code 

7. GM Powers: 

1. Revised Estimates - Price escalation - Full powers  

2. Revised Estimates - Other than Price escalation - Up to 20% of Original Cost. 

3. MM - Material Modification - Up to Rs. 2.5 Crores in each case  

4. M&P estimates - Price escalation -  Up to 100% of Original Estimate or Rs.2 Crores whichever is less 

5. M&P estimates - Otherthan Price escalation - Up to 20% of Original cost or Rs.50 Lakhs whichever is less 

6. Lump sum works - Price escalation - Full powers 

7. Lump sum works - Otherthan Price escalation - Up to 20% of Original Cost 

8. Survey estimates - Up to 20% (if Original Estimate is sanctioned by Railway Board)