Reimbursement of briefcase allowance for Central Govt Employees
One of the attractive entitlements for Central Government officers is allowed to purchase briefcases! Yes, all CG officers are allowed to purchase briefcases, office bags, and ladies’ purses of their own choice from any private or public outlet. However, reimbursement would be restricted to the monetary ceiling limits.
- 7th Pay Matrix Level 6 to 7: Rs. 3500
- 7th Pay Matrix Level 8 to 10: Rs. 4000
Briefcase allowance DoPT Order PDF 2022 | Briefcase allowance for Central Govt employees DoPT Order
Railway Board order
As per the Railway Board order issued on 10 April 2019, the revision of the monetary ceiling affected by the Department of Personnel and Training (DoPT) for purchasing briefcases, ladies’ handbags or purses:
| Level of Officers | Existing Monetary Ceiling | Revised Monetary Ceiling | Period |
| Board Members, DGs (Apex Level) | Rs. 10,000 | Rs. 10,000 | Once in 3 years |
| Advisors, PED, Addl. Members (HA Grade) or equivalent | Rs. 8,000 | Rs. 8,000 | Once in 3 years |
| Joint Secretary, Executive Directors (SA Grade) or equivalent | Rs. 6,500 | Rs. 6,500 | Once in 3 years |
| Director, Joint Director, Deputy Secretary, PSO, Sr. PPS or equivalent | Rs. 4,500 | Rs. 5,000 | Once in 3 years |
| Deputy Director, Under Secretary, PPS or equivalent | Rs. 4,000 | Rs. 4,000 | Once in 3 years |
| Section Officer, PS or equivalent | Rs. 3,500 | Rs. 4,000 | Once in 3 years |
| Assistant Section Officer, PA, Inspector or equivalent | Rs. 3,000 | Rs. 3,500 | Once in 3 years |
The reimbursement will be limited to the above-mentioned ceiling limits subject to the submission of proper invoices or bills with the GST number, Book number and invoice number of the trader. The bills should clearly mention the name of the article and the name of the Officers or Staff purchasing the article.
As per the order issued on 20 July 2017 by the Department of Investment and Public Asset Management, the previous and revised ceiling in respect of the officers:
| Level of Officers | Existing Monetary Ceiling | Revised Monetary Ceiling | Period |
| Secretary, Special Secretary or Equivalent | Rs. 7,000 | Rs. 10,000 | Once in 3 years |
| Addl. Secretary & equivalent | Rs. 6,000 | Rs. 8,000 | Once in 3 years |
| Joint Secretary & equivalent | Rs. 5,000 | Rs. 6,500 | Once in 3 years |
| Director, Dy. Secy., PSO, Sr. PPS or equivalent | Rs. 4,000 | Rs. 5,000 | Once in 3 years |
| Under Secretary, PPS or equivalent | Rs. 3,000 | Rs. 4,000 | Once in 3 years |
| Section Officer or equivalent | Rs. 2,400 | Rs. 4,000 | Once in 3 years |
| Assistant, PA or equivalent | Rs. 2,000 | Rs. 3,500 | Once in 3 years |
The Briefcase, Office Bag, and Lady’s Purse shall be provided to the above officers on completion of three years from the date of issue of the earlier one.
As per the CDA order issued on 31st January 2017, those who are drawing Grade Pay of Rs. 4600 to Rs. 5400 irrespective of the gazetted status to procure a briefcase, official bag, ladies’ purse of their choice from any private or public outlet. However, reimbursement shall be restricted to Rs. 3000 concomitant with the respective level/grade pay of officer/official, as prevalent in the Ministry of Defence.
Briefcase Allowance in Defence Accounts Department
The CGDA issued orders on 29th May 2020 regarding the eligibility and revised rates for reimbursement of briefcase allowance to DAD staff and officers. The revised rates and entitlement of the briefcase allowance will be in effect from 1.6.2020.
As per the order issued on 28 January 2020 by the Controller General of Defence Accounts, reimbursement of briefcase allowance to the officers and staff of DAD at varied rates prescribed by the Ministry of Defence (Finance) vide its circular No. S(10)/2013/Gen Dated 16th April 2013.
| Level of Officers / Officials (DAD) | Level of Officers / Officials (DAD) | Rates |
| Secretary/Special Secretary | CGDA | Rs. 9,000 |
| Addl. Secretary & Equivalent | Addl. CGDA, PCsDA and equivalent | Rs. 8,000 |
| Joint Secretary & Equivalent | CsDA and equivalent | Rs. 6,500 |
| Director/Dy. Secy., Sr. PPS & Equivalent | Addl. CsDA, Jt. CsDA and equivalent | Rs. 5,000 |
| Under Secretary/PPS & Equivalent | DCsDA, PPSs and equivalent | Rs. 4,000 |
| Desk Officer/Section Officer & Equivalent | ACsDA, ADs (OL), Sr.AOs, AOs, AAOs, SPSs and equivalent | Rs. 3,500 |
| Assistant/ PA (GP Rs. 4600) & Equivalent | Non-Gazetted Staff in the Grade pay equivalent Rs. 4600 and above. | Rs. 3,000 |
Application for a claim of reimbursement for the purchase of Briefcase – PDF Download
8.17.5 Certain categories of Central Government employees are entitled to reimbursement of expenditure incurred on the purchase of briefcases/official bags/purses as per the following provisions:
| Pay Band | GP Ceiling |
| Apex | 10000 |
| HAG, HAG+ | 8000 |
| GP 10000 | 6500 |
| GP 7600 to GP 8700 | 5000 |
| GP 4800 to GP 6600 | 4000 |
The periodicity of reimbursement is restricted to once in three years. No demands have been received regarding this allowance.
Analysis and Recommendations: The Commission is of the view that the present rates are adequate, However, the ceiling shall further increase by 25 per cent each time DA increases by 50 per cent
| No | 19 |
| Name of the Allowance | Briefcase Allowance |
| Recommendations of the 7th CPC |
Retained. Status Quo to be maintained. |
| Modifications accepted by the Government |
Accepted |
The PCDA under the Ministry of Defence has published an order regarding the revision of the monetary ceiling for reimbursement of the cost of the Briefcase/Handbag on 19th January 2021.
- Apex Level 17: Rs. 10000
- HAG, HAG+ Level 15 & 16: Rs. 8000
- GP 10000 Level 14: Rs. 6500
- GP 7600 to 8700 Level 12 & 13: Rs. 5000
- GP 4800 to 6600 Level 8 to 11: Rs. 4000
- GP 4200 to 4600 Level 6 to 7: Rs. 3500
The above ceiling shall further increase by 25% each time DA increases by 50%
Calculation of Residual Value of Laptop
Clarification on Provision of Laptops to officer in lieu of Desktops: Calculation of Residual Value of Laptops in Percentage as per Laptop Policy [Click to view more]
The Ministry of Animal Husbandry Dairying and Fisheries (Department of Fisheries) has published an order regarding reimbursement of expenditure incurred for a Briefcase, Office Bag, and Lady’s Purse on 17th June 2019 – Click to view the order
Level of Officers/Rates limit (One in 3 years)
- Secretary, Special Secretary or equivalent: Rs.10.000
- AS & Equivalent: Rs.8000
- JS & Equivalent: Rs.6500
- Director & Equivalent: Rs.5000
- DS/Sr. PPS or Equivalent: Rs.5000
- US/PPS & Equivalent: Rs.4000
- SO/PS& Equivalent: Rs.4000
- ASO/PA (GP 4.600) & Equivalent: Rs.3500
