The Railway Board Released New Guidelines for the HRMS e-Pass/PTO System. The Railway Board has issued new guidelines regarding the e-Pass/PTO Module of HRMS (Human Resource Management System) through an official circular dated 29 May 2026. These instructions aim to simplify the railway pass generation process and increase digitalisation across Indian Railways. The circular clarifies that railway employees, retirees, and eligible beneficiaries will now receive passes primarily through the HRMS system instead of manual methods.
What is the HRMS e-Pass/PTO Module?
The HRMS e-Pass/PTO module was launched on 10 August 2020 and has already been implemented across Indian Railways. This system allows railway employees to generate:
Privilege Passes, PTO (Privilege Ticket Orders), Duty Cheque Passes, PRCP Passes, and Post-Death Passes. The main objective behind introducing HRMS-based pass generation is:
✓ Reduce paperwork
✓ Increase transparency
✓ Faster processing
✓ Centralised digital records
Major Changes Introduced in New Railway Board Guidelines
1. All Railway Passes Will Be Generated Through HRMS
According to the latest instructions, the Railway Board has decided:
- All employee passes must be generated through HRMS.
- Retiree passes will also be generated through HRMS.
- Manual pass generation is being reduced significantly.
This means HRMS becomes the primary platform for issuing railway passes.
2. Special Provision for Divyang and Retired Employees
Earlier, certain categories were allowed to receive passes physically.
The new guidelines clarify:
- Divyang employees and retirees can still request assistance.
- However, their requests will also be processed via HRMS.
- Even such passes will now be generated digitally through HRMS rather than pre-printed stationery.
This move brings uniformity to the pass generation system.
3. End of Pre-Printed Pass Stationery
One of the most important changes is:
Passes will no longer be issued using traditional pre-printed stationery.
Instead:
- Passes will be digitally generated
- Records remain stored inside HRMS
- Verification becomes easier
This will help reduce printing dependency and manual handling.
Why Railway Board introduce these changes?
Railway Board aims to:
Faster Processing
The digital generation reduces delays.
Better Transparency
Every pass request becomes trackable.
Reduced Manual Errors
Automation minimises mistakes.
Centralized Database
Employee records remain connected with HRMS.
Benefits for Railway Employees
The updated system provides several advantages:
Easy Access
Employees can apply online through HRMS.
Faster Approval
Digital workflows improve speed.
Reduced Physical Visits
Less dependency on offices and paperwork.
Better Record Keeping
All pass history remains stored digitally.
Impact on Retired Railway Employees
Retired employees were earlier dependent on manual procedures in many cases.
Under the revised instructions:
- Retirees will use HRMS-based processing
- PRCP-related passes will also move digitally
- Pass generation becomes more standardised
This may simplify the process in the long run.
Railway Board Circular Highlights
Circular Number: PC-VII/2020/HRMS/6
Issued Date: 29 May 2026
Subject: Guidelines for e-Pass/PTO Module of HRMS
Key points:
- HRMS remains mandatory for pass generation
- Manual issuance reduced
- Divyang’s requests are also processed digitally
- Pre-printed stationery system discontinued
Conclusion
The latest Railway Board guidelines indicate a strong push toward complete digital transformation within Indian Railways.
The move to make HRMS the primary platform for all pass generation activities is expected to create:
- Faster processing
- Greater transparency
- Better employee convenience
- Reduced paperwork
Railway employees and retirees should ensure they are familiar with the HRMS e-Pass/PTO system to avoid future difficulties.
FAQs
Q1. What is the HRMS e-Pass Module?
It is a digital system used by Indian Railways for generating employee passes and PTOs.
Q2. Will railway passes still be issued manually?
The Railway Board has instructed that passes should primarily be generated through HRMS.
Q3. Are retirees included in the new guidelines?
Yes, retirees are also covered under the revised instructions.
Q4. Are Divyang employees exempted?
Their requests may receive special handling, but processing will also happen through HRMS.
Q5. When were these guidelines issued?
The circular was issued on 29 May 2026.