Discretionary spend

The list of non-clinical/discretionary spend identified is as follows (but not limited to):

• Books journals and subscriptions
• Computer hardware purchases
• Other transport costs
• Stationery
• Office equipment and materials: purchase, hire or repairs
• Course fees
• Conferences and seminars
• Travel costs
• Taxi and other vehicle hire
• Provisions
• Furniture and fittings
• Postage and carriage
• Training expenses
• Miscellaneous expenditure
• Computer software / license fees
• Advertising and staff recruitment.

This does not apply to free tea and coffee as part of our reward and recognition scheme. For more information on this, visit the intranet.

Material management top-ups

Please note for materials management top-ups, the top-up sheets have been amended in line with the above requirements.

We ask that colleagues please use up all current stocks of these discretionary items before submitting the Case of Need Form.

Training and development budgets have now been centralised. The centralisation of these budgets will ensure fair and consistent access to development opportunities and ensure the effective management of finances and associated spend.

A new Training Needs Analysis process will be introduced for the next financial year (2026-27) to ensure this is managed systematically, enable co-ordinated commissioning based on organisational need, and support our commitment to being a learning organisation, enabling colleagues to learn and develop in their roles. Details on this will follow.

Until further notice and with immediate effect, no orders or requests for training and development, should be made from your budget. This is in line with actions being taken by several organisations within Cheshire and Merseyside.

However, this does not mean a complete stop on training and development.

What is allowed to continue?

The following will be protected and not subject to the same controls, therefore a Case of Need form is not required for training and development funded as listed below:

• Continuing Professional Development (CDP)
• Consultant study leave budget
• Externally funded training and development.

There are also opportunities to access free training, for example via partner organisations (MIAA / HPMA / HFMA), and utilising the apprenticeship levy where appropriate.

Funding to support attendance at conferences or award ceremonies where teams have been shortlisted can also still be considered. However, we please ask that colleagues are mindful when submitting requests around the numbers of attendees.

As an organisation we recognise it is important to submit award nominations and remain supportive of teams putting themselves forward to showcase their hard work and exceptional care, but we must also balance this against a challenging financial climate and our responsibility to ensure our funds are spent in the correct way.

What to do in exceptional circumstances

If training and development cannot be funded by the CPD budget or other mechanisms above, requests for training in exceptional circumstances can be made via a Case of Need Form, which will need to be submitted for review.

I need to print in colour on my local printer

If you need to print in colour on the local MFD (multifunction device) printers in your ward or department:

• Log a job with Digital Services, via the IT Service Desk
• Select ‘IT Support’ - then Canon MFD – Colour Printing
• Your request will be reviewed by the weekly panel
• An outcome will be communicated back to you
• If the panel decide the request is rejected, a reason will be provided.

I need a large print run or something more professional

If you require a large print run, something that requires a more professional finish or something that cannot be printed via the MFD printers, all requests should go to Reprographics and follow the below process.

Please note, anybody who raises a purchase order for print with an alternative supplier, will be directed to follow the process below by the Discretionary Spend panel:

• Contact Reprographics who will determine if the job can be completed in-house or whether it needs to be sent to an external supplier
• If your request is to print in colour, you will need to complete a case of need form with an outline of your requirements – this will be reviewed by a weekly clinical panel
• If the job is approved and can be completed in-house, Reprographics will action the printing
• If it is approved but cannot be completed in-house, Reprographics will obtain a quote from an external supplier and follow the next steps below.

If Reprographics advise you need an external supplier:

• Complete a case of need form with an outline of your requirements
• Using the quote obtained by Reprographics, you will then need to raise a requisition on NEP/Oracle
• Submit your documentation via the case of need form
• Your request will be reviewed by the weekly panel, who will have been informed of which requests have been passed for colour print by the clinical panel
• An outcome will be communicated back to you
• If the panel decide that the request is rejected, a reason will be provided.

Until further notice and with immediate effect, no orders or requests for furniture, fittings, office equipment and materials, presentation and display items, or computer hardware purchases should be made from your budget.

We have seen a rise in requests for specialist chairs and rising desks. A review showed that some submissions had been incorrectly submitted as Occupational Health recommendations when they were based on DSE Assessments. Click here for FAQs on how to order specialist chairs and desks if appropriate.

What is affected:

• Furniture, fittings and office equipment and materials - all furniture and fitting items on Supply Chain have been removed, including the category of medical furniture and equipment. 
   
• Presentation and display – this subcategory item on Supply Chain has been removed. This includes items such as labels, desktop accessories, computer equipment and labelling machines.
   
• Computer hardware purchases – the budget for computer hardware will be centralised to ensure fair and consistent purchasing of items to ensure value for money and alignment with the overall digital strategy.

To request IT hardware, please follow the steps below:

1. Log a job with IT via the Helpdesk.
   Submit your initial request to the IT Helpdesk so the IT team can review your requirements.
2. IT will assess your request.
   If the hardware you need falls under discretionary spend controls, IT will direct you to complete a Case of Need (CON).
3. Complete and submit the Case of Need.
   Once completed, your CON will be reviewed at the following week’s Discretionary Spend Panel.
4. If approved:
   After receiving confirmation that your CON has been approved, log a new job with IT including the approved CON number.
5. IT will process your order.
   IT will place the order on your behalf once they have your approved CON details.

1. Travel requirement input on the Click Travel System by requisitioner
2. Relevant approver from the list of approvers selected
3. Details added to the case of need form
4. Travel request reviewed by relevant site discretionary spend panel
5. The selected approver will be notified to sign into Click and either approve/reject request based on the outcome of the Panel.