If there is essential need to place an order for items within the scope of the suspension, exceptional circumstances can be made via a case of need form.

The case of need form is now on Microsoft Forms and should not be submitted as a Word document via email as detailed on previous briefing notes. This should simplify the process for colleagues wishing to submit requests.

Hospital Leadership Teams will review all discretionary spend requests for their sites weekly, and corporate areas will review requests that fall within their scope.

How do I raise a request in exceptional circumstances?

1. Complete the required documentation

2. Obtain site/service approval

  • Your request must be approved by your line manager and relevant budget holder.

3. Submit to the panel

  • Once your form is submitted, it will be sent to the weekly HLT panel for review
  • Incomplete or unjustified requests will be rejected and must be resubmitted.

4. Await panel outcome

  • The panels meet on a weekly basis.
  • Outcomes will be communicated back to the requester via the panel administrator.
  • If the panel determine that the spend is rejected, reason for rejection will be provided.
  • If the panel approves the request, you will be provided with a unique reference number to be added to the requisition (only requisitions with the unique reference numbers will be processed)

What if I need to request something urgently?

Where urgent approval is required (e.g. to protect patient safety or maintain service continuity, avoid cancelling clinics), the relevant Director of Finance for a site, Corporate Director or nominated deputy may authorise the spend outside of panel. These approvals will be reported retrospectively.