Communications on implementing emergency spending controls: FOI release

Information requested

In light of the recent announcement that Shona Robison instructed government departments to implement emergency spending controls, has the Scottish Government instructed any prior spending constraints or restrictions across government departments in the

- Past 12 months
- Past 24 months

In the same time periods have any spending stop notices or memos, instructions or directives been issued to departments? If so, what do these include? For example, have civil servants been required not to travel and rather work from home to save money on expenses?

Can you provide written communications to civil servants and MSPs regarding these spending restrictions?

In May 2022 controls were introduced on internal and external recruitment, regrading staff and temporary promotions. Can you provide internal communications to department heads giving these instructions?

Response

I enclose a copy of most of the information you requested.

While our aim is to provide information whenever possible, in this instance we are unable to provide some of the information you have requested because an exemption(s) under section 38(1)(b) – Personal information of third party of FOISA applies to that information.

Background

As outlined in the Scottish Public Finance Manual SPFM, the Scottish Government has an established processes in place to ensure control and oversight over expenditure.

All Accountable Officers (AOs) must comply with AO spending controls that promote and support effective budget management. Spend control guidelines, including financial thresholds and what expenditure must follow the process, is subject to revision in year. It has always been necessary to ensure resources are used economically, efficiently and effectively. The spend control process and procedures that are followed can be found in the Scottish Public Finance Manual at the following link -
FGN2024/03 SPFM AO Spend Control August 2024 - Scottish Public Finance Manual - gov.scot (www.gov.scot)

Note that the AO Template and spend control rules may be revised throughout the relevant financial year subject to achievement of the budget flightpath milestones. To note, AO templates are utilised in order to release expenditure and are not a substitute for other aspects of evidenced based policy making, such as pre-expenditure assessments and business cases.

It is AOs and Ministers who determine what level of additional control may be required in a financial year (on top of normal SPFM controls)

This request seeks to understand restraints, restrictions, and emergency controls that have been put in place by the Cabinet Secretary for Finance and Local Government in addition to the normal existing control framework under which the Scottish Government operates. In order to provide a response we have selected the key communications, had we interpreted the request to include all communications, this would have exceeded Section 12 cost limits resulting in the refusal of this aspect of the request.

Past 24 months

In addition to the Emergency Spending Controls outlined by Ms Robison on 03.09.2024, there have been two instances of organisation wide additional spending controls. I have provided the key information and documents which were disseminated at the time:

1. Emergency Spending Controls in December 2023, including recruitment controls, for the remainder of the 23/24 Financial year. (Annex A)
2. May 2022 recruitment controls (Annex B)

Annex A
Permanent Secretary to Director General’s (8th Dec 23)

• Annex A.1.1
• Annex A.1.2

Follow up note from Jonathan Curry, People Directorate, on the recruitment controls, travel, overtime etc.

• Annex A.2.1
• Annex A.2.2

DFM (Cab Sec Finance at time) sent individual letters to each portfolio Cab communicating the controls.
Letters are saved here:

• Annex A.3.a.1
• Annex A.3.a.2
• Annex A.3.a.3
• Annex A.3.a.4
• Annex A.3.a.5
• Annex A.3.a.6
• Annex A.3.a.7
• Annex A.3.a.8
• Annex A.3.a.9

Annex B
Additional correspondence in respect of recruitment controls for Director General’s

• Annex B.1

Internal intranet articles providing recruitment updates

• Annex B.2
• Annex B.3
• Annex B.4
• Annex B.5
• Annex B.6
• Annex B.7

About FOI

The Scottish Government is committed to publishing all information released in response to Freedom of Information requests. View all FOI responses at https://www.gov.scot/foi-responses.

FOI 202400431937 - Information Released - Annex A and B

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