@They're not doing it already?
You need a pen.
Current system - you go down to Staples and put in an expenses claim.
New system -
1, You apply to your local purchasing laison committee
2, They inform you when the next meeting of the department pen procurement committee is
3, Your request for a pen is rolled up with all other pen requests until it's forwarded to the department's purchasing department
4, This then waits until all the agency's pen requests are forwarded to number 10 for approval
5, The people's central pen purchasing committee isn't buying any pens this year because:
a, The budget wasn't approved
b, The pens are imported from country X and we are waiting until the next state visit of the president of X to announce an order
c, We are currently expecting a visit from president of Y who is at war with X so can't announce an order
d, We want somebody to open a pen factory in a marginal constituency
e, Politician needs to be seen to be tough on pens this week
6, Bids then go out for pens to BAe, CapGemini and whatever Anderson is called this week
7, Before pens are delivered the department is merged, renamed, re-elected and the order is cancelled
8, You go to staples and pay for the pen yourself
9, Savings!!!!
I once worked in a university where all the computer purchases for every department in this subject across the country were all brought together at a single annual purchase by a central body - to get bulk discounts. You can imagine how well this worked!