FOIA Detailed Cost Itemization

Freedom of Information Act Request Detailed Cost Itemization

On the worksheet:

• Date
• Prepared for Request No.
• Date Request Received

The following costs are being charged in compliance with Section 4 of the Michigan Freedom of Information Act, MCL 15.234, according to the township's FOIA Policies and Guidelines.

1. Labor Cost for Copying / Duplication

This is the cost of labor directly associated with duplication of publication, including making paper copies, making digital copies, or transferring digital public records to be given to the requestor on non-paper physical media or through the Internet or other electronic means as stipulated by the requestor.

This shall not be more than the hourly wage of the township's lowest-paid employee capable of necessary duplication or publication in this particular instance, regardless of whether that person is available or who actually performs the labor.

These costs will be estimated and charged in ____-minute time increments as set by the township board (for example: 15-minutes or more); all partial time increments must be rounded down. If the number of minutes is less than one increment, there is no charge.

On the worksheet:

• Time increment (minutes)
• Hourly Wage Charged (OR use Hourly Wage with Fringe Benefit Cost)
• Charge per increment (hourly wage)
• Hourly Wage with Fringe Benefit Cost
• Percentage multiplier (%)
• Charge per increment (with fringe benefit)
• Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
• Number of minutes
• Number of increments
• 1. Labor Cost

To figure the number of increments, take the number of minutes, divide by the minute increment, and round down. Enter below.

Multiply the hourly wage by the percentage multiplier (up to 50% of the hourly wage) and add to the hourly wage for a total per hour rate.

2. Labor Cost to Locate

This is the cost of labor directly associated with the necessary searching for, locating, and examining public records in conjunction with receiving and fulfilling a granted written request. This fee is being charged because failure to do so will result in unreasonably high costs to the township that are excessive and beyond the normal or usual amount for those services compared to the township's usual FOIA requests, because of the nature of the request in this particular instance, specifically:

On the worksheet:

• Specific reason

The township will not charge more than the hourly wage of its lowest-paid employee capable of searching for, locating, and examining the public records in this particular instance, regardless of whether that person is available or who actually performs the labor.

These costs will be estimated and charged in ____-minute time increments (must be 15-minutes or more); all partial time increments must be rounded down. If the number of minutes is less than 15, there is no charge.

On the worksheet:

• Time increment (minutes)
• Hourly Wage Charged (OR use Hourly Wage with Fringe Benefit Cost)
• Charge per increment (hourly wage)
• Hourly Wage with Fringe Benefit Cost
• Percentage multiplier (%)
• Charge per increment (with fringe benefit)
• Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
• Number of minutes
• Number of increments
• 2. Labor Cost

To figure the number of increments, take the number of minutes, divide by the minute increment, and round down. Enter below.

Multiply the hourly wage by the percentage multiplier (up to 50% of the hourly wage) and add to the hourly wage for a total per hour rate.

3a. Employee Labor Cost for Separating Exempt from Non-Exempt (Redacting)

(Fill this out if using a township employee. If contracted, use No. 3b instead).

The township will not charge for labor directly associated with redaction if it knows or has reason to know that it previously redacted the record in question and still has the redacted version in its possession.

This fee is being charged because failure to do so will result in unreasonably high costs to the township that are excessive and beyond the normal or usual amount for those services compared to the township's usual FOIA requests, because of the nature of the request in this particular instance, specifically:

On the worksheet:

• Specific reason

This is the cost of labor of a township employee, including necessary review, directly associated with separating and deleting exempt from nonexempt information. This shall not be more than the hourly wage of the township's lowest-paid employee capable of separating and deleting exempt from nonexempt information in this particular instance, regardless of whether that person is available or who actually performs the labor.

These costs will be estimated and charged in ____-minute time increments (must be 15-minutes or more); all partial time increments must be rounded down. If the number of minutes is less than 15, there is no charge.

On the worksheet:

• Time increment (minutes)
• Hourly Wage Charged (OR use Hourly Wage with Fringe Benefit Cost)
• Charge per increment (hourly wage)
• Hourly Wage with Fringe Benefit Cost
• Percentage multiplier (%)
• Charge per increment (with fringe benefit)
• Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
• Number of minutes
• Number of increments
• 3a. Labor Cost

To figure the number of increments, take the number of minutes, divide by the minute increment, and round down. Enter below.

Multiply the hourly wage by the percentage multiplier (up to 50% of the hourly wage) and add to the hourly wage for a total per hour rate.

3b. Contracted Labor Cost for Separating Exempt from Non-Exempt (Redacting)

(Fill this out if using a contractor, such as the attorney. If using in-house employee, use No. 3a instead.)

The township will not charge for labor directly associated with redaction if it knows or has reason to know that it previously redacted the record in question and still has the redacted version in its possession.

This fee is being charged because failure to do so will result in unreasonably high costs to the township that are excessive and beyond the normal or usual amount for those services compared to the township's usual FOIA requests, because of the nature of the request in this particular instance, specifically:

On the worksheet:

• Specific reason

As this township does not employ a person capable of separating exempt from non-exempt information in this particular instance, as determined by the FOIA Coordinator, this is the cost of labor of a contractor (i.e.: outside attorney), including necessary review, directly associated with separating and deleting exempt information from nonexempt information. This shall not exceed an amount equal to 6 times the state minimum hourly wage rate of _____ (currently $9.25).

These costs will be estimated and charged in ____-minute time increments (must be 15-minutes or more); all partial time increments must be rounded down. If the number of minutes is less than 15, there is no charge.

On the worksheet:

• State minimum hourly wage rate (currently $9.25)
• Name of contracted person or firm
• Time increment (minutes)
• Hourly Cost Charged
• Charge per increment
• Number of minutes
• Number of increments
• 3b. Labor Cost

To figure the number of increments, take the number of minutes, divide by the minute increment, and round down. Enter below.

4. Copying / Duplication Cost

Copying costs may be charged if a copy of a public record is requested, or for the necessary copying of a record for inspection (for example, to allow for blacking out exempt information, to protect old or delicate original records, or because the original record is a digital file or database not available for public inspection).

No more than the actual cost of a sheet of paper, up to maximum 10 cents per sheet for:

• Letter (8 ½ x 11-inch, single and double-sided): _____ cents per sheet
• Legal (8 ½ x 14-inch, single and double-sided): _____ cents per sheet

No more than the actual cost of a sheet of paper for other paper sizes:

• Other paper sizes (single and double-sided): ______ cents / dollars per sheet

Actual and most reasonably economical cost of non-paper physical digital media:

• Circle applicable: Disc / Tape / Drive / Other Digital Medium Cost per Item: ___________

The cost of paper copies must be calculated as a total cost per sheet of paper. The fee cannot exceed 10 cents per sheet of paper for copies of public records made on 8-1/2- by 11-inch paper or 8-1/2- by 14-inch paper. A township must utilize the most economical means available for making copies of public records, including using double-sided printing, if cost saving and available.

On the worksheet:

• Number of Sheets
• Costs
• No. of Items
• 4. Total Copy Cost

5. Mailing Cost

The township will charge the actual cost of mailing, if any, for sending records in a reasonably economical and justifiable manner. Delivery confirmation is not required.

• The township may charge for the least expensive form of postal delivery confirmation.
• The township *cannot* charge more for expedited shipping or insurance unless specifically requested by the requestor.*

On the worksheet:

• Actual Cost of Envelope or Packaging
• Actual Cost of Postage, per stamp
• Actual Cost of Postage, per pound
• Actual Cost of Postage, per package
• Actual Cost (least expensive) Postal Delivery Confirmation
• *Expedited Shipping or Insurance as Requested
• * Requestor has requested expedited shipping or insurance
• 5. Total Mailing Cost

6a. Copying/Duplicating Cost for Records Already on Township's Website

If the public body has included the website address for a record in its written response to the requestor, and the requestor thereafter stipulates that the public record be provided to him or her in a paper format or non-paper physical digital media, the township will provide the public records in the specified format and may charge copying costs to provide those copies.

No more than the actual cost of a sheet of paper, up to maximum 10 cents per sheet for:

• Letter (8 ½ x 11-inch, single and double-sided): _____ cents per sheet
• Legal (8 ½ x 14-inch, single and double-sided): _____ cents per sheet

No more than the actual cost of a sheet of paper for other paper sizes:

• Other paper sizes (single and double-sided): ______ cents / dollars per sheet

Actual and most reasonably economical cost of non-paper physical digital media:

• Circle applicable: Disc / Tape / Drive / Other Digital Medium Cost per Item: ___________

On the worksheet:

• Requestor has stipulated that some / all of the requested records that are already available on the township's website be provided in a paper or non-paper physical digital medium.
• Number of Sheets
• Costs
• No. of Items
• 6a. Web Copy Cost

6b. Labor Cost for Copying/Duplicating Records Already on Township's Website

This shall not be more than the hourly wage of the township's lowest-paid employee capable of necessary duplication or publication in this particular instance, regardless of whether that person is available or who actually performs the labor. These costs will be estimated and charged in ____-minute time increments (i.e.: 15-minutes or more); all partial time increments must be rounded down. If the number of minutes is less than 15, there is no charge.

The township may use a fringe benefit multiplier greater than the 50% limitation, not to exceed the actual costs of providing the information in the specified format.

On the worksheet:

• Time increment (minutes)
• Hourly Wage Charged (OR use Hourly Wage with Fringe Benefit Cost)
• Charge per increment (hourly wage)
• Hourly Wage with Fringe Benefit Cost
• Percentage multiplier (%)
• Charge per increment (with fringe benefit)
• Overtime rate charged as stipulated by Requestor
• Number of minutes
• Number of increments
• 6b. Web Labor Cost

To figure the number of increments, take the number of minutes, divide by the minute increment, and round down. Enter below.

Multiply the hourly wage by the percentage multiplier and add to the hourly wage for a total per hour rate.

6c. Mailing Cost for Records Already on Township's Website

On the worksheet:

• Actual Cost of Envelope or Packaging
• Actual Cost of Postage (per stamp / per pound / per package)
• Actual Cost (least expensive) Postal Delivery Confirmation
• *Expedited Shipping or Insurance as Requested
• * Requestor has requested expedited shipping or insurance
• 6c. Web Mailing Cost

Subtotal Fees Before Waivers, Discounts or Deposits

On the worksheet:

• Document type: Cost estimate / Bill
• Estimated Time Frame to Provide Records (days or date)
• 1. Labor Cost for Copying
• 2. Labor Cost to Locate
• 3a. Labor Cost to Redact
• 3b. Contract Labor Cost to Redact
• 4. Copying/Duplication Cost
• 5. Mailing Cost
• 6a. Copying/Duplication of Records on Website
• 6b. Labor Cost for Copying Records on Website
• 6c. Mailing Costs for Records on Website
• Subtotal Fees

The time frame estimate is nonbinding upon the township, but the township is providing the estimate in good faith. Providing an estimated time frame does not relieve the township from any of the other requirements of this act.

Waiver: Public Interest

A search for a public record may be conducted or copies of public records may be furnished without charge or at a reduced charge if the township determines that a waiver or reduction of the fee is in the public interest because searching for or furnishing copies of the public record can be considered as primarily benefiting the general public.

On the worksheet:

• All fees are waived
• All fees are reduced by (%)
• Reduction percentage
• Subtotal Fees After Waiver

Discount: Indigence

A public record search must be made and a copy of a public record must be furnished without charge for the first $20.00 of the fee for each request by an individual who is entitled to information under this act and who:

1) Submits an affidavit stating that the individual is indigent and receiving specific public assistance, OR

2) If not receiving public assistance, stating facts showing inability to pay the cost because of indigence.

If a requestor is ineligible for the discount, the public body shall inform the requestor specifically of the reason for ineligibility in the public body's written response. An individual is ineligible for this fee reduction if ANY of the following apply:

1. (i)The individual has previously received discounted copies of public records from the same public body twice during that calendar year, OR
2. (ii)The individual requests the information in conjunction with outside parties who are offering or providing payment or other remuneration to the individual to make the request. A public body may require a statement by the requestor in the affidavit that the request is not being made in conjunction with outside parties in exchange for payment or other remuneration.

On the worksheet:

• Eligible for Indigence Discount
• Subtotal Fees After Discount (subtract $20)

Discount: Nonprofit Organization

A public record search must be made and a copy of a public record must be furnished without charge for the first $20.00 of the fee for each request by a nonprofit organization formally designated by the state to carry out activities under subtitle C of the federal Developmental Disabilities Assistance and Bill of Rights Act of 2000 and the federal Protection and Advocacy for Individuals with Mental Illness Act, if the request meets ALL of the following requirements:

1. (i)Is made directly on behalf of the organization or its clients.
2. (ii)Is made for a reason wholly consistent with the mission and provisions of those laws under section 931 of the Michigan Mental Health Code, 1974 PA 258, MCL 330.1931.
3. (iii)Is accompanied by documentation of its designation by the state, if requested by the township.

On the worksheet:

• Eligible for Nonprofit Discount
• Subtotal Fees After Discount (subtract $20)

Deposit: Good Faith

The township may require a good-faith deposit in either its initial response or a subsequent response before providing the public records to the requestor if the entire fee estimate or charge authorized under this section exceeds $50.00, based on a good-faith calculation of the total fee. The deposit cannot exceed 1/2 of the total estimated fee.

On the worksheet:

• Percent of Deposit (%)
• Date Paid
• Deposit Amount Required

Deposit: Increased Deposit Due to Previous FOIA Fees Not Paid In Full

After a township has granted and fulfilled a written request from an individual under this act, if the township has not been paid in full the total amount of fees for the copies of public records that the township made available to the individual as a result of that written request, the township may require an increased estimated fee deposit of up to 100% of the estimated fee before it begins a full public record search for any subsequent written request from that individual if ALL of the following apply:

1. (a)The final fee for the prior written request was not more than 105% of the estimated fee.
2. (b)The public records made available contained the information being sought in the prior written request and are still in the township's possession.
3. (c)The public records were made available to the individual, subject to payment, within the best effort estimated time frame given for the previous request.
4. (d)Ninety (90) days have passed since the township notified the individual in writing that the public records were available for pickup or mailing.
5. (e)The individual is unable to show proof of prior payment to the township.
6. (f)The township calculates a detailed itemization, as required under MCL 15.234, that is the basis for the current written request's increased estimated fee deposit.

A township can no longer require an increased estimated fee deposit from an individual if ANY of the following apply:

1. (a)The individual is able to show proof of prior payment in full to the township, OR
2. (b)The township is subsequently paid in full for the applicable prior written request, OR
3. (c)Three hundred sixty-five (365) days have passed since the individual made the written request for which full payment was not remitted to the township.

On the worksheet:

• Percent Deposit Required (%)
• Date Paid
• Deposit Required

Late Response Labor Costs Reduction

If the township does not respond to a written request in a timely manner as required under MCL 15.235(2), the township must do the following:

1. (a)Reduce the charges for labor costs otherwise permitted by 5% for each day the township exceeds the time permitted for a response to the request, with a maximum 50% reduction, if EITHER of the following applies:
   1. (i)The late response was willful and intentional, OR
   2. (ii)The written request included language that conveyed a request for information within the first 250 words of the body of a letter, facsimile, electronic mail, or electronic mail attachment, or specifically included the words, characters, or abbreviations for "freedom of information," "information," "FOIA," "copy," or a recognizable misspelling of such, or appropriate legal code reference for this act, on the front of an envelope, or in the subject line of an electronic mail, letter, or facsimile cover page.

On the worksheet:

• Number of Days Over Required Response Time
• Multiply by 5% = Total Percent Reduction
• Total Labor Costs
• Minus Reduction
• = Reduced Total Labor Costs

The Public Summary of the township's FOIA Procedures and Guidelines is available free of charge from:

On the worksheet:

• Website
• Email
• Phone
• Address

On the worksheet:

• Date Paid
• Total Balance Due

(Form created by Michigan Townships Association, April 2015)