Louisiana Parish government payroll request (Finance)

Michael Walker filed this request with the Finance of Lafayette Parish, LA.
Status
Completed

Communications

From: Michael Morisy

To Whom It May Concern:

Pursuant to Louisiana Public Records Act, I hereby request the following records:

2011 and 2012 payroll records for all employees paid in this parish Parish.

For each employee, we'd like to receive the following information:

Name
Unique ID
Position
Department
Regular Wages
Overtime Pay
Other Pay
Benefits
Total Compensation

I also request that, if appropriate, fees be waived as I believe this request is in the public interest. The requested documents will be made available to the general public free of charge as part of the public information service at louisianasunshine.org, processed by a representative of the Pelican Institute and is not for commercial usage.

In the event that fees cannot be waived, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not. If these records exist in electronic format, I request that those electronic records be provided (not, for instance, that those electronic records be printed then digitized to create images of the printouts).

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 3 business days, as the statute requires.

Michael Walker
Visible Government Online

From: Lorrie Toups

I am in receipt of your request for information (see below). We can make this information available to you; however, please make note of the provisions of the Louisiana Revised Statutes listed below. Once these are satisfied, the information can be released by the following day.

Louisiana Revised Statutes 44:32(A) provides that "The custodian shall make no inquiry of any person who applies for a public record, except an inquiry as to the age and identification of the person and may require the person to sign a register. . . ." La. R.S. 44:31.1 disqualifies a convicted felon in custody from getting most public records. Therefore, I am requesting that you furnish Lafayette Consolidated Government a copy of your State issued identification as well as a signed statement as to whether or not you are a convicted felon in custody.

La. R.S. 44:32(C) provides that β€œThe custodian may establish and collect reasonable fees for making copies of public records.” If this information is provided in a hard copy mailed to you, it will be 489 pages. We will need to print these pages and scan them to you if the reply is in electronic format. Therefore, the cost of these copies will be $53.40.

Please make the check payable to Lafayette Consolidated Government and mail it to my attention at 705 West University Ave, Lafayette, LA 70506. Please also let me know what format you would like to receive the response - hard copy through the mail or a scanned PDF document through email.

From: Michael Walker

Ms. Toups:

We are requesting the payroll data in electronic form, such as a spreadsheet, not paper copies. Is there any reason that cannot be provided?

Not only are paper copies harder for you to produce, our staff would then need to enter the data into a spreadsheet, increasing the chances of data entry errors. This data is going on a busy public website, and I'm sure you'd prefer it to be as accurate as possible.

Thank you for your help.

From: Lorrie Toups

I am in receipt of your second request for information (see below). There is no reason that we cannot make this information available as I mentioned in my email dated March 11, 2013. We absolutely can make this information available to you and will be happy to do so; however, please make note of the provisions of the Louisiana Revised Statutes listed below. Once these are satisfied, the information can be released by the following day.

Louisiana Revised Statutes 44:32(A) provides that "The custodian shall make no inquiry of any person who applies for a public record, except an inquiry as to the age and identification of the person and may require the person to sign a register. . . ." La. R.S. 44:31.1 disqualifies a convicted felon in custody from getting most public records. Therefore, I am requesting that you furnish Lafayette Consolidated Government a copy of your State issued identification as well as a signed statement as to whether or not you are a convicted felon in custody.

La. R.S. 44:32(C) provides that β€œThe custodian may establish and collect reasonable fees for making copies of public records.” If this information is provided in a hard copy mailed to you, it will be 489 pages. We will need to print these pages and scan them to you if the reply is in electronic format. Therefore, the cost of these copies will be $53.40.

Please make the check payable to Lafayette Consolidated Government and mail it to my attention at 705 West University Ave, Lafayette, LA 70506. Please also let me know what format you would like to receive the response - hard copy through the mail or a scanned PDF document through email.

From: Lorrie Toups

We will provide this in electronic PDF file(s). The PDF file(s) will be emailed to you once we receive the per page fee. This is a nominal fee charged to cover the cost of printing and copying the report. Even though you will receive it in a PDF file(s), it must be printed and scanned. If you would like the hard copy as well, we will be happy to send both. This nominal fee in no way covers the cost to this government of producing this report for you.

Our IT staff thinks they may be able to write a report that will be shorter in length and still give you the information you require. They work on this next week. As soon as I know the number of estimated pages, I will let you know the cost for reproduction. If you prefer, you may send your check for the amounts specified earlier and we will submit the 489 page report(s).

From: Michael Walker

Thanks for the update, Lorrie.

Can you tell me why the data cannot be provided in a spreadsheet or .csv format? I know a good deal about payroll & finance software, and almost any system can export raw data in these formats.

We have received payroll data in electronic formats from the state, New Orleans, and Jefferson Parish. Here is the website where we post the data: http://www.louisianasunshine.org/payroll/

From: Lorrie Toups

We currently do not have a report that we can automatically run that will give you the information you requested in the format you are requesting it in. Our reports either don't have the information you are requesting or include items like employees social security number, date of birth, number of hours on unpaid Family Medical Leave, etc.

While Louisiana Revised Statutes do not require us to create a record that does not otherwise exist, we know that a more streamlined report will serve as a useful management tool; therefore, our IT department is working on a report and is in the final stage of validating the output. We may be able to send this in a different format but only if the data is validated.

We will calculate the charge based on the number of pages that the report will be if/when printed from our financial management system. Please remember, this small fee does not come close to covering the cost to this government of creating, validating, producing the report, and handling this public records request. The un-validated draft report for one years' data is 101 pages. The per page fee is calculated as follows:

1-10 Pages $.25 each
11-30 $.20 each
31-50 $.15 each
51 - Up $.10 each

We hope to be able to validate the data in the next day or two and we will let you know the final page count. If the page count remains unchanged, your fee would be $14.45 for each year or $28.90 total. Once the fee is received, we will release the report.

Lorrie R. Toups CPA

From: Lorrie Toups

The reports are ready and our IT department was able to put it in an excel file. The total number of pages is 195. As soon we receive payment we will email you the reports. Please remit $24.30. Make the check payable to Lafayette Consolidated Government and mail it to my attention at 705 West University Ave, Lafayette, LA 70506. A hard copy is also available to you. Let us know where you would like us to mail it.

Thanks.

From: Michael Walker

Fantastic!

I'll send the check today.

Thanks for all your help.

From: MuckRock.com

To Whom It May Concern:

I wanted to follow up on the following Freedom of Information request, copied below, and originally submitted on March 8, 2013. Please let me know when I can expect to receive a response, or if further clarification is needed.

Thank you for your help.

From: Lorrie Toups

This information has already been sent. I received a confirmation from you on April 10, 2013. See the attached email.

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