PSNI Overtime

Request Number: FOI/16158

Category: Finance and Procurement - Finance

Subject: PSNI Overtime

Request and Answer: 
Your request for information below has now been considered. In respect of Section 1(1)(a) of the Freedom of Information Act 2000 (FOIA) We can confirm that the Police Service of Northern Ireland does hold the information you have requested however it is estimated that the cost of complying with your request for information would exceed the “appropriate costs limit” under Section 12(1) of the Freedom of Information Act 2000 and this will be further explained below. PSNI have followed the Information Commissioner’s Office guidance ‘Requests where the cost of compliance exceeds the appropriate limit’ in relation to this request, which also provides further detail on the application of Section 12 (1) of the FOIA. This guidance is available on the ICO website at the following link:
ico.org.uk/for-organisations/foi/guide-to-managing-an-foi-request/charging-a-fee-and-cost-limits/

Question 1
Total number of Rostered Overtime Hours for the rank of Sgt

Question 2
Total number of claimed (paid) hours at Sgt Rank

Question 3
Total number of unrostered hours paid at Sgt Rank (overtime)

Question 4
Total number of hours recorded as "not worked for Sgts - ie due to early finishing etc

Question 5
Total number of Rostered Overtime Hours for the rank of Constable

Question 6
Total number of claimed (paid) hours at Const Rank

Question 7
Total number of unrostered hours paid at Const Rank (overtime)

Question 8
Total number of hours recorded as "not worked for Constables - ie due to early finishing etc

Clarification requested:
Can you please provide a date range for your request

Clarification received:
1st Jan 2024, to 31st Dec 2024 

Answer
Section 17(5) of the Freedom of Information Act 2000 requires the Police Service of Northern Ireland, when refusing to provide such information (because the cost of compliance exceeds the appropriate limit) to provide you the applicant with a notice which states that fact.

It is estimated that the cost of complying with your request for information would exceed the “appropriate costs limit” under Section 12(1) of the Freedom of Information Act 2000. Section 12 of FOIA allows a public authority to refuse to deal with a request where it estimates that it would exceed the appropriate limit to either comply with the request in its entirety or confirm or deny whether the requested information is held. The estimate must be reasonable in the circumstances of the case. The ‘appropriate limit’ is currently £600 for central government and £450 for all other public authorities including PSNI. The relevant Regulations which define the appropriate limit for section 12 purposes are The Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulation 2004 SI 2004 No 3244. These are known as the ‘Fees Regulations’ for brevity.

Regulation 4(3) of the Fees Regulations states that a public authority can take into account the costs it reasonably expects to incur in carrying out the following permitted activities in complying with the request:

(i) determining whether the information is held;
(ii) locating the information, or a document containing it;
(iii) retrieving the information, or a document containing it; and
(iv) extracting the information from a document containing it.

Under those regulations PSNI can calculate the time spent on each of these permitted activities at £25 per hour (thus if the activity(s) takes more than 18 hours PSNI will be in excess of the ‘appropriate limit’).

When a public authority is estimating whether the appropriate limit is likely to be exceeded, it can include the costs of complying with two or more requests if the conditions laid out in Regulation 5 of the Fees Regulations can be satisfied. Those conditions require the requests to be:

• made by one person, or by different persons who appear to the public authority to be acting in concert or in pursuance of a campaign;
• made for the same or similar information; and
• received by the public authority within any period of 60 consecutive working days.

Regulation 5(2) of the Fees Regulations requires that the requests which are to be aggregated relate “to any extent” to the same or similar information. This is quite a wide test but public authorities should still ensure that the requests meet this requirement.

Enquiries made in relation to your request has identified that retrieval of information to respond to your request would exceed the FOI legislative cost of 18 hours as set by the Secretary of State.

Questions 3 and 7 bring the request in full over cost.

Whilst the information is held electronically, it is not held centrally, nor is it retrievable via automated processes.

We have taken 'unrostered hours' to mean overtime that was not pre-detailed and was deemed to be casual retention. In order to retrieve the requested information, this would need to be cross referenced for every officer for every piece of overtime worked over the course of the year. Any pre-detailed overtime clocked as not worked would need manually checked per officer per day. To do this for 1 of 11 districts would take in excess of 40 hours, bringing the request in full over cost.

In accordance with the Freedom of Information Act 2000, this letter should be considered as a Refusal Notice, and the request has therefore been closed. 

Advice and assistance
You may wish to submit a refined request in order that the cost of complying with your request may be facilitated within the ‘appropriate limit’. In compliance with Section 16 of the Act, we have considered how your request may be refined to bring it under the appropriate limit.

We can provide a response based on the following:

• The request is only for District Policing, i.e., Belfast, North Area, South Area, Derry City and Strabane.
• The dates are 1st January 2024 - 31st December 2024.
• Rostered overtime would include all over time not claimed at 1.33 casual rate, i.e. unplanned overtime worked on a public holiday or in addition to planned overtime, would still be counted as planned.
• Unrostered over time would include all over time claimed at 1.33 casual rate.

Submission of a refined request would be treated as a new request, and considered in accordance with the Freedom of Information Act 2000, including consideration of relevant Part II exemptions.