You stated that you would like each of these enquiries to be regarded as individual requests. However, as they are substantially similar in both nature and methodology by which we would extract the data, we can aggregate them for the purpose of costs. 

In accordance with 1 (1) (a) of the Freedom of Information Act 2000, I can advise you that South Yorkshire Police does hold the information you request.

Your request for information has been considered and I am not obliged to supply the information you have requested. Section 17 of the Freedom of Information Act 2000 requires South Yorkshire Police, when refusing to provide such information (because the information is exempt) to provide you the applicant with a notice which:  

(a)        states that fact;

(b)        specifies the exemption in question and;

(c)        states (if that would not otherwise be apparent) why the exemption applies.           

The following exemption applies to the disclosure of the information: 

Section 12 (1) – Exemption where cost of compliance exceeds appropriate limit 

South Yorkshire Police do not hold the information you require for any part of the above request in one centrally held, searchable system.  As budgets are devolved, I sought the assistance of Department/District Business Managers to locate, retrieve and extract the data.

From the responses I received, it is evident that the way this information is held varies within the force.  However, to answer any part of the request fully would mean a manual trawl through a combination of invoices, claim forms, catering forms and expenses. 

From the 9 Business Managers who have responded thus far, this has been estimated at more than 116 hours of work.  As stated, the process of a manual trawl through paper-based records would be required for any part of you request.  This would exceed the appropriate limit. 

The Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004 provide that the cost limit for non central government public authorities is £450. This must be calculated at the rate of £25 per hour, providing an effective time limit of 18 hours.