(a) Printed material shall be furnished upon receipt of total payment in cash or by check or money order payable to “New York State Department of Transportation.”

(b) All other charges for reproduction of records shall be paid for in the form of cash or by check or money order payable to “New York State Department of Transportation” at the time the records are delivered to the requestor. There shall be no fee charged for the inspection of records and searching for records.

(c) Charge for engineering work and other similar services shall be made based upon the actual cost (salaries, fringe benefits, overhead) to the department to perform the service.

(d) Refunds shall be made, dependent upon the circumstances, on a case-by-case basis.

(e) The department, in response to written requests, may furnish one or two copies of appropriate maps and other printed materials free of charge to Federal and other State agencies, members of the Legislature, the news media, local governments and planning boards, upon evidence of need for such records. In addition, copies of such materials may be furnished to nongovernmental organizations employed by public agencies on specific projects if a valid need is demonstrated. Material in reproducible form may, at the discretion of the department, be lent to public agencies for specified purposes, without charge.

(f) When certification is requested, the format will be: