Permit Fee Retention for Work Completed

A Permit Fee Retention can be charged by an agency as a way to recoup the cost of work already completed on a permit (i.e. inspections) that ends up being withdrawn by the applicant. The Oregon Standard Model has the Permit Fee Retention broken out into 3 standard percentage rates to assist with this.

20% Permit fee retention - plumbing
50% Permit fee retention - plumbing
75% Permit fee retention - plumbing

The Permit Fee Retention process precedes the consideration of any refund and because it is the retention of actual permit fees, it invokes State Surcharge, which is based upon the percentage of the total amount of permit fees retained. Note: Retention of Plan Review fees are not subject to State Surcharge.

To process the Permit Fee Retention, go to the Fees tab in the record navigation pane. Select the applicable permit fees that have been invoiced and paid and void them to credit if they have not been credited already. 

​Then click the Add fee button. 

Locate the percentage rate that you are going to retain of the permit fees paid based upon work already completed.

Enter the total amount of permit fees that were paid and are eligible to be potentially refunded (excluding previously paid State Surcharge) in the Quantity Box.

​Click Submit – the Permit Retention fee will calculate the percentage at the rate you selected and will automatically recalculate State Surcharge at 12% of what is being retained. Invoice the new Retention and State Surcharge fee items.

​Go to the Payment tab. Note that you now have Unapplied fees (from voiding the permit fees to credit) in the Amount Not Applied. Select the source payment in the Transactions section that shows a Not Applied balance (transactions appear at the bottom of the Payment screen). Select the Apply button to now reapply these monies.

​Apply the monies to the Permit Fee Retention and the State Surcharge that are showing an outstanding balance. Consider paying any other fees that still show an outstanding balance if the work has already been performed – if it is not appropriate to pay any other remaining unpaid fee items, void them prior to beginning the next step in the Fees tab to show they are no longer applicable. 

The Amount Not Applied balance that is remaining is what is then eligible for the agency to refund to the customer.
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Refer to How to complete a Refund documentation on Kayako: http://orepermittinghelp.kayako.com/Knowledgebase/Article/View/15