To provide policies and guidelines on the use and operation of university-owned aircraft. It is the intent of these policies that efficient use of university aircraft will be made to conduct official university business and the aircraft will be available for the widest practicable use by the appropriate and designated persons.
University-owned aircraft may be used only to conduct official university
business and in accordance with the university's travel policy (see FISCAL
POLICY FI0705). Personal use and commuting are not allowed.
University aircraft may be used only when official business cannot be conducted
more economically through the use of regularly scheduled commercial aircraft.
Specifically, it is appropriate to use UT aircraft when the destination is
not served by commercial carriers; the time required to use such a carrier
interferes with other university obligations; or the number of officials and
employees traveling makes the use of university aircraft cost effective. Time
is an important consideration for the president, vice presidents, chancellors,
and other senior staff.
When a university official is required to attend an event where spouses
are expected to be attend, spouses are permitted to fly in university aircraft,
including: spouses of members of the university Board of Trustees, spouses
of the university president's executive staff, and spouses of the president
and president emeritus. Invited guests of the university who are involved
in official functions of or on behalf of the university are also permitted
to fly in university aircraft.
When a flight has been scheduled for official purposes and unassigned seats
remain on the aircraft, persons other than those for whom the flight was scheduled
may be accommodated on a space-available basis when travel is deemed in the
university's best interest. These include, but are not limited to, employees,
persons conducting business on behalf of the university, and spouses accompanying
staff on official university business.
All flights on university aircraft are scheduled through the president's
office (865-974-2241). The responsible staff will make every effort to schedule
such flights in the most efficient and economical manner possible. Every effort
will be made to accommodate all requests consistent with the most efficient
use of the aircraft and flight crews.
The president's office is responsible for ensuring that an AIRPLANE
REQUEST FORM is completed for all passengers and for documenting
the purpose of each passenger's trip on the form. The following information
should be included.
Departure/return time, date, time, and place
Name of each passenger, title, department charged, institution
The hourly rate for using the university airplane is set at a level sufficient
to recover the cost of maintaining and operating the plane. That rate is periodically
reviewed and revised as needed. Information on the current rate may be obtained
through the president's office. Before scheduling flights on the university
plane, departments should consider the availability and cost of commercial
flights and compare the cost of such service with the cost of using university
Aircraft users are billed monthly by internal transfer. Charges are determined by multiplying the actual recorded flight time by the hourly rate for use of the plane. If persons from more than one department are on the same flight, the charges will be prorated among the departments involved. No additional wait-time charge is assessed when the trip involves inordinately long layovers, nor is there an additional charge for time and expenses of the crew on overnight trips.
University aircraft must be operated at all times in accordance with the
provisions of the Federal Aviation Agency approved flight manual and the university's
flight operations procedures manual, which is in compliance with the Federal
Aviation Act (as amended) and Civil Air Regulations.
A pilot and co-pilot are required on all flights.
Under federal regulations, the pilot of any aircraft is responsible for and is the final authority as to the flight operation of that aircraft. All decisions concerning the flight itself will rest solely with the pilot. The pilot, however, should keep the vice president for administration and finance informed.
For each flight, the pilot will complete a flight log showing the following:
Sometimes it will be impossible to accommodate all requests for use of the
university plane. In such cases, if commercial flights to the desired destination
are not available, if it is essential to fly at a time when there are no commercial
flights, or if it is deemed most cost effective the president's office can
arrange for a charter flight. When such flights are scheduled, the user department
will be responsible for all costs incurred. It is customary for the charter
service to assess an additional wait-time charge when the layover exceeds
one hour, for the cost of a co-pilot, and for the time and expenses of the
crew when overnight travel is involved. For more information on chartering
planes, see the university's travel policy (FISCAL
POLICY 705, 19).
When an aircraft and flight services are donated for official university
business, employees must ensure that the plane and flight crew meet current
Federal Aviation Agency regulations and have the appropriate liability insurance.
Contact UT Flight Operations or the Risk Management section of the Treasurer's
Office for more information. Also see FISCAL
POLICY 705, 18 regarding travel by private aircraft.
The vice president for administration and finance shall submit an annual summary report of UT aircraft operations to the University of Tennessee Board of Trustees for review by the Finance Committee. The summary report should contain, at a minimum, information on users, destinations, maintenance performed, and operating costs.