The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-020.html
(A)
Overview
This policy establishes the process for
using aircraft operated by the air transportation service department ("ATS") of
Ohio university airport operations.
This policy is intended to
ensure:
(1)
Air travel safety during university
business.
(2)
The use of university owned aircraft when available and
cost effective.
(3)
All university travel needs are accomplished
efficiently and in a timely manner.
(4)
Conformance to
all applicable federal aviation regulations.
University personnel are encouraged to
consider university owned and operated aircraft for business travel. The air
transportation service department has several tools available to efficiently
plan your air travel needs. In many cases flying on university aircraft is more
cost effective and greatly reduces time away from home when compared to other
modes of transportation. Travel on university owned aircraft also supports the
university's academic mission by using student co-pilot interns. Students in
the department of aviation's flight training program are provided an
opportunity to receive training and build valuable flight time and experience
in the university's advanced aircraft.
If ATS cannot accommodate your air
travel needs, please see policy 47.020 for further information.
ATS will maintain detailed information
on aircraft, services, and contact information online, linked through
https://www.ohio.edu/airport/
.
(B)
Rates for
use
Air travel fees are calculated using an
hourly rate times the number of flight hours (from the time of takeoff to the
time of landing). Traffic delays, routing changes due to weather, and
diversions may increase the travel time and associated costs above the initial
estimates.
ATS will be reimbursed for providing
transportation from a valid account within the university accounting system.
The responsibility for verifying that a flight has been scheduled for the
purpose of conducting official university business shall rest with the
administrative budget head to whose account the expense for the flight has been
charged.
Please contact airport operations at
597-2600 for travel cost estimates.
(C)
Additional
fees
If ground wait time at destination is
in excess of eight hours, hotel room(s) could be charged to the customer to
ensure that the crew is adequately rested for the return trip. See also part
(E) ("Longer Duration Trips") of this policy.
On an overnight stay, the customer will
be charged for hotel rooms, meals, and ground transportation for the
crew.
The customer will be charged for all
destination airport and fixed base operator ("FBO") fees. These fees may
include landing, ramp, hanger, and servicing. Several of these fees can be
avoided or reduced by flying to smaller airports. ATS staff can help to
determine which airport best fits your needs.
(D)
Schedule and
reservations
In order to learn whether aircraft and
crews are available for planned trips, and, if they are, to make a
reservation:
(1)
Call airport operations at 597-2600 or
2602
(2)
State the purpose of the flight and give the required
itinerary.
(3)
Give the names of the passengers who will be making the
flight.
(4)
Give the university account number(s) to which expenses
for the flight will be charged and the name of the administrative budget head
who has authorized the flight. Expenses may be shared by providing the account
numbers of those departments participating and the percentage that should be
charged to each.
(E)
Longer duration
trips
Trips that require over a fourteen-hour
duty day for the pilots will require at least one of the following for
safety:
(1)
Eight hour rest time and possible hotel
charge
(3)
Airport director
or chief pilot approval Decisions regarding crew duty times will be in
accordance with the air transportation service department's operating manual
and FAA regulations.
ATS staff will estimate the total cost
and flight time required and will confirm the flight if an aircraft is
available. An e-mail reminder will be sent to the person reserving the aircraft
on the day before the trip occurs.
ATS has several resources to help
accommodate ground transportation, catering, meeting rooms, and hotels at your
destination. A physical address of the meeting location will also help us to
recommend the most economical and accessible airport for landing.
(F)
Priority rights
Aircraft are scheduled on a first-come,
first-served basis, except that the president has priority rights. The
president may grant priority rights categorically to other departments, or may
approve priority rights on a case-by-case basis. A trip with priority rights
status will take precedence over a previously scheduled trip.
In cases where priority rights have
been exercised, ATS will consider several options to fulfill its obligation to
the original customer. This could include repositioning the aircraft, exploring
alternate departure times, or utilizing the services of an outside charter
company.
(G)
Holds
A customer may place a hold on an
aircraft for a specific date and time if a trip is expected, but cannot yet be
confirmed. A hold will grant that customer first-right-of-refusal if another
customer or department wishes to reserve the aircraft. In such cases, the
department requesting the hold will be given twenty-four hours from the time of
notice to either confirm their trip or release the aircraft for another
customer's use. The air transportation service department will exhaust all
means to resolve these multiple service requests and can usually find a
solution to accommodate both parties wishing to travel by air.
(H)
Cancellations
If a customer reserves or holds a
plane, and then cancels six days or less prior to the date of the trip, a five
hundred dollar cancellation fee will be assessed.
If a customer reserves or holds a
plane, and then cancels seven to fourteen days prior to the date of the trip, a
two hundred fifty dollar cancellation fee will be assessed.
(I)
Pertinent trip information
Destinations should be selected with
airports having adequate approach facilities, assuring the maximum probability
of completing the trip as planned. ATS staff will gladly make recommendations
in regard to appropriate facilities.
When unable to land at Ohio university
airport (UNI) upon return from a trip, an alternate airport will be selected by
the pilot after consultation with the passengers. Usually, the crew will rent a
vehicle and bring the passengers to Athens if the alternate is nearby, such as
Columbus or Parkersburg. There will be no charge to the passengers or
department for the vehicle; however, the original charge for the trip will be
assessed to the department.
The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-020.html