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Use of Aircraft Policy

Objective

To provide policies and guidelines for the use and operation of aircraft used to conduct official University business.  

Policy

  1. University-owned aircraft may only be used to conduct official University business in accordance with the University's travel policy.  Personal use is not allowed except where authorized by this policy. 
  2. University aircraft is to be used when official business cannot be conducted economically through the use of regularly scheduled commercial aircraft.  It is also appropriate to use Miami University 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 another consideration for travel by the President, Vice Presidents, and other members of the President's cabinet and senior staff. 
  3. Spouses are permitted to fly in University aircraft, under the following: spouses of the members of the Board of Trustees, spouses of the University President's Cabinet staff, and the spouse of the President when a University official is required to attend an event where spouses are expected to attend.  Invited guests of the University who are involved in official functions on behalf of the University are also permitted to fly in University aircraft. 
  4. Students are not permitted as passengers on a University flight unless they are accompanied by a university administrator on official university business.  Athletic team members are not permitted as a passenger on a University-owned aircraft flight. 
  5. 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 such travel is deemed in the University's best interest.  These passengers include, but are not limited to, employees, persons conducting business on the behalf of the University, and spouses accompanying staff on official University business. 
  6. Smoking, use of drugs or consumption of alcohol is prohibited on University aircraft. 
  7. University-owned aircraft shall not be used for outside charter flights, charitable flights or for the flights of public officials without the expressed consent of the General Counsel's office. 

Operation of the Aircraft

  1. University aircraft must be operated at all times in accordance with the provisions of the Federal Aviation Administration under Federal Aviation Regulations and the University's flight operations procedures manual, which is in compliance with the Federal Aviation Act (as amended) and Civil Air Regulations. 
  2. A pilot and co-pilot are required on all passenger flights. 
  3. Under federal regulations, the pilot-in-command 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-in-command.  The pilot-in-command shall keep the Airport Manager informed of any changes in flight plans. 
  4. For each flight, the pilot will complete a flight log showing the following:  
    • Duration of flight 
    • Date 
    • Aircraft number 
    • Destination and intermediate stops of flight 
    • Names of pilot and co-pilot 
    • Name of each passenger 

Operational Regulations and Restrictions

  1. All flight operations will be conducted in accordance with relevant FAA regulations. 
  2. Aircraft owned by University employees or students may not be used for official University business. 
  3. The pilot-in-command has the authority to cancel, delay or modify any and all travel if he/she determines that flying conditions present an unacceptable risk. 

Use of Charter Flights

  1. 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 more cost effective, the user department can arrange for a charter flight; these flights are not arranged by the Sr. Vice President for Finance and Business Services office.  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 house, for the cost of a co-pilot, and for the time and expenses of the crew when overnight travel is involved. 
  2. Charter flights used for official business and for team travel must meet these minimum insurance requirements: 
  • Policy shall include general liability, bodily injury and property damage to third parties, passenger liability, contractual liability and completed operations liability. 
  • No less than $5,000,000 times the number of passengers on the aircraft (with $8,000,000 per seat preferred). 
  • A certificate of insurance naming Miami University (address listed below) and its governing board, officers, agents and employees as an additional insured with respect to the liability arising out of the activities performed by or on behalf of the Service Provider is to be secured.
  •             Miami University
  •             501 East High Street
  •             218 Roudebush Hall
  •             Oxford, OH 45056 
    • The insurer agrees to provide thirty (30) days advance written notice of cancellation to Miami University. 
    • Additional insurance information can be found in the Insurance Requirements for Chartered Aircraft Policy. 

Donated Aircraft and Flight Services 

  1. Contributions of donated aircraft and flight services are processed through the Office of University Advancement.  The Senior Vice President for Finance and Business Services is responsible for the allocation of donated air time. 
  2. 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.  Donated aircraft and flight services must meet these minimum insurance requirements:
  • $100 million each occurrence, including passengers. 
  • A certificate of insurance naming Miami University (address listed below) as an additional insured with respect to the operation of the aircraft owner/operator is to be provided. 
  •           Miami University
  •           501 East High Street
  •           218 Roudebush Hall
  •           Oxford, OH 45056 
    • The insurer agrees to provide thirty (30) days advance written notice of cancellation to Miami University. 

         3. Donated flights are to be reported to the Sr. Vice President for Finance and Business Services office at least two weeks in advance for verification that all requirements have been met.  

         4. Contact the Office of the Senior Vice President for Finance and Business Services for more information. 

         5. Ohio's Ethics Laws prohibit Miami University staff from accepting anything of value, including travel expenses (meals, lodging, airfare - including transportation on a private plane) from any person, entity, or company doing business with or seeking to             do business with the University.  Staff members should check with the Office of General Counsel before accepting anything of value from a vendor or potential vendor. 

Effective Date: 03-03-16