Sunrise at Pulley Tower

Use of Aircraft Procedure

Objective

To provide procedure guidelines on the scheduling of aircraft used to conduct official University business.

Scheduling Flights

  1. All flights on university aircraft are scheduled through the Office of the Senior Vice President for Finance and Business Services (513-529-4225).  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.  Multiple trip requests will be prioritized based on the overall mission of the University.
  2. Flight should be scheduled with as much advance notice as possible.  A minimum of seven (7) days notice is typically required to accommodate a flight.  Flights can be scheduled up to six (6) months in advance.
  3. The Office of the Senior Vice President for Finance and Business Services is responsible for ensuring that a Flight Confirmation form is completed for all University flights.  The following information is to be included:
    • Name of the person making the reservation
    • Account to be charged
    • Purpose of the trip
    • Destination, including intermediate stops
    • Departure/return time and date
    • Ground transportation information (to be arranged by the department requesting the flight)
    • Name of each passenger and contact information
    • Any special needs of the passenger 
    • Cumulative weight of all passengers and baggage (used to determine maximum pre-flight fuel allowance)
  4. A maximum number of passengers on the University-owned aircraft is six (6).
  5. A Flight Confirmation form will be emailed to each passenger one (1) week in advance of the upcoming flight.  Any changes or corrections should immediately be brought to the attention of the scheduling office.

Day of the Flight

The departure time is indicated on the Flight Confirmation form.  Passengers should arrive 15 minutes prior to the scheduled departure time in order to ensure on-time departure.

Aircraft Assignment

Aircraft is assigned based on various factors, including but not limited to:  availability of aircraft, planned destination, number of passengers and cost efficiency.

Payment for flights

  1. The 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 Office of the Sr. Vice President for Finance and Business Services.  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 the university aircraft.
  2. Aircraft users are typically billed by internal transfer the next business day following the return flight.  If persons from more than one department are on the same flight, the charges will be prorated among the departments involved unless directed to bill the flight differently.  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.