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1270 Use Of Noncommercial Aircraft

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SUBJECT: USE OF NONCOMMERCIAL AIRCRAFT
NUMBER: 1270
AUTHORIZING BODY: VICE PRESIDENT FOR FINANCE AND ADMINISTRATION
RESPONSIBLE OFFICE: RISK MANAGEMENT
DATE ISSUED: OCTOBER 1977
LAST UPDATE: MARCH 2013

RATIONALE:  In order to carry out university-related business and activities, employees may require Commercial Air Travel.

POLICY:  Employee Commercial Air Travel must be provided by a regularly scheduled airline or a university-approved Chartered Aircraft.  Employees may not travel by Privately-Owned Aircraft, employee-owned, or employee-leased aircraft while on University business, unless approved in advance by the president or his or her designee. 
 
Chartered Aircraft service may be authorized only when such costs are less when compared to similar Commercial Air Travel expenses. 

Students will not travel on university business via Privately-Owned Aircraft unless approved in advance by the President or his or her designee.  Employees must disclose student participation in travel by Privately-Owned Aircraft to Risk Management and the President prior to the event.  

SCOPE AND APPLICABILITY:    All University employees must adhere to this policy. 

DEFINITIONS:    

Chartered Aircraft:  Private air transport that bypasses issues prevalent with commercial flight services and ensures direct flights.  Chartered Aircraft operate on flexible schedules and itineraries tailored to the customers' needs. 

Commercial Air Travel:  A system or organization that provides scheduled flights to carry cargo and/or passengers for payment. 

Privately Owned Aircraft:  Aircraft engaged in personal or business flight to or from the U.S. which is not carrying passengers and/or cargo for commercial purposes. 

PROCEDURES:   

Any Chartered Aircraft service must be procured through the Purchasing Department.  Prior to any charter aircraft services being procured, the Risk Management Department must review and approve the required insurance coverage terms, conditions and limits.

 

See OU AP&P #1000 Procurement, OU AP&P #1200 Travel and OU AP&P #1220 Travel: Foreign Study or Academically Related Travel for additional information on the requirements for use of regularly scheduled commercial flights for University travel. 

RELATED POLICIES AND FORMS:    

OU AP&P #1000 Procurement

OU AP&P #1050 Risk Management

OU AP&P #1200 Travel

OU AP&P #1220 Travel: Foreign Study or Academically Related Travel

APPENDIX:    

 

2012