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OHIO UNIVERSITY AIR TRANSPORTATION SERVICE
(UPDATED 2005)
PURPOSE: To provide the policy and procedures for using aircraft operated by the Air Transportation Department of Ohio University Airport Operations.
POLICY: University-owned aircraft are available for use by members of the University Community who require this mode of travel for the purpose of conducting or participating in activities or functions that are recognized as constituting official business of Ohio University.
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.
The Air Transportation Department is to be reimbursed for providing transportation from a valid account within the University accounting system.
PROCEDURE:
A. Rates for Use
The cost assessed for the use of all aircraft is based upon the total number of hours flown. Hours flown are determined by measuring the Hobbs meter reading start time and stop time.
B. Additional Fees
1. If ground wait time at destination is in excess of eight (8) hours, hotel room(s) could be charged to the customer to insure the crew is adequately rested for the return trip.
2. If an overnight stay is required, the customer will be charged for rooms, meals, and ground transportation for the crew.
C. Charges for Canceled Trips
1. If a trip is canceled due to weather, pilot, or maintenance issues, there will be no charge to the customer.
2. If a customer reserves a plane and then cancels the reservation, the following charges may be assessed.
Date canceled:
| 2 weeks+prior to date of trip |
No Charge |
| 1-2 weeks prior to date of trip |
$100.00 |
| 6 days/less prior to date of trip |
$150.00 |
D. Pertinent Trip Information
1. When following procedures for reserving the aircraft (see below) airport personnel will make recommendations in regard to closest airport to destination site. Airport personnel will gladly make suggestions and/or reservations for ground transportation for passengers.
2. Upon return from a trip if unable to land at Albany (UNI) due to weather, 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 additional charge to the passengers for the vehicle if the trip is completed in this manner.
E. Procedure for Reserving an Aircraft
1. The preferred method to reserve an aircraft is to visit the Airport Transportation Website at www.ohiou.edu/airport and follow the steps for trip reservations.
2. You may also phone the airport transportation coordinator at 597-2602, state the preferred itinerary and business purpose of trip, give names of passengers making the flight, 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 maybe shared by departments. You must provide the account numbers of those departments participating and the percentage that should be charged to each.
The air transportation coordinator will estimate the total cost and flight time required and will confirm the flight if an aircraft is available. A phone call or e-mail reminder will be sent to the person reserving the aircraft on the day before the trip occurs.
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