Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.30
Revised 7-15
Travel Services
509-335-2034

Privately-Owned, Rented, or Chartered Aircraft

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AIRCRAFT USE

When advantageous and economical to WSU, University employees may use privately-owned, rented or chartered aircraft to conduct official University business.

Definitions

Rental: The vendor provides an airplane only. (This arrangement is also referred to as a dry charter.)

Charter: The vendor provides an airplane with a pilot.

TRIP AUTHORIZATION

The traveler must obtain written authorization on a Travel Authority for each trip involving a rented, chartered, or private aircraft. Blanket Travel Authorities are not approved.

Complete a Travel Authority following instructions in 95.05.

In addition to the information conventionally entered on the Travel Authority, enter:

Rentals/Charters

Complete a Department Requisition and reference the Travel Authority number on it. Submit the Department Requisition to Purchasing Services. (See 70.10 for Departmental Requisition instructions.)

Purchasing Services reviews and approves the Department Requisition and any supporting documentation for the chartered aircraft before processing a Purchase Order and/or a charter agreement.

REIMBURSEMENT

Complete a Travel Expense Voucher to obtain reimbursement for expenses incurred using privately-owned aircraft on authorized business. See 95.20.

The reimbursement rate is the mileage rate per direct air mile. See 95.19 for the current aircraft mileage rate.

LIABILITY

The state of Washington's self-insurance liability program excludes aircraft liability. As such, the state does not pay claims arising from the use of aircraft. When chartered, leased, rented, or privately owned aircraft are used for official University business, the aircraft owner is responsible for providing liability coverage.

INSURANCE COVERAGE

Employees, while flying on authorized business, are covered by Worker's Compensation and Medical Aid.

WSU employees may purchase supplemental life insurance and accidental death and dismemberment insurance as an employee benefit, which provides coverage in the event of an accident.

Accidental death and dismemberment insurance does not cover WSU employees if they are in an accident while acting as a pilot or crew member of any aircraft.

WSU does not provide nonscheduled aviation accidental death and dismemberment insurance coverage for employees flying in nonscheduled aircraft.