6.7 Travel and Charter Service

Policy Information

Purpose and Summary

The purpose of this policy is to define charter services and the requirements surrounding the purchase of these services.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

1. Payment for charter bus services must use the appropriate purchasing method based on purchase amount. All agreements regardless of dollar amount must be signed by the Purchasing/Contracting team.
2.  Risk Management Services must approve the charter aircraft vendor for proper insurance coverage before Purchasing will issue a purchase order. A purchase order will be issued for charter aircraft service only when the vendor furnishes the pilot and aircraft. Chartered aircraft travel is allowed providing common carrier is not feasible or in the best interest of the University. The traveler's supervisor, not the traveler, determines if such travel is justified and in the best interest of the University. Chartered air service may be obtained only by completing a Purchase Requisition, and only from FAA licensed commercial flight operators.
3. Any University employee who wishes to pilot an aircraft on University business, must complete a pilot application, meet eligibility requirements, and obtain written authorization from Risk Management(link is external) prior to travel.
4. Consult the Financial Services Manual - Policy 14.15 Transportation, for information on the Transportation Policy on chartered and private airplanes.

Related Information

Risk Management Services
Financial Services Manual - Policy 14.15 Transportation

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.