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Use of University Airplane or Private Air Charter Service

Adopted: January 31, 2005

Contact Office: Clemson University Flight Services Office or the Office of the President

Oversight Executive: Chief Business Officer

Applies to: University colleges and departments and University-related foundations and corporations who wish to use the University Administrative airplane or a commercial air charter service.

Reason for Policy: To establish guidelines for use of the University’s Administrative airplane and commercial air charter service.

Definition of University's airplane: A twin-engine, Turbo commander 690B capable of seating up to six passengers and two pilots.

Terms in Statement: The administrative airplane is based at the Clemson University hangar, at the Oconee County Airport.

Policy Statement: The University administrative airplane is available as a means of providing on-demand air transportation.  The University airplane and any commercial chartered airplane will be used only for official University business.  Use of the University airplane or any commercial chartered airplane for personal business by any passenger is not permitted, even with reimbursement to the University.  Scheduling priority will be given to the Office of the President in reserving the University’s administrative airplane.  All other units will be scheduled by the University’s Flight Services Office for the requesting unit. (Checking the cost of commercial flights is the responsibility of the department initiating the trip.)

Commercial air charter service is permitted when authorized by the traveler’s dean, vice president, or designee, and when a documented cost/benefit analysis is prepared and submitted to the Flight Services Office.  Without prior approval, the University reimbursement will be limited to the current cost of tourist or coach airfare for all passengers, but not exceeding actual cost.

Eligible passengers of the University’s administrative airplane and for commercial air charter service include:

  • All state employees.
  • Employees of Clemson University-related foundations and corporations.
  • •    Invited guests and spouses who are traveling in connection with University functions and activities as approved by the President or the Chief Business Officer, in writing.   (A written request to the President or Chief Business Officer must include the specific University function or activity and the guest’s or spouse’s role in that function or activity, along with justification for using the University administrative airplane or charter.  The President will submit the request for his/her guest and spouse to the Executive Secretary of the Clemson University Board of Trustees.)

All flights will have a pilot and a co-pilot.  All flight decisions are made by the pilot in command.  These decisions will be based on numerous factors as available at the time of the flight and include airplane performance, weather at the point of departure and destination, air traffic, and/or other pertinent information.  Passengers will not make or contribute to such decisions except as requested by the pilot in command.

Procedures: Representatives from University colleges, departments and related foundations can make reservations.  Flight reservations must be authorized by the department head or chair.  This authorization is granted by reserving the aircraft through the Office of the President.  Flight reservations should be made by telephoning (864) 656-3413, with the requestor providing the following information:

  • Destination.
  • Departure time or required time of arrival at destination, allowing the pilot in command to determine departure time.
  • All passenger names and University affiliation.  Names become a permanent part of the flight records.  Passengers will be asked to sign in prior to takeoff.
  • Purpose of the trip.
  • Charging instructions, i.e., account information or billing address for the foundation or corporation if the University account is not appropriate.
  • Time of return as either (1) time to be back in Clemson, in which case the pilot in command will determine time of departure, or (2) actual time user wishes to depart for Clemson.
  • The departmental authorization form must be received by Flight Services at least 24 hours prior to the date of departure.  Flights cannot be executed without documented authorization.


Related Policy:  None

Policy Background:  This is a revision of policy approved 1/1/05

Major Category:  To be determined

Category Cross Reference:  None

Process:

Review:  Will be performance by University Pilots as deemed necessary.

Approved:  President

Date:

Revision:  This policy updated on 1/1/2009.