University Aircraft

Your responsibilities may require frequent travel throughout Tennessee and occasionally travel outside the state. It is appropriate to use university aircraft when it is impractical or impossible to travel by commercial carriers. The University owns and operates its own aircraft and uses charter services when circumstances warrant.

University aircraft may be used only when official business cannot be conducted more economically using commercial aircraft. Specifically, it is appropriate to use UT aircraft when:

  • The destination is not served by commercial carriers.
  • The time required to use such a carrier interferes with other University obligations.
  • The number of officials and employees traveling makes the use of UT aircraft cost effective.

 

Restrictions

The University’s aircraft may be used only to conduct official business and in accordance with UT travel policy. Personal use and commuting are not allowed.

 

Charges for Using University Aircraft

The rate charged for using the University airplane varies based on the number of passengers, flight time, and empty return flights. Before scheduling flights on the UT plane, you should inquire about the cost of using it and compare with the availability and cost of commercial flights.

 

Scheduling Flights

All flights on the University’s plane are scheduled through the Office of the President. Every effort will be made to accommodate all requests consistent with the most efficient use of the aircraft and flight crews.

 

Spouses and Guests

When you are required to attend an event, spouses are permitted to fly on the UT plane. If your spouse’s attendance serves no documented official UT business purpose (i.e., is primarily social in nature), the value of the travel may be a taxable fringe benefit unless 50 percent or more of the regular seating capacity is filled by employees flying for documented official UT business purposes. Invited guests of the University who are involved in official functions of or on behalf of the University are also permitted to fly in UT aircraft.

 

Charter Service

Sometimes it will be impossible to accommodate a request for using the University plane. When commercial flights are not available, or if it is the most cost-effective option, the president’s office can arrange for a charter flight. The user department is responsible for all such costs.

 

Donated Aircraft and Flight Services

When an aircraft and flight services are donated for official University business, the plane and flight crew must meet current Federal Aviation Agency regulations and have the appropriate liability insurance. Contact UT Flight Operations or the risk management office for more information.

For more details on using the University’s aircraft, see Policy BT0003 and FI0705.