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University Aircraft Policy


Use of University or State-owned, charter or donor aircraft for official business travel hereafter referred to as General Aviation

Applies to: 

Employees and students of University and affiliated corporations traveling on official University business

Juniper Gardens
Medical Center, Kansas City
Policy Statement: 


The University owns a Light Business Jet and has a fractional ownership in a Small Business Jet that are used for air travel. The University also uses state-owned aircraft and maintains contracts with charter aircraft companies for use of other general aviation aircraft. All such aircraft shall be used in accordance with this policy. Athletic team travel is contracted by Kansas Athletics, Incorporated, and shall meet minimum aircraft and pilot requirements that have been specified in this policy.

In addition, Aerospace Engineering owns a Cessna 172. This aircraft is used only for Aerospace Engineering’s research program, and for student familiarization flights. Policy on the use of this aircraft is overseen by the Department of Aerospace Engineering. 

Use of aircraft made available by donors for official University business shall be subject to the requirements listed in this policy and shall be reported in advance to Aviation Services for verification by the Director at least three weeks before scheduling the flight.

Spouses, children, and guests are not permitted to fly on aircraft scheduled by Aviation Services unless such travel serves a University business purpose that is documented and verified in advance by the Director of Aviation Services.

If the flight destination is less than 90 highway miles from the departure location, the Provost, Executive Vice Chancellor or Chancellor must approve and sign the flight request form before it is submitted to Aviation Services.


Aviation Services schedules all official University travel on general aviation aircraft. Persons interested should contact the Scheduling Officer at (785) 864-4694 or lmontgomery@ku.edu, to check availability for desired flight dates. The Scheduling Officer should be provided as much advanced notice as possible of the desired flight date. A minimum of 2 days’ notice is typically required to accommodate a flight. Flight requests with less than 2 days’ notice will be subject to the availability of pilots and aircraft. Flights may be scheduled up to 6 months in advance. A completed Flight Request Form must be submitted to the Scheduling Officer to confirm the flight.

The week prior to the flight the Scheduling Officer will provide an itinerary to the requestor’s designated contact person for review. The itinerary will indicate the official departure times, destination, and passenger manifest. Any changes or corrections should immediately be brought to the attention of the Scheduling Officer.

In the event of a flight modification or cancellation after the itinerary has been provided, the pilot or Scheduling Officer will notify the contact person listed on the Flight Request Form. The contact person is responsible for notifying all other interested parties of the updated flight status.

Aircraft Assignment

Aviation Services assigns aircraft based on various factors, including, but not limited to, availability of aircraft, planned destination, number of passengers, and cost efficiency.

Day of the Flight

The departure time is indicated on the itinerary. Passengers should arrive 15 minutes prior to scheduled departure time to ensure an on-time departure.

The number of hours a pilot can be on duty, and the number of hours a pilot must be off duty between flights, is determined by various regulations and the complexity of the flying conditions. If passengers arrive late for a return flight, and the pilots’ duty times have or will be exceeded during the return trip, travelers will be responsible for making alternate transportation arrangements and may be responsible for overnight lodging expenses for passengers and crew. Pilots will communicate with the passengers and make all reasonable efforts to prevent this from happening. The Scheduling Officer makes every reasonable effort to schedule flights to comply with these restrictions while trying to meet passenger needs.

Payment for General Aviation Aircraft

Payment for all flights scheduled through Aviation Services must be from accounts on deposit with the State Treasurer. Only flights scheduled through an aircraft charter company may be paid by check or funds on deposit with the State Treasurer.

Minimum Aircraft Requirements

All aircraft (including charters and donor provided aircraft) used for official business and University Athletic team travel must meet the following minimum requirements. They must be:

  1. not older than 25 years
  2. powered by two or more turbine engines,
  3. certified for flights into known icing conditions,
  4. insured in accordance with requirements outlined in this policy, and owner/operator shall provide proof of insurance for subject aircraft prior to the use of the aircraft.
  5. flown with 2 pilots who meet the requirements described in the Pilot Requirements section below, and
  6. maintained as described in the Maintenance Requirements section below, with record of proof.

Pilot Requirements

Pilots for all official University travel, whether fractional, charter, team charter, or donor, shall have, as a minimum:

  1. Captain
    • An Airline Transport Pilot (ATP) certificate with current FAA first or second-class medical.
    • Type rating in aircraft to be used for official business travel, if required by FAR.
    • Training in the aircraft type to be used at Flight Safety International, Simuflite Training International, or equivalent aircraft manufacturer’s training within the past 12 months.
    • Be employed as a full-time pilot.
    • Accumulated 3,000 hours total flying time, 1,500 hours of which are turbine engine time.
    • 500 hours flying time in the aircraft type to be used, or equal Captain experience in similar aircraft.
    • 20 hours flying time in the past 120 days in the aircraft type to be used.
    • Six hours of instrument time within the previous six months, with six approaches.
    • Three night landings as a sole manipulator of the flight controls within the previous 90 days.
  2. Copilot
    • A Commercial Pilot Certificate with multi-engine and instrument ratings, and current FAA first or second-class medical.
    • Training in the aircraft type to be used at Flight Safety International, Simuflite Training International, or equivalent aircraft manufacturer’s training within the past 12 months. Or, completion of KU Aviation Services internal training program and familiarization course.
    • Accumulated 1,500 hours total flying time.
    • 100 hours flying time in the aircraft type to be used, or equal experience in similar aircraft.
    • Ten hours flying time in the past 120 days in the aircraft type to be used.
    • Six hours of instrument time within the previous six months, with six approaches.
    • Three night landings as sole manipulator of the flight controls within the previous 90 days.

Maintenance Requirements

For all general aviation aircraft used to transport University employees and students (these requirements do not apply to team charter contracted by Kansas Athletics, Inc.)

  1. All required inspection and maintenance procedures must be performed by an appropriately rated FAA certificated repair station, the manufacturer or a manufacturer authorized service center. In the case of the state-owned aircraft, all maintenance will be performed by Kansas Highway Patrol FAA certificated A&P mechanics and returned to service by the Kansas Highway Patrol Director of Maintenance.
  2. Maintenance log records must be approved by personnel who have been trained and rated within the previous five years to maintain the designated aircraft by either Flight Safety International or Simuflite Training International.

Additional amplification of Operational Restrictions and use of aircraft not owned by University or State of Kansas (applies to charter and donor aircraft, not contracted team charter)

  1. No over-weight or out of center-of-gravity operations will be allowed.
  2. No aircraft may depart into forecast or reported hazardous weather conditions such as severe icing, severe thunderstorms, moderate to severe turbulence or wind shear greater than 25 knots.
  3. No circling approaches shall be authorized with ceilings less than 1,000 feet and at least 3 miles visibility.
  4. All flights with passengers will be conducted on an IFR flight plan.
  5. No Passengers may enter the cockpit during the takeoff or landing phases of the flight. When the aircraft is below 10,000 feet, passengers will not enter the cockpit unless notifying pilots of some serious condition like smoke, fire, or the severe medical condition of a passenger.
  6. All flight operations will be conducted in accordance with relevant FAA regulations.
  7. Aircraft owned by University employees or students shall not be used for official University business.
  8. Charter and donor aircrew must meet the pilot requirements as stated in this policy.
  9. Charter and donor aircraft must be maintained under the appropriate FAA operations specifications.
  10. Charter aircraft must provide evidence of a current aircraft carrier certificate, under FAR Part 135.
  11. Donor aircraft may be reimbursed for expenses incurred on the trip in accordance with paragraph 91.501(d), as agreed upon before scheduling the trip.
  12. The pilot has authority to cancel, delay or modify any and all travel if the pilot determines that flying conditions present an unacceptable risk.
  13. Passengers shall follow all federal and state laws, regulations, and University policies while traveling on University or State-owned aircraft or aircraft chartered for University business. Any violation of laws or policies shall be reported to the appropriate authorities.


Minimum liability limits for aircraft used by University: $100M each occurrence including passengers.

War Liability: $50M each occurrence/aggregate.

Aircraft Physical Damage: equal to the fair market value of the aircraft.

The insurance shall include the following:

  • Kansas Board of Regents and the University of Kansas shall be named as additional insured with respect to the operations of the aircraft owner/operator.
  • The insurance company shall agree to waive all rights of subrogation with respect to physical damage to the aircraft in favor of Kansas Board of Regent and the University of Kansas.
  • The insurer agrees to provide thirty (30) days advance written notice of cancelation to Kansas Board of Regents and the University of Kansas.

All insurance shall be provided by an insurer licensed/admitted in the state where the policy is issued and maintain minimum A.M. Best rating of “A” with minimum financial rating of “X”. A current and valid certificate of insurance showing all insurance requirements outlined above have been met\exceeded shall be provided to the University of Kansas prior to operations of the aircraft. (Insurance requirements listed above can change on a case by case basis with a risk analysis and waiver by the Director of Aviation Services after consultation with Director of Risk Management.)


Aviation Services
Lori Montgomery
Scheduling Officer
225 Strong Hall

Approved by: 
Approved on: 
Monday, September 1, 1997
Effective on: 
Monday, September 1, 1997
Review Cycle: 
Annual (As Needed)
aircraft, airplane, air travel
Change History: 

02/14/2017: Updated URL

01/31/2017: Policy expanded from campus specific to an all University policy; Pilot and Co-Pilot requirements updated; Flight request form updated; Changes approved by the Chancellor.

08/23/2016: Updated Minimum Aircraft Requirements and Pilot Requirements sections. Policy formatting cleanup.

07/11/2016: Updated to remove gendered pronouns.

01/13/2015: Policy formatting cleanup (e.g., bolding, spacing).

02/03/2014: Made technical edits to Policy Statement.

09/19/2013: Added updated form.

09/11/2013: Updated policy to include greater detail.

11/16/2010: Updated contact information on Flight Request Form.

04/09/2009: Reviewed and updated to reflect that only SOV funds can be used.

09/01/1997: Approved and effective.

Operational Categories: 

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