Office of Risk Management

Operational and Flight Rules

Operational and Flight Rules:

Flights by University Employees Utilizing Private Aircraft for University Business

The pilot-in-command (PIC) is responsible for insuring that all flights conducted and aircraft utilized under this program are in compliance with all relevant requirements of the UW Approved Pilot Program; the Operational and Flight Rules in this document; FAR Part 91 (General Operating and Flight Rules); and FAR 61.57 (Recent Flight Experience, Pilot-in-Command).

For all University employees flying private aircraft on University business, the following operational and flight rules must be complied with as applicable. In an emergency, or if in any particular situation, these rules are in conflict with FAR Part 91, the authority of the PIC and/or the requirements of FAR Part 91 take precedence.

  1. All aircraft utilized for this program must have a standard air worthiness certificate.

  2. An approved University pilot who plans to apply for reimbursement for a given flight shall not utilize an owned or partly owned aircraft that is on lease-back to an FBO.

  3. Each flight on University business (or series of flights, if appropriate) normally shall be approved by a dean or director, a department or division chair, a supervisor, a principal investigator or similar agent. In some cases, however, the flights will be so integral to an employee's professional activity that approval is implicit (e.g., the terms of certain research or training grants; the requirements of a course; the nature of the employees appointment). Good judgment should be exercised so as to assure that a proposed flight is indeed within the scope of University business.

  4. Institution approved flights to and from proposed destinations within or outside the boundaries of the State of Wisconsin requires the following insurance coverage.
    • Minimum primary insurance required is $5 million in limits for propped aircraft and $25 million for jet aircraft.

  5. Passengers in personal aircraft must be state employees in work status.

  6. Once an Institution approves an out-of-state flight, it should forward the approval request along with the employee pilot's Certificate of Insurance to the System Risk Manager for review.

  7. In order to fly a specific aircraft on University business the following PIC time is required:

    1. For fixed gear, fixed pitch propeller, normally aspirated aircraft, 200 HP or less:

      1. If the pilot is non-instrument rated and has less than 400 hours total time: 50 hours PIC time in make and model.

      2. If the pilot has at least 400 hours total time or is instrument rated: 10 hours PIC time in make and model.

    2. For complex and/or high power (over 200 HP) single engine aircraft a high performance logbook endorsement is required. (Note that your insurance company may require more time than is indicated below before writing your primary insurance policy.)

      1. If the pilot has less than 400 hours total time (whether instrument rated or non-instrument rated):

        50 hours PIC time in make and model and, if applicable, 25 hours PIC time in aircraft with retractable gear

      2. If the pilot is instrument rated and has at least 400 hours:

        1. 50 hours PIC time in make and model;

        2. Or at least 100 hours actual or simulated instrument time, a logged flight check for the aircraft by a CFI, and 10 hours PIC time in that make and model;

        3. And, if applicable, 25 hours PIC time in aircraft with retractable gear.

    3. For multiengined aircraft, seaplanes (float or amphibian), helicopters, or aircraft with conventional landing gear:

      Please contact the UW Aviation Consultant for required PIC time in make and model.

  8. Flight restrictions:

    1. If non-instrument rated and total time is less than 400 hours:

      1. All operations shall be conducted in DAY VFR conditions (FAR definitions).

      2. No person other than the PIC can be aboard the aircraft.

      3. Except in an emergency, the pilot shall land only at airports with at least 2 hard surfaced runways each of which has a minimum length of 3,000 feet (or longer if required by high density altitude or aircraft performance characteristics).

      4. Actual and forecast weather minimums shall equal or exceed a ceiling of 2,000 feet and a visibility of 5 statute miles (actual at the departure airport and forecast 1 hour before and 1 hour after the estimated ETA at the arrival airport).

    2. If instrument rated, but actual or simulated instrument time is less than 100 hours:

      Approach minimums for a usable instrument runway at the departure airport and for the instrument approach expected at the destination airport shall be increased by at least 100%.

  9. Suspension and reinstatement procedures:

    If a pilot has an accident (FAA definition), approval is suspended until the investigation is completed or an FAA check ride or other resolution is complied with. If a pilot is convicted of a rule violation, approval is normally suspended until a final determination is made although exceptions may be appropriate. The UW Aviation Consultant can reinstate the pilot on his/her reapplication or convene an ad hoc board of three University approved pilots to adjudicate the case. The decision of the ad hoc board shall be final. A suspended pilot can apply for reinstatement in 12 months if he/she meets the program requirements at that time.