PRM-001: Use of University Airplane or Private Air Transportation Service
Academic Division, the Medical Center, the College at Wise, and University-Associated Organizations.
The University has requirements for use of the University's airplane and private air transportation service to prevent misuse and protect its resources.
- University Airplane:A Cessna 560XLS+ jet capable of seating up to seven people. The airplane is based at the General Aviation terminal at the Charlottesville-Albemarle Airport.
The University Airplane is available as a means of providing on-demand air transportation. All flights are to be for official University business. Scheduling priority will be given to the Office of the President in reserving the University’s airplane. All other units will be scheduled on a first come, first served basis. In the event of a conflict, other air transportation resources can be scheduled by the University’s Flight Services Office for the requesting unit.
Private air transportation service is permitted when (1) authorized by the traveler's dean, vice president, or designee, or in the case of a traveler employed by the Medical Center, the Medical Center Chief Executive Officer, and (2) approved by the president of the university (president), the executive vice president & chief operating officer (EVP&COO), or vice president and chief financial officer (VP&CFO).
Eligible passengers of the University's airplane or private air service requiring prior approval include:
- Employees of the University of Virginia, including the University of Virginia Medical Center, and employees of University-Associated Organizations and Corporations, as approved by the president, EVP&COO, or the VP&CFO.
- Invited guests and spouses who are traveling in connection with University and Health System functions and activities as approved by the president, EVP&COO, or the VP&CFO in writing. [A written request to the president, EVP&COO, or VP&CFO must include the specific University or Health System function or activity and guests’ or spouse’s role in that function or activity and justification for using the University airplane or transportation service.]
- Employees from other State agencies with the approval of the president, EVP&COO, or VP&CFO.
All flights will have a pilot and co-pilot. All flight decisions are made by the Pilot in Command. These decisions will be based on numerous factors available at the time of the flight and include airplane performance, weather at the point of departure and destination, air traffic, pilot rest time, and/or other pertinent information. Passengers will not make or contribute to such decisions except as requested by the Pilot in Command.
Compliance with Policy:
Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination in accordance with relevant University policies.
Direct questions about this policy to Flight Services or Parking and Transportation Services.
Representatives from University schools, departments, the Medical Center, and University-Associated Organizations (UAOs) can request reservations. Flight reservations must be authorized by the department head or chairperson and approved by the president of the University, executive vice president & chief operating officer or the vice president & chief financial officer. This authorization is granted by completing an Air Transportation Reservation Request (Authorization Form). Additional information may be found at the Parking and Transportation Website. Make flight reservations by telephoning (434-978-7806) or faxing (434-978-7797) the Air Services Office with the requester 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 for each leg of the trip. Names become a permanent part of the flight records.
- Purpose of the trip.
- Charging instructions, i.e. account information or billing address for UAOs/Corporations if University account is not appropriate.
- Time of return as either (1) time to be back in Charlottesville in which case the Pilot in Command will determine time of departure, or (2) actual time user wishes to depart for Charlottesville.
- The departmental authorization form must be received by Air Services at least 24 hours prior to the date of departure. Flights cannot be executed without documented authorization. In the case of an emergency when 24 hours’ notice is not possible, the president of the university, the executive vice president & chief operating officer, or the vice president and chief financial officer can authorize the use of the plane by phone.
Minor edits for clarity 8/12/25; Confirmed, updated titles, links 7/31/25; University-Related Foundation changed to UAO 5/10/22; Added Compliance Section 7/21/21; Updated 5/5/17, 12/3/15, 3/22/12, 7/22/08, 8/2/06.
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