| What you should do |
How to do it |
| 1 |
Meet requirements before travel. |
- If you will use a private or rented aircraft, you must meet these requirements:
- The pilot must register with and obtain approval from the campus director of risk management.
- The pilot must have a valid, private pilot's license.
- Your department's business office or administrator is responsible for checking the log before the pilot flies to verify that:
- The pilot has logged at least 10 hours of flight time within the preceding 90 days as a pilot in command of an aircraft of the same make and model as the one used for the trip.
- To carry passengers, the pilot has either a minimum of 500 hours of flight time as a licensed private pilot or a valid commercial pilot's license issued by the Federal Aviation Administration.
- A current pilot history form and a certificate of insurance must be on file with the Risk Management Office.
- Aviation liability insurance coverage must be in effect with a minimum combined limit of $1 million. The Regents must be named as the additional insured. Evidence of coverage must be provided to the Risk Management Office.
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| 2 |
Calculate the mileage reimbursement.
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- Find the mileage reimbursement rate for private aircraft mileage. Multiply the number of miles flown by the mileage rate to determine the amount of reimbursement due.
Note: The shortest air route from origin to destination should be used when calculating the number of miles flown.
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| 3 |
Request reimbursement.
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- Complete a Travel Expense Voucher (TEV) (Excel).
- List the amount of mileage reimbursement in the transportation column (box 8).
- Indicate the following items in the "Remarks" section (box 16):
- Private aircraft mileage
- Number of miles flown
- Reimbursement rate
- Pilot license number
Note: Landing and parking fees are also reimbursable expenses. If an expense is $75 or more, include the receipt with the TEV.
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| 4 |
Check the status of your TEV. |
- Please allow up to 4 working days for a TEV to be audited and reconciled. UCSD Travel starts processing TEVs beginning the day they are received.
- You can check the status of a TEV any time on the "Event Summary" screen in TravelLink.
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