Faculty and Staff

Using a Private Aircraft for UCSD Business Travel

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Use this step-by-step guide to request a mileage reimbursement for a private aircraft used for UCSD business travel.

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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.

2. Calculate the mileage reimbursement.

  • 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.

3. Request reimbursement.

  • Complete the online Travel Expense Form (TEF).
  • List the amount of mileage reimbursement in the Other expense section.
  • Indicate the following items in the Remarks section:
    • 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 TEF.

4. Check the status of your TEF.

  • Please allow up to 4 working days for a TEF to be audited and reconciled. UCSD Travel starts processing TEFs beginning the day they are received.
  • You can check the status of a TEF any time on the "Event Summary" screen in TravelLink.

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For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.