REGULATIONS
| SUBSECTION 4.2.6.2 REGULATIONS |
| 4.2.6.2.1 | Acquisition and Control of Aircraft Services | Effective Date: | Sept. 1, 1998 |
| 4.2.6.2.1.a | No state agency is to purchase an aircraft or enter into a flying service or aircraft rental contract without first seeking such service from the Department of Transportation, Division of Aviation. |
| 4.2.6.2.1.b | When an agency is authorized to enter into a flying service or aircraft rental contract with other than the Department of Transportation, Division of Aviation, the agency is to maintain a positive system of control over utilization of such aircraft. This system is to provide for authorization or approval by the agency head or authorized designee and is to also ensure that appropriate records are maintained and reflect utilization authority and expenses incurred under such authorizations. |
| 4.2.6.2.1.c | In the event that the Department of Transportation, Division of Aviation, cannot provide the air service requested, the agency may obtain the necessary air services from a source other than the Department of Transportation, Division of Aviation. |
| 4.2.6.2.2 | Rental of Aircraft | Effective Date: | Sept. 1, 1998 |
| 4.2.6.2.2.a | The Department of Transportation, Division of Aviation, in coordination with the Department of General Administration, Office of State Procurement, will establish fee schedules for various types of flying services. Fee schedules will be periodically updated to reflect current-operating costs for both state-owned aircraft and state contracted flying services. |
| 4.2.6.2.2.b | If the Department of Transportation, Division of Aviation, cannot provide adequate service to an agency in terms of costs and type of service, the Department of General Administration, Office of State Procurement, with approval of the Division of Aviation, will issue a contract for flying services from approved contractors to provide the necessary services. |
| 4.2.6.2.3 | Purchase of Aircraft | Effective Date: | Sept. 1, 1998 |
| To achieve the most economical use of state-owned aircraft, any purchase of aircraft is to be approved by the Director of the Office of Financial Management. Full justification and a statement from the Department of Transportation, Division of Aviation, that it concurs with the justification but cannot provide the services is to accompany the request to purchase the aircraft. The justification should include but not be limited to: | |
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| 4.2.6.2.4 | State Pilot Qualifications and Services | Effective Date: | Sept. 1, 1998 |
| 4.2.6.2.4.a | For purposes of carrying out the provisions of this regulation, a state employee is to be considered a state pilot only if 50 percent or more of their working time is flying an aircraft and performing flight connected services, and if flying an aircraft is a clearly defined requirement of the job assignment. |
| 4.2.6.2.4.b | All persons who perform piloting services for the state of Washington either as a state employee or under contract with the state are to be qualified and certified in accordance with standards established by the Department of Transportation, Division of Aviation. |
| 4.2.6.2.4.c | A valid Washington State pilot registration certificate is to be possessed by all pilots flying for the state. An agency may pay the pilot registration fee for state employee pilots meeting the provisions of paragraph "a." above. |
| 4.2.6.2.4.d | Pilots are to fly only those aircraft for which they possess a valid rating. |
| 4.2.6.2.4.e | The agency may pay for required medical examinations given to state pilots and for the cost of state pilots taking pilot certification examinations. |
| 4.2.6.2.4.f | The Department of Transportation, Division of Aviation, will review all agency requests for pilot training and will make recommendations when appropriate as to the requirements, quality, and cost of the required instruction. |
| 4.2.6.2.5 | Use of Privately-Owned Aircraft or "Dry Charter" Flights | Effective Date: | Sept. 1, 1998 |
| 4.2.6.2.5.a | "Dry Charter" is defined as when an agency contracts for rental of an aircraft and provides a "state pilot" or a state employee as the pilot. |
| 4.2.6.2.5.b | The criteria in order for state officer/employee to fly as a dry charter pilot or to fly a privately-owned aircraft on state authorized travel is as follows: |
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| 4.2.6.2.5.c | The Director of the Office of Financial Management delegates to the Department of Transportation, Division of Aviation, authority to approve requests by a state officer/employee to fly as a dry charter pilot or to fly a privately owned aircraft on state authorized travel. Prior to the first such flight in each biennium, the state officer/employee is to submit a letter request to the Department of Transportation, Division of Aviation, stating their pilot qualifications as indicated in paragraph "b." above, and if requesting to use a privately-owned aircraft, provide data pertaining to the aircraft (i.e., make and model of plane, year of manufacture, air frame hours, air engine hours, number of engines and horsepower, seating places, and anticipated reasons for state authorized flights). The duplicate copy will be returned by the Department of Transportation, Division of Aviation, to indicate approval. The Department of Transportation, Division of Aviation, will maintain a central record of such qualified pilots and/or privately owned aircraft for each biennium. |
| 4.2.6.2.5.d | State officers/employees using privately owned or rented aircraft for travel on official state business may be reimbursed at the rate per air mile contained in Schedule A (Subsection 4.2.7.2.2). Air mileage calculations and reporting are, at a minimum, to conform to the following rules. |
| Statute miles shown on airway charts issued by the National Oceanic and Atmospheric Administration, Department of Commerce will be used to determine mileage for travel by privately owned or operated airplane. If a detour was necessary because of adverse weather, mechanical difficulty, or other unusual conditions, the additional air mileage may be included in the mileage reported on the reimbursement voucher and, if included, it must be explained. When an official requirement for deviation from direct route travel is such that airway mileage charts are not adequate to determine mileage, the formula of flight time multiplied by cruising speed of the airplane may be the basis for mileage determination. |
| 4.2.6.2.6 | Maintenance of Aircraft | Effective Date: | Sept. 1, 1998 |
| The Department of Transportation, Division of Aviation, will perform or contract with another agency or provide contractors to perform centralized aircraft maintenance, whichever will provide the most advantageous service to the state. Any exception to the rule is to be approved by the Director of the Office of Financial Management. The Division of Aviation will establish standards for maintenance checks and each state aircraft will be inspected by a qualified person after maintenance has been performed. |
| 4.2.6.2.7 | Aircraft Service Planning and Budgeting | Effective Date: | Sept. 1, 1998 |
| All agencies are to determine their annual requirements for utilization of aircraft and submit such information to the Department of Transportation, Division of Aviation, by June 30 of each year. The prior year's utilization of aircraft and the prior year's expenditure information for leased or purchased aircraft is to be included as part of this submittal. |
| 4.2.6.2.8 | Commercial Lodging During Prolonged Standby Periods | Effective Date: | Sept. 1, 1998 |
| Recognizing that the safety of passengers and flight crews is of paramount importance to the state, agencies are authorized to obtain commercial lodging for flight crews during prolonged standby periods in locations away from their official duty station. Agencies are to develop internal policies and procedures consistent with this regulation. |