This policy addresses the use of government and charter aircraft.
2. Scope This policy applies to:
a) persons who want to use, or authorize use of government aircraft or charter aircraft; and b) employees of the Department responsible for the Air Transportation Service (ATS).
3. Reporting of Flights
All flights onboard Government owned aircraft and charter aircraft arranged by the Air Transportation Service on behalf of clients will be published at month-end on the Department website and in the Legislative Library. The information published will include: the date of the flight, aircraft that was used, departure and destination points and times, the purpose of the trip, persons aboard and authorizing person.
Flight logs are published on the Treasury Board and Finance website at http://finance.alberta.ca/business/planning- accountability/accountability/flight-manifests/index.html. In addition, Government of Alberta Flight Manifests are published in the Legislature library each month.
4. Definitions ATS - Air Transportation Service
Government aircraft means aircraft owned by the Government of Alberta and under the administration of the President of Treasury Board.
Charter aircraft means aircraft chartered by Air Transportation Service for use by the Government of Alberta.
The Department refers to the department responsible for the Air Transportation Service.
The Minister the Minister responsible for Air Transportation Service.
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5. Eligible Passengers The following persons and invited guests are eligible to travel on government or charter aircraft:
Category 1 Flights: Persons responding to an emergency or to maintain public safety, security or disaster relief, Category 2 Flights: The Lieutenant Governor; Category 3 Flights: The Premier; Category 4 Flights: Members of Executive Council and; Category 5 Flights: Employees of a government department, agency, committee, and other persons authorized by theMinister responsible for the department, board or agency and; Category 6 Flights: Other governments: federal, provincial, territorial or agencies of these governments.
6. Priorities for Use Category 1 Flights have the highest priority for use of government aircraft and charter aircraft, followed by requests for Category 2 through 6 Flights, in that order. Exceptions to the Priorities for Use may be authorized by the Minister responsible for Air Transportation Services.
7. Authorization for Use The following persons shall authorize the request of use of government aircraft and charter aircraft, and make subsequent changes to that use (including departure times, passenger lists, and destinations):
Category 1 Flights:
i) TheMinister, or persons authorized by the Minister; ii) The Operations Manager of the Government Emergency Operations Center, or the Duty Manager, Emergency Management Alberta, Alberta Municipal Affairs; or iii) The Provincial Duty Officer, Provincial Forest Fire Center, Alberta Environment and Sustainable Resource Development; or iv) The Manager, Air Ambulance Program, Alberta Health.
Category 2 Flights: The Lieutenant Governor, or persons authorized by the Lieutenant Governor.
Category 3 Flights: Staff of the Premier authorized by the Office of the Premier.
Category 4 Flights: The requesting Minister or any person authorized by that Minister.
Category 5 Flights: The requesting Minister or any person authorized by that Minister.
Category 6 Flights: The Minister or Persons authorized by the Minister.
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8. Form of Authorization Authorization for government and charter aircraft, including changes, must be in writing, using the ATS Aircraft Request Form available at http://internal.gov.ab.ca/finance/air-transportation/Aircraft-Request-Form.doc, and signed by the appropriate person as identified in Section 7, Authorization of Use.
All requests are subject to approval by the Minister or persons authorized by the Minister based on appropriate use, cost effectiveness, aircraft availability and absence of scheduled commercial service.
In the event of emergent need, with no time for a written request, verbal authorization from the appropriate person identified in Section 7. Authorization for Use is sufficient, followed by a completed written request as soon as practicable.
9. Use of Charter Aircraft If the ATS cannot accommodate an appropriate request for a government aircraft, ATS can arrange a charter aircraft after consultation with the person who initially requested the flight. The charter company will be directed to send the invoice to ATS who will review for accuracy and forward to the respective department for payment (see Section 13. Charter Aircraft Responsibility for Payment).
10. For International Travel The aircraft are available for flights within North America. Please refer to the Guidelines for Requesting the Use of Government Aircraft for International Travel available at: http://internal.gov.ab.ca/finance/air-transportation/policy-and-faqs.html.
11. Method of Calculating Costs for ATS Aircraft ATS calculates the per mile charge based on actual operating costs of the Air Transportation Service over a predetermined period, divided by the number of miles flown. This cost per mile is used at year end to allocate costs to departments, boards and agencies for use of government aircraft. See Air Transportation Service Cost Recovery Guideline.
12. Method of Payment
> Province of Alberta, boards, agencies and commissions A year end allocation will be made to each department or agency based on the number of miles flown, times the cost per mile.
> Federal and provincial jurisdiction or agencies Will be invoiced to ensure full cost recovery for services provided. - 4 -
13. Charter Aircraft Responsibility for Payment Actual charges for the use of charter aircraft are billed directly to: Category 1 Flights: the respective department or organization Category 2 & 3 Flights: The Department Category 4 Flights: The Department Category 5 Flights: The requesting department, committee, board, agency, commissions etc. Category 6 Flights: Other governments: federal, provincial, territorial or agencies of these governments.
14. Booking Procedures 1. Complete the ATS Aircraft Request Form available at http://internal.gov.ab.ca/finance/air-transportation/Aircraft-Request-Form.doc as outlined in Sections 7 and 8.
2. Submit the completed category 1 and 5 forms authorized to ATS by fax at 780-422-1232 or by email to ats.dispatch@gov.ab.ca. Completed forms for Categories 2, 3, 4 and 6 flights should be faxed to the Minister responsible for ATS at 780-415-4853.
Please ensure passengers arrive at least 15 minutes before the scheduled departure time.
Prepared By:
Original Signed by March 18, 2010 Rob Madden, Director (date) Air Transportation Service
Recommended By:
Original Signed by March 23, 2010 Neill McQuay, Assistant Deputy Minister (date) Strategic Capital Planning
Approved By:
Original Signed by April 9, 2010 Grant Robertson (date) Deputy Minister