UNIVERSITY OF TEXAS SYSTEM AIRCRAFT RESERVATION SYSTEM.

UNIVERSITY OF TEXAS SYSTEMAIRCRAFT RESERVATION SYSTEM

Aircraft Reservation System All non-commercial flights, regardless of

funding source, should be arranged using the Aircraft Reservation System.

TXDOT Aviation Division provides support for use of state agency aircraft and certification for all outside charters.

Who can use State Aircraft? The Rules and Policies governing the use of State Aircraft are

available by visiting the Aircraft website at:https://www.utsystem.edu/air/

Important RemindersThe aircraft may only be used in the conduct of official State

business. The aircraft may be used only if: (1) the number traveling is cost

efficient ; or (2) the destination is not served by commercial carriers; or (3) the time required to use commercial carriers interferes with other obligations {travelers should maintain documentation, such as a calendar, in support of this statement} .

There are only 3 categories of eligible passengers who may use the State aircraft: (1) passengers who are officers or employees of the State of Texas; (2) passengers who are spouses or other non-employees whose presence benefits the State or is in furtherance of State business; and (3) passengers who are in the care or custody of an officer or employee traveling on official State business.

Make a reservation Print reservation form (Approval Form) View Calendar Update Reservation (pending status only) View Reservation once it’s been approved

What Can this System Do?

How Do I Become a User? Ask your supervisor to send an email to

Jeff Kauffmann at [email protected] requesting you be trained in the use of the Reservation System and the UT System Aircraft

Contact Amy Mitchell at 322-3728 or [email protected] to schedule training

Acknowledge receipt of training via signed memo

User makesreservation on the web

User receives email confirmation of reservation

User prints out paper report of Reservation

User obtains signature ofauthorized approver

User forwards signed Reservation to Operations

Aircraft Reservation Process

Operations “approves” flight in the

Reservation System

What you’ll need before you begin: Date of flight Arrival and departure times Passenger list Detailed description of the purpose of the

flight and the benefit to the State of the flight.

Log on to: https://www.utsystem.edu/utsplane/logon.aspx UT System employees, use your network ID and

password Others use the name and password assigned

Authorized Users, click UT Staff Entrance, others can click Flight Calendar (View Only)

Check calendar for conflicting flights TXDOT can usually accommodate additional flights

Use online resources to determine flight times and airport locations

Enter flight information to make reservation Obtain signature of authorized approver

How Do I Make a Reservation?

Online Resources Texas Flight Times Common Destinations with Airport and

FBO Information

Aircraft Reservation System

View Calendar

Make A Reservation – Step 1

Make a reservation – Step 2

Make a reservation – Step 3

Make a reservation – Confirmation

To update a Pending Reservation

To update a Pending Reservation

To update a Pending Reservation

Obtain Authorized Signature To print out reservation document for

approval…

Obtain Authorized Signature (cont.)

Obtain Authorized Signature (cont.)

Click box to certify no prohibited passengers are on flight.

Obtain signature of Official Requesting Flight.

Obtain signature of Official Approving Flight.

Obtain Authorized Signature (cont.)

Submit to an Authorized Approver for signature.

https://www.utsystem.edu/air/authorizedapprovers.pdfSend approved form to UT System

Operations and Support Services via email or fax.

[email protected]: 512-499-4297

Flight Approval

Flights are marked Approved in the Reservation System at least 24 hours prior to departure. Changes to Pending flights may be made by Users until flight is marked Approved.

Approved flights may be changed by contacting Amy Mitchell at 322-3728 or Erica Wagner at 499-4295.

To Revise or Cancel an Approved Flight: Contact Amy Mitchell at 322-3728; or Contact Erica Wagner at 499-4295.

Aircraft Reservation System For assistance call:

Amy Mitchell at 322-3728 See the Aircraft Website at:

https://www.utsystem.edu/air/