Business Practice 23

Use of TVA Fixed Wing Aircraft


Contents

WHAT

TVA fixed-wing aircraft, whether owned or leased, is used in furtherance of TVA's mission and to accommodate the business travel needs of TVA in support of TVA's mission and congressionally mandated programs.




WHO

The following individuals may travel on TVA aircraft:


All TVA Board Members traveling for official TVA purposes, and employees as approved to travel for official TVA purposes on TVA aircraft by the Chief Executive Officer, or an officer reporting directly to the Chief Executive Officer.


Transporting non-TVA employee passengers is authorized, if approved by a TVA Board Member, the Chief Executive Officer, or an officer reporting directly to the Chief Executive Officer as being in connection with official TVA business and in the best interest of TVA. Non-TVA employee passengers authorized to travel on the aircraft may include personnel under contract to TVA in conjunction with the performance of the contracted work; foreign visitors in connection with the official TVA purposes of their visits; TVA stakeholders, such as members of Congress, employees of TVA's distributors, and officers of the TVA Retiree Association, traveling for official TVA purposes; and other invited guests traveling for official TVA purposes.


TVA has authorized the use of the fixed-wing aircraft by the Office of Inspector General in accordance with current usage guidelines. If there are no scheduling conflicts, executive travel will request approval for use of OIG personnel from the Inspector General. Upon written approval, flight schedules will be sent to requested users. Variable cost per flight hour will be charged to the organization. A short code will be provided to executive travel for reconciliation.




WHY

To ensure that TVA travel will be by the most expeditious and cost efficient means commensurate with the nature and purpose of the duties involved. All factors, such as the wait time, travel time, landing facilities that cannot accommodate commercial aircraft, ground transportation costs, avoidable lodging costs, and similar direct and indirect costs will be considered when selecting a mode of travel.


To provide fixed wing air transportation services with the highest level of safety, quality, efficiency, and availability for travel in the most cost-efficient means possible.


To document all requests and flights for audit purposes and to prepare any required reports. Routine audits may also be conducted and used as a check and balance for effective and efficient TVA air travel using TVA aircraft or chartered aircraft. The requesting organization is responsible for documenting the business purpose of any flight. Executive Travel maintains a record of the business purpose of any requested flights, as provided by the requesting organization.





HOW

Flight requests are scheduled by contacting Executive Travel.



Scheduling Priorities

The following scheduling priority guidelines apply to all TVA organizations:

  • First priority is given to the Board of Directors and the Chief Executive Officer. Requests will specify the specific date(s) and number of seats to be reserved including accompanying staff members and authorized guests. Any remaining seats will be made available to others authorized to fly. The requesting Board Member or the Chief Executive Officer will determine the destination and departure/arrival times. The other passengers will arrange their schedules accordingly.
  • Second priority is given to TVA officers reporting directly to the Chief Executive Officer. These requests will specify the specific date(s) and number of seats to be reserved including accompanying staff members and authorized guests. Any remaining seats will be made available to others authorized to fly. The requesting executive will determine the destination and departure/arrival times. The other passengers will arrange their schedules accordingly.


  • Approval by the Chief Executive Officer, or officer reporting directly to the Chief Executive Officer is required to reserve TVA aircraft for travel by others authorized to fly. This authority may not be delegated.


  • Short notice Board Member or Chief Executive Officer flight requirements will take priority over other scheduled flight requests. Executive Travel may make other arrangements for the original requester, if desired.


  • When conflicting aircraft needs arise, Executive Travel will determine which flight will be accomplished by the TVA aircraft based on cost considerations and availability, commensurate with the nature and purpose of the duties involved.


  • Executive Travel will make every effort to resolve scheduling conflicts for the TVA-leased aircraft. When multiple requests cannot be accommodated, Executive Travel will provide the cost of alternative means such as charter or commercial flights. The requesting organization will determine the mode of travel, using the most economical means considering mission requirements.



Use of Charter Aircraft

The following sound business guidelines apply to all TVA organizations using charter flights:

  • A minimum of four round-trip passengers are generally required to justify scheduling a charter aircraft.


  • A charter aircraft generally will not be used when a direct, non-stop commercial flight is available.


  • Approval by the Chief Executive Officer, or an officer reporting directly to the Chief Executive Officer is required to charter aircraft for travel by others authorized to fly. This authority may not be delegated.



Scheduling Travel Involving TVA Executives On The TVA-Leased Or Chartered Aircraft

The following key personnel guidelines apply to all TVA organizations:

  • In no case will more than four Board Members travel together by aircraft. When the TVA Board is composed of fewer than nine Members, less than half of the number of Members in office will travel together by aircraft.
  • The following combinations of key personnel will not be allowed during air travel:
  • The Chief Executive Officer and more than three Board Members.
  • The Chief Executive Officer and more than three Executive Vice Presidents and/or officers reporting directly to the Chief Executive Officer.
  • More than four Executive Vice Presidents and/or officers reporting directly to the Chief Executive Officer.
  • An Executive Vice President or officer reporting directly to the Chief Executive Officer and more than half of that officer's directly reporting officers.
  • An officer reporting directly to an Executive Vice President or to an officer reporting directly to the Chief Executive Officer and more than half of that officer's directly reporting officers.
  • More than two of the following: Chief Executive Officer, Chief Operating Officer, Chief Nuclear Officer, Executive Vice President Fossil Power Group.


  • The head of each organization will ensure the risk associated with an aircraft accident involving multiple key personnel from a business unit is adequately considered before approving travel. Good judgment should be applied for all travel planning purposes, and the number of key personnel from the same TVA business unit should be kept to a minimum.


  • The Chief Executive Officer may approve individual exceptions to these guidelines as needed.





ROLES

TVA Board Members, Chief Executive Officer, and Officers Reporting Directly to the Chief Executive Officer

  • Ensure organizational compliance.
  • Provide business reason for trip.
  • Approve transport of TVA employees and non TVA passengers in TVA aircraft.
  • Determine whether business considerations, such as time efficiencies, ability to conduct more business, etc., outweigh the cost differential when commercial travel costs are lower than use of the TVA fixed wing aircraft. This authority may not be delegated.



Executive Travel

  • Schedules TVA and charter aircraft for flight requests to meet on-demand air transportation requirements.
  • Advises requesting organization on these guidelines and approval procedures.
  • Assists in evaluating the most cost-efficient means of travel for all requesters, suggesting alternatives as appropriate. Calculates the comparison of TVA flight costs to commercial flight costs and provide this cost comparison information to the requesting officer when commercial travel is the less expensive option.
  • Furnishes to the flight crew flight sheets showing dates, times, routing, passengers, pilots, fixed base operations, and special needs for each flight.
  • Coordinates crew duty and minimum rest requirements with the Aviation Manager or Pilot In Command.
  • Coordinates with the Pilot in Command airport operational issues, as well as the number of passengers to be accommodated on each flight.
  • Monitors TVA's Executive Travel Guidelines with regard to the executives who are authorized to request TVA or charter aircraft and the level/ number of executives traveling together to minimize risk.
  • For each trip, documents the business purpose, as provided by the requestor; applicable cost comparisons to commercial alternatives; and any approvals required by current TVA policy on use of the aircraft.
  • Other duties as assigned.



All Employees

  • Ensure travel is necessary and that the same care is exercised in incurring expenses that a prudent person would exercise when traveling on personal business, including selection of the most effective mode of travel, whether by car, air or otherwise.


  • Obtain appropriate approvals for TVA-leased or chartered air travel as stated in this policy.





RESOURCES

  • Business Practice 11, Travel
  • TVA Practices
  • TVA Procedures





REVISION HISTORY

August, 2007