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UNIVERSITY OF TEXAS SYSTEM AIRCRAFT RESERVATION SYSTEM

UNIVERSITY OF TEXAS SYSTEM AIRCRAFT RESERVATION SYSTEM. Aircraft Reservation System. All non-commercial flights, regardless of funding source, should be arranged using the Aircraft Reservation System.

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UNIVERSITY OF TEXAS SYSTEM AIRCRAFT RESERVATION SYSTEM

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  1. UNIVERSITY OF TEXAS SYSTEMAIRCRAFT RESERVATION SYSTEM

  2. 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.

  3. 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 Reminders The 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.

  4. What Can this System Do? • Make a reservation • Print reservation form (Approval Form) • View Calendar • Update Reservation (pending status only) • View Reservation once it’s been approved

  5. How Do I Become a User? • Ask your supervisor to send an email to Jeff Kauffmann at jkauffmann@utsystem.edu requesting you be trained in the use of the Reservation System and the UT System Aircraft • Contact Amy Mitchell at 322-3728 or amitchell@utsystem.edu to schedule training • Acknowledge receipt of training via signed memo

  6. Aircraft Reservation Process User prints out paper report of Reservation User obtains signature of authorized approver User forwards signed Reservation to Operations User receives email confirmation of reservation Operations “approves” flight in the Reservation System User makes reservation on the web

  7. 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.

  8. How Do I Make a Reservation? • 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

  9. Online Resources • Texas Flight Times • Common Destinations with Airport and FBO Information

  10. Aircraft Reservation System

  11. View Calendar

  12. Make A Reservation – Step 1

  13. Make a reservation – Step 2

  14. Make a reservation – Step 3

  15. Make a reservation – Confirmation

  16. To update a Pending Reservation

  17. To update a Pending Reservation

  18. To update a Pending Reservation

  19. Obtain Authorized Signature • To print out reservation document for approval…

  20. Obtain Authorized Signature (cont.)

  21. 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.

  22. Obtain Authorized Signature (cont.) • Submit to an Authorized Approver for signature. https://www.utsystem.edu/air/authorizedapprovers.pdf • Send approved form to UT System Operations and Support Services via email or fax. amitchell@utsystem.edu Fax: 512-499-4297

  23. 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.

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

  25. Aircraft Reservation System • For assistance call: • Amy Mitchell at 322-3728 • See the Aircraft Website at: https://www.utsystem.edu/air/

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