airplane icon   Aircraft Charters

Employees who want to charter non-owned aircraft to conduct University business must process the charter application through the campus Procurement Services and Risk Management offices. Approval of aircraft charters is contingent upon the aircraft operator meeting certain insurance requirements and other conditions. For information about how to charter aircraft to conduct University business, go to Aircraft Charters.

 

van icon   Automobiles

When you are using a vehicle to conduct University business, how you are insured depends upon whether you are driving a University vehicle, a rental vehicle, or your own personal vehicle. Go to "Automobiles" under Insurance / Programs & Policies to learn more about using vehicles to conduct University business.

 

ship icon   Boat Charters

Employees who want to charter non-owned boats to conduct University business must process the charter application through the campus Procurement Services and Risk Management offices. Approval of boat charters is contingent upon the boat operator meeting certain insurance requirements and other conditions. For information about how to charter boats to conduct University business, go to Boat Charters.

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Aircraft Charters

A University aircraft charter involves the exclusive use of an airplane by the University. Departments or University employees who wish to charter an aircraft to conduct University business must work with the Risk Management Office and Procurement Services to get it approved.

  1. The department must submit a completed Application to Charter Aircraft to Procurement Services and the Risk Management Office.
  2. Procurement Services will do a Purchase Requisition, Purchase Order, and Aircraft Charter Agreement based upon the information provided in the Application to Charter Aircraft.
  3. The Chancellor must approve all aircraft charters.
  4. All other requirements of Business & Finance Bulletin G-28 and Business & Finance Bulletin BUS-63 shall apply.

Aircraft Charter Insurance Requirements

UC requires charter aircraft operators to provide a certificate of insurance as evidence that the operator carries Aircraft Liability insurance, combined single limit coverage for bodily injury, property damage, and passenger liability as shown:

  1. General Aviation Aircraft (non-roto) 3rd Level, Non-scheduled (w/max. 20 seating capacity): $10,000,000 CSL
  2. Roto Wing Helicopters (max 10 occupancy): $10,000,000 CSL
  3. Air Ambulance (fixed or roto): $10,000,000 CSL
  4. Private Aircraft (General Aviation only) - Single Engine Piston fixed wing: $2,000,000 CSL
  5. Private Aircraft (General Aviation only) - Multi Engine Piston fixed wing: $10,000,000 CSL
  6. Jet Turbo Fixed Wing (with up to 12 seats including crew): $50,000,000 CSL
  7. Aircraft (with 13 - 40 seats including crew): $200,000,000 CSL
  8. Aircraft (over 40 total seats, including crew): $500,000,000 CSL
  9. The coverage shall name the Regents of the University of California, its officers, agents, and employees as additional insured, and contain a waiver of subrogation in favor of The Regents of the University of California, its officers, agents, and employees. The operator’s insurance shall be primary and non-contributory to any other insurance that may be maintained by The Regents of the University of California.

Use of Non-Owned Aircraft on UC Business

Employees who want to use non-owned aircraft to conduct University business shall complete an Application to Use Aircraft on UC Business form and submit it to the Risk Management Office for processing. Employees using non-owned aircraft on University business shall meet the University’s minimum requirements prior to piloting aircraft as follows:

  1. The Chancellor must approve use of non-owned aircraft per Business & Finance Bulletin G-28.
  2. Employee pilots must submit a certificate of insurance that shows evidence of aviation liability insurance with a minimum of $1 million per occurrence, combined single limit bodily injury, property damage, passenger liability if flying single-engine piston fixed-wing aircraft.
  3. The certificate of insurance shall name the Regents of the University of California, its officers, agents, and employees as additional insured, and contain a waiver of subrogation in favor of The Regents of the University of California, its officers, agents, and employees. The employee pilot’s insurance shall be primary and non-contributory to any other insurance that may be maintained by The Regents of the University of California. The certificate of insurance shall be submitted to the Risk Management Office.
  4. Proof of insurance coverage shall extend to loss of or physical damage to the aircraft.
  5. To fly on UC business without passengers, employee pilots shall have a current private license and a minimum of 10 hours of flying time as a pilot in command in the same make and model of aircraft in the preceding 90 days.
  6. To carry passengers, the employee pilot shall either have logged 500 hours of actual flight time as a licensed private pilot in command of an aircraft, or possess a valid commercial (or higher type) pilot license issued by the FAA.
  7. A current Pilot History Form shall be submitted to the campus Risk Management Office along with the Application to Use Aircraft on UC Business.

UC Waiver of Liability

The UC Waiver of Liability must be signed by all people participating in UC aircraft charters, or flying in non-owned planes operated by University employees on University business, except for UC employees in the course and scope of their employment. It is the responsibility of the department sponsoring the aircraft charter, or the department of the UC employee flying a non-owned aircraft on University business, to prepare, collect and maintain the required waivers. Go to Waiver of Liability for more information.

 

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Boat Charters

A contract to lease a non-owned boat for the University’s exclusive use is a boat charter. Departments that intend to charter a boat to conduct University business must process their application through UCSB Procurement Services and the campus Risk Management Office. Approval of boat charters is contingent upon the boat operator meeting UC’s requirements for vessel charters. The boat charter process begins when a department submits a Contract Request Form in Gateway to Procurement Services. The Gateway order must eventually contain the following documents:

  • The Report of Vessel Charter must be completed by the department and submitted to the campus Risk Management Office and Procurement Services. Risk Management will approve the charter, and sign the Report of Vessel Charter, after the following have been submitted, reviewed and approved.
  • A copy of boat’s current Marine Survey for the vessel to be obtained by department from boat owner.
  • A copy of boat’s current U.S. Coast Guard Inspection Report for the vessel to be obtained by department from boat owner.
  • A description of the Charter Itinerary, to include:
              •   the date(s)
              •   charter starting point
              •   description of route to be taken during the charter
              •   charter end point
              •   number of passengers
                    (break down into number of faculty, staff, students, guests (non-University personnel) and crew).
  • A copy of the boat owner’s current Certificate of Insurance showing compliance with UC’s insurance requirements (described below); to be obtained by department from boat owner.
  • Procurement Services will draft a Vessel Charter Agreement based on the Report of Vessel Charter and Charter Itinerary provided by the department. Procurement Services will ask the department to obtain the boat owner’s signature on the Vessel Charter Agreement prior to executing it and issuing the Purchase Order.

UC Waiver of Liability Requirement

The UC Waiver of Liability must be signed by all people participating in UC boat charters except for UC employees in the course and scope of their employment. It is the responsibility of the department that is sponsoring the boat charter to prepare, collect and maintain the required waivers. Go to Waiver of Liability for information.

Boat Charter Insurance Requirements

The University requires that vessel chartered by the University have Protection & Indemnity Insurance with Collision Liability Coverage as follows:

  • COMMERCIAL WATERCRAFT
    1 - 10 passengers:    $5,000,000
    10+ passengers:     $10,000,000
    23+ passengers:     $15,000,000
  • PRIVATE WATERCRAFT
    Not Exceeding 30’:      $500,000
    Exceeding 30’:           $1,000,000

Proof of coverage must be submitted in the form of a Certificate of Insurance that names The Regents of the University of California as the certificate holder and as additional insured. The boat operator’s insurance shall be primary and not excess of or contributing with any insurance or self-insurance that may be maintained by The Regents. The coverage shall also contain a waiver of subrogation in favor of The Regents on the boat operator’s Hull & Machinery policy.

Best Practices for Boat Charters

The University requires that UC vessel charters comply with the vessel charter best practices to the extent possible. These include the following:

  • The vessel shall have a U.S. Coast Guard Inspection (as required for the vessel).
  • It shall be less than twenty-five (25) years of age.
  • It shall be of steel or fiberglass construction and powered by marine diesel engines.
  • It shall have had a survey within the past two years and shall be in compliance with any survey recommendations.
  • It shall have the capability to handle the intended charter.
  • The captain shall have a professional license with a least ten (10) years experience. The number and experience of the crew shall be appropriate for the intended purpose of the charter. A charter agreement between UC and vessel owner shall specify the responsibilities of vessel owner and UC.

Alternatives to Boat Charters

It is difficult to charter a boat. There are many requirements that the University asks boat charter operators to meet because boat travel can be hazardous and the University wants the boats that it charters for its exclusive use to be professionally operated and maintained, and properly insured. However, if boat transportation is required, and the boat has not been hired by the University for its exclusive use, there are a couple of alternatives to chartering boats.

One alternative allows a department to use University funds to buy tickets on a boat (to go to the Channel Islands, to cruise the Santa Barbara Channel, etc.) if the following conditions are met:

  • The boat providing the service must be a regularly-scheduled service and the University trip must occur at a regularly-scheduled time.
  • Passage on the boat must be open and available to the general public and the public must be able to purchase tickets on the boat the University is using.
  • It is preferable that cash be used to buy the tickets. Under no circumstances can the invoice from the boat charter company, contain any information or terms and conditions, other than the number of tickets purchased, the cost per ticket, and date of travel. There can be no contract or agreement between the boat owner and the University. Cash or the UCSB Corporate Card are the only methods available to buy tickets under these circumstances.
  • Except for UC employees in the course and scope of their employment, all people participating in boat trips paid for with University funds must sign a UC Waiver of Liability prepared, collected and maintained by the sponsoring department. Go to Waiver of Liability for more information.

A second alternative allows departments to be involved in activities that involve boat transportation if participation in the activity is completely voluntary and participants use their own money to purchase tickets. No University funds may be used and this alternative also requires that:

  • The boat is a regularly-scheduled service (not scheduled to meet the University's needs) and available to the public at a regularly-scheduled, published time.
  • The boat is open to the public and tickets can be purchased by the public at the time the University is using the boat.
  • There are no special arrangements or any kind of written agreement between the boat owner and the University.

 

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