California Department of Transportation
 
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Clark Paulsen, Division Chief

Pilot Qualifications and Insurance Requirements

References: SAM Sections 0743, 0746 and 0747, California Code of Regulations (CCR), Administration, Title 2, Sections 599.628 and 599.628.1, and STD Form 265.

Introduction

If an employee is to act as pilot and carry passengers, he or she must meet State regulations in addition to Federal Aviation Administration (FAA) Regulations.

An employee pilot must certify annually that he or she has a valid FAA pilot's license. The pilot's license must be in his or her possession whenever he or she flies a privately-owned, rented, or leased aircraft on State business. The employee pilot shall also certify at least yearly to the employing agency that he or she has the required liability insurance in force during the period of official travel. These must be certified by the employee and his or her supervisor on an "Insurance Verification and Authorization to Operate Privately-Owned/Rented/Leased Aircraft on State Business" Form STD Form 265.

The supervisor authorizing travel by privately-owned, rented, or leased aircraft must retain the original approved STD Form 265. One (1) copy of the approved STD Form 265 must be forwarded to the Division of Accounting and one (1) copy returned to the employee. Insurance policies must be available for review and audit at least two (2) years from the authorization effective dates.

Completion of the STD Form 265 form does not constitute prior approval to use privately-owned, rented, or leased aircraft. The supervisor must evaluate the use of aircraft and may authorize use whenever it is the most economical means available or is otherwise in the best interest of the State. An employee must obtain approval from the department before each trip when piloting any aircraft for State business.

Pilot Qualifications

To operate privately-owned, state-owned, or state rented aircraft on official business, pilots must be physically qualified and licensed to fly the aircraft for the type of flying performed.

In addition to any other FAA requirements, an employee pilot carrying passengers on official business must certify via the STD Form 265 form that he or she:

  • Possesses a valid FAA commercial pilot's license,
  • Has previously logged at least 250 hours of actual flight time as a licensed private pilot in command of an aircraft, and
  • Has logged at least 40 hours of actual flight time as a pilot in command of an aircraft during the preceding 12 months.

An employee pilot who has carried or intends to carry passengers may be required to present his or her logbook substantiating that he or she meets the requirements. A passenger shall be defined as any person other than the pilot traveling in the aircraft. An employee pilot who carries a passenger but fails to meet the above qualifications will not be reimbursed for transportation expenses.

Pilot Insurance Requirements

When an employee is to act as pilot, he or she is responsible for purchasing and maintaining an insurance policy. The following must be certified annually on STD Form 265 regarding the insurance policy:

  • Represented Employees:
    • There is bodily injury liability of at least $100,000 for each person and $500,000 for each occurrence.
    • There is property damage liability of at least $100,000 for each occurrence or $500,000 combined single limit.
    • There is passenger bodily injury liability of $100,000 for each person, if passengers are carried.
    • The State of California is named as an additional insured on the insurance policy.
  • Excluded Employees:
    • There is current insurance in the amount of not less than $50,000 per person liability.
    • There is current insurance in the amount of not less than $1,000,000 liability per incident.

Insurance policies must be available for review and audit at least two (2) years from the authorization effective dates.

The State of California will not be responsible for the payment or reimbursement of the premium for this insurance.

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