Complete all travel details accurately. This section establishes the official passenger record and flight itinerary for compliance and safety purposes. All fields marked mandatory must be completed before submission.
Primary Passenger Manifest
Full Legal Name | Corporate Title | Company Entity | Nationality | Passport/ID Number | Emergency Contact | C-Suite Executive | ||
|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | ||
1 | Chief Executive Officer | |||||||
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Total Number of Passengers (including crew if traveling as passengers)
Proposed Departure Date & Time (Local Time at Origin)
Proposed Return Date & Time (Local Time at Destination)
Primary Departure Airport (IATA or ICAO Code)
Final Destination Airport (IATA or ICAO Code)
Does this itinerary require intermediate stops or multi-leg routing?
Provide detailed multi-leg routing with all intermediate airports, ground times, and operational justifications for each stop:
Will ground transportation be required at origin or destination?
Ground Transportation Requirements
Location | Service Type | Vehicle Class | Pickup Time | Special Instructions | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Destination | Airport Transfer | Executive Sedan | VIP discretion requested | ||
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Special Service Requirements (select all that apply)
Catering Services
Special Dietary Restrictions
Enhanced Security Detail
Medical Equipment Onboard
Pet Transportation
Oversized Luggage/Equipment
Satellite Communications
Sleeping Berths Required
Accessibility Accommodations
None
Trip Priority Level (1 = Routine, 5 = Critical Business Emergency)
Has a commercial airline alternative been researched and documented?
This section requires detailed justification for private charter utilization versus commercial alternatives. Provide comprehensive business rationale to support this authorization request. Incomplete justifications will delay approval.
Primary Business Purpose Category
Board of Directors Meeting
Mergers & Acquisitions Activity
Client/Investor Relations
Site Visit & Facility Inspection
Crisis Management & Emergency Response
Confidential Strategic Planning
Multiple Destination Schedule Optimization
Personnel Safety & Security Concern
Time-Critical Business Development
Other Material Corporate Purpose
Detailed Business Purpose Description (include specific meeting objectives, counterparties, and expected business outcomes)
Commercial Alternative Analysis & Justification Matrix
Commercial Option Considered | Routing Details | Earliest Arrival | Total Travel Hours | Productivity Loss Hours | Viable Option? | Reason for Rejection | ||
|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | ||
1 | First Class Commercial | Connecting via ORD | 7/15/2025, 6:30 PM | 11 | 8 | Schedule conflict with board meeting; insufficient confidentiality | ||
2 | Business Class Commercial | Direct Flight Available | 7/15/2025, 2:00 PM | 7 | 5 | Does not accommodate multi-destination requirements | ||
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Does this travel involve time-sensitive material non-public information (MNPI) or securities law considerations?
Describe the securities law implications and why private travel is necessary to prevent information leakage:
Will electronic devices or sensitive documents be used/discussed during travel requiring enhanced privacy?
Select required privacy measures:
RF-Secured Cabin
Document Shredding Capability
Encrypted Communications
No-Fly Zone for Electronic Devices
Executive Cabin Isolation
Confidentiality & Security Risk Level if Using Commercial Alternatives
Minimal Risk
Low Risk
Moderate Risk
High Risk
Severe Risk
Productivity Justification: Describe specific work activities achievable during private travel that would be impossible or severely compromised on commercial flights
Estimated Financial Value of Business Outcomes (if quantifiable)
Is this travel request consistent with the Corporate Aircraft Usage Policy?
Explain the policy deviation and request exception approval with rationale:
Critical safety and compliance verification section. All documentation must be current and valid. The Corporate Aviation Safety Officer must review and attest to the completeness of this section before CFO approval.
Aircraft Operator Type
Company-Owned Aircraft
Fractional Ownership Program
Charter Operator (Part 135 Certified)
Aircraft Management Company
Foreign Registered Operator
Operator Legal Entity Name & Operating Certificate Number
Aircraft Registration (Tail Number)
Aircraft Make, Model & Year of Manufacture
Is the aircraft subject to a current Airworthiness Certificate?
Explain the airworthiness status and corrective action plan:
Upload Current Airworthiness Certificate (PDF or Image)
Upload Current Insurance Certificate (Minimum $50MM Liability Coverage)
Does insurance coverage meet or exceed corporate minimum requirements ($50MM combined single limit)?
Detail insurance deficiency and risk mitigation measures:
Crew Certification & Experience Verification
Not Verified | Pending Documentation | Verified - Compliant | Verified - Exceeds Standards | |
|---|---|---|---|---|
Captain holds valid ATPL with appropriate type rating | ||||
First Officer holds valid ATPL or CPL with type rating | ||||
Flight crew meets minimum flight hour requirements (3000 total/500 type) | ||||
Crew current on medical certificates and recurrent training | ||||
International operations qualifications (if applicable) |
Has the operator provided a current ARGUS Gold/Platinum rating or Wyvern Wingman certification?
Upload safety audit report
Justify selection of unrated operator and describe alternative safety verification performed:
Has the aircraft completed required maintenance inspections within regulatory timeframes?
Last Major Inspection (C-Check or equivalent) Date
Are there any outstanding airworthiness directives or service bulletins?
List all outstanding items and mitigation status:
Financial governance and tax compliance section. Accurate completion is required for IRS/regulatory reporting and internal budget control. Personal use attribution will be calculated based on applicable tax regulations.
Flight Cost Budget Allocation & Tax Treatment
Cost Center | GL Account | Allocated Amount | Tax Treatment | Business Justification Code | Imputed Income (if personal component) | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | Corporate HQ Operations | 6100-Travel-Aviation | $25,000.00 | 100% Business | BD-CLIENT-001 | $0.00 | |
2 | Executive Office | 6100-Travel-Aviation | $0.00 | Personal Component | EXEC-PERS-001 | $5,000.00 | |
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Total Charter Cost (including all fees, catering, ground transport)
Executive Compensation Tier for Imputed Income Calculation
Tier 1: C-Suite (CEO, CFO, COO)
Tier 2: Executive Vice Presidents
Tier 3: Senior Vice Presidents
Tier 4: Vice Presidents
Not Applicable (Non-Executive Travel)
Will any portion of this flight be considered personal use under tax regulations?
Describe personal use component and confirm executive acknowledgment of imputed income reporting:
Does this flight cost exceed the executive's authorized travel budget threshold?
Provide budget override justification and additional approval requirements:
Estimated Imputed Income Value (if personal component exists)
Has the executive signed the annual Aircraft Usage Policy & Personal Use Acknowledgment?
WARNING: Travel cannot be authorized until annual policy acknowledgment is completed. Route to HR for immediate follow-up.
I confirm that cost allocation across multiple cost centers (if applicable) has been pre-approved by respective budget owners
Final authorization and governance approval. This section requires digital signatures from authorized corporate officers. Ensure all preceding sections are complete and accurate before submission. Incomplete forms will be rejected.
Does this request require Board of Directors notification (e.g., cost > $100,000 or personal use > 25%)?
Provide Board notification summary and expected approval timeline:
Corporate Travel Director Name
Travel Director Employee ID
I have reviewed all sections for completeness and accuracy
I confirm that all safety and compliance documentation is satisfactory
I attest that the business justification is material and appropriate
Corporate Travel Director Digital Signature
Travel Director Approval Timestamp
Chief Financial Officer Name
CFO Employee ID
I have reviewed the budget allocation and tax treatment
I approve the expenditure and confirm availability of funds
I acknowledge any personal use implications and imputed income reporting requirements
Chief Financial Officer Digital Signature
CFO Approval Timestamp
Is this an emergency authorization requiring retroactive approval?
Document the emergency circumstances and timeline for post-factum approval:
Post-Flight Reporting Requirement: Within 5 business days of flight completion, the executive assistant must submit a Post-Flight Verification Report confirming actual flight hours, passengers, destinations, and final costs. Discrepancies >10% from this authorization require additional CFO review.
I acknowledge the post-flight reporting requirement and associated deadlines
To configure an element, select it on the form.