March 10, 2011 1

Guidelines for the use of

Government Aircraft for International Travel
Updated March 10, 2011

Purpose

These guidelines outline the process for requesting the use of government aircraft for
international travel and are consistent with other policies and guidelines established by
Executive Council and International and Intergovernmental Relations.

Definitions
ATS Air Transportation Service
Government Aircraft Aircraft owned by the Government of Alberta under
administration of the President of Treasury Board and Minister of Finance.
MRO The Minister responsible for Air Transportation Service Office.


Before the Trip
The requesting Ministers Office to e-mail details of the international flight request
to MRO.
The request will be reviewed and forwarded to ATS for estimate.
ATS will provide an estimate for the trip by e-mail to MRO within two days
If the requesting Ministers Office accepts the estimate, a regular Aircraft Request
form including date of birth, nationality, passport number, expiry date and
spelling of first, middle and last names as they appear in the passport. Also
include the passengers home address, and an address at the destination (hotel
or venue) will be submitted by the requesting Ministers Office to the MRO.
Once approved by MRO the Aircraft Request form will be faxed to both ATS and the
requesting Ministers Office
ATS will schedule and coordinate the flight
Any changes to the flight manifest should be submitted in writing to MRO.


After the Trip
ATS will complete the EAITC Form and submit to MRO and the requesting
Ministers Office as soon as possible after the flight (maximum 20 days).
The requesting Ministers Office must send the completed EAITC Form to his/her
SFO for review and posting to the requesting ministrys website within 60 days of the
end of the trip.

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Responsibilities

Requesting Ministers Office
Submit details of international flight request by e-mail to MRO
Review and accept estimates
Arrange for review and posting of actual expense information (EAITC Form) to
ministrys website within 60 days of the end of the trip.

Minister Responsible for Air Transportation Services Office
Co-ordinate and approve international travel requests.

Air Transportation Service
Provide estimate of costs of proposed trip to the MRO within two days of receiving a
request.
Collect actual expense information and complete EAITC Form and submit to MRO


Additional Information

Policy for the use of Air Transportation Service and Charter Aircraft:
http://internal.gov.ab.ca/finance/air-transportation/Aircraft-Policy.pdf

Aircraft Request Form:
http://internal.gov.ab.ca/finance/air-transportation/Aircraft-Request-Form.doc



Air Transportation Service
11940-109 Street
Edmonton, AB T5G 2T8
Phone (24hrs): 780-427-5251
Fax: 780-422-1232


Minister responsible for Air
Transportation Service
#423 Legislature
Edmonton, AB T5K 2B6
Phone: 780-415-4855
Fax: 780-415-4853











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(EAITC)


Alberta Treasury Board and Finance

Actual International Travel Costs Form
(To be completed by Air Transportation Service)




Requesting Ministry:






Date of Trip: From:



To:






Destination:






Total Aircraft Operating Costs
(Number of miles x operating cost per mile) $





Cost per passenger $