Aviation regulations and guidance

GSA requires all agencies to effectively and properly manage their aircraft. 41 CFR 102-33 details the regulatory policy Federal agencies must follow and sets the groundwork for aviation managers to safely, efficiently and effectively conduct their aviation missions.

The CFR includes policy on:

• Acquiring Aircraft
• Establishing Flight Program Standards
• Operating Aircraft
• Maintaining Aircraft
• Training Personnel
• Managing Safety
• Accounting for Costs
• Accounting for Use
• Disposing of or Replacing Aircraft and Aircraft Parts
• Reporting Information on Aircraft

Federal aviation managers can use Government aircraft to transport commercial goods and civilian employees in cases such as firefighting, law enforcement, aeronautical research, or managing natural resources. GSA publishes regulatory policy (41 CFR 102-33.215 and 41 CFR 102-33.220) to clarify the terms of the “public” use of Government aircraft, or as a government aircraft engaged in carrying people or material for a commercial purpose.

Definition of a “Public Aircraft”: In some special circumstances, Federal agencies may fly their aircraft as “public aircraft.” These conditions are outlined in Section 702 of the Aviation and Investment Reform Act (Public Law 106-181).

All such use must comply with Federal Aviation Administration (FAA) requirements. See Federal Aviation Administration Advisory Circular No. 00-1A, Public Aircraft Operations for information on how to bring public aircraft into compliance with FAA safety regulations.

The Federal Aviation Interactive Reporting System (FAIRS) is a management information system operated by GSA to collect, maintain, analyze, and report information on Federal aircraft inventories and cost and usage of Federal aircraft and Commercial Aviation Services (CAS) aircraft (and related aviation services). Users access FAIRS through a secure website. Executive agencies of the United States Government must report to FAIRS if they own, bail, borrow, loan, lease, rent, charter, contract for, or obtain by Inter-service support agreement (ISSA) Government aircraft. 

Note: The U.S. Armed Forces, to include the U.S. Coast Guard, and agencies included in the Intelligence community are exempt from the requirement to report information to GSA via FAIRS.

What type of information is reported to FAIRS?

• Inventory data on Federal aircraft, including Unmanned Aircraft Systems (UASs)
• Cost and utilization data on Federal aircraft, including Unmanned Aircraft Systems (UASs)
• Cost and utilization data on Commercial Aviation Services (CAS) aircraft and related aviation services
• Accident and incident data (see 41 CFR 102-33.445)
• The results of standard competition studies in compliance with OMB Circular A–76, Performance of Commercial Activities that justify purchasing, leasing, modernizing replacing, or otherwise acquiring aircraft and related aviation services.

When should data be submitted to FAIRS?

• Agencies must report any changes in their Federal aircraft inventory within 14 calendar days of those changes.
• Agencies must also report cost and utilization data to FAIRS at the end of every quarter of the fiscal year (December 31, March 31, June 30 and September 30). However, agencies may also submit their information to FAIRS on a daily, weekly, or monthly basis.

GSA, in collaboration with the Interagency Committee for Aviation Policy (ICAP), provides guidance documents on the following topics:

• Aircraft Capital Asset Planning
• Operations for Large Aircraft (over 12,500 lbs.)
• Operations for Small Aircraft (under 12,500 lbs.)
• Aircraft Maintenance
• Aircraft Cost Accounting

Agencies may obtain copies of these guidance documents by emailing aviationpolicy@gsa.gov.