Private Aircraft Management FAQ

How are private aircraft maintenance services provided by BJA charged?

Maintenance services are billed on a discounted hourly rate and include the following:

Quality control and inspection services

  • Maintenance of logbook entries and updates to maintenance tracking programs
  • Ensure manuals and publications are updated with current revisions
  • Ensure that aircraft flight and engine times are accurately documented and updated
  • Perform routine servicing checks to ensure airworthiness of aircraft

In addition, BJA offers the following 14 CFR Part 135 Conformity Inspection services:

  • Continuous Airworthiness Maintenance Program (CAMP) development
  • Minimum Equipment List (MEL) development
  • Reduced Vertical Separation Minimum (RVSM) certification
  • Perform aircraft conformity inspection in accordance with current regulations
  • Prepare conformity package for FAA submission
  • Coordinate Federal Aviation Administration (FAA) inspection
  • BJA internal manual, tracking documents, and program set up

What types of crew training will my pilots be required to attend?

At BJA, there are 6 primary training categories:

1. Simulator Training (CAE Simuflite or Flight Safety)
Recurrent simulator training is required every six (6) months for all pilots. Business Jet Access Flight Operations will schedule the training in advance in an effort to guarantee desired slot dates and times. It is optimal for crewmembers to train with their co-pilot for standardization; however, sometimes this may not be possible. Five (5) consecutive days are required for recurrent training.

2. Computer Training Systems (CTS)
Pilots are required to complete this training course once per year. CTS is a review of general aviation subjects such as transportation security, instrument approach procedures, Reduced Vertical Separation Minimums (RVSM) procedures, winter and summer weather flying procedures and many more topics. This is an online course that pilots are responsible for completing on their own time.

3. Survival Training
This General Emergency Duties Course provides aircrew with the in-flight and water emergency training and skills necessary to meet 14 CFR Part 121.417, Part 91 Subpart K and Part 135.331 requirements. This course also provides the American Heart Association’s Heartsaver/Automatic External Defibrillator (AED) protocols, CPR certification, and Aircraft Ditching Course, including egress and water survival objective utilizing the Modular Egress Training Simulator. This course is required once every two years and lasts for two days.

4. Flight Physiology
This is a one-time course designed for the corporate pilot who routinely flies at critical altitudes of 25,000 feet and above. Rapid and skilled reaction to equipment malfunction, rapid and slow decompression, and/or personal medical issues can prevent severe and potentially catastrophic in-flight situations. Training is a one-day course, performed at the office of the Federal Aviation Administration in Oklahoma City. This requirement is waived if the pilot can show documentation of previous attendance.

5. International Procedures Training
Business Jet Access’ pilots are required to attend this training once per year. Crews will cover worldwide operations and international procedures during the training. This course last for three days and is conducted in Southlake, TX.

6. Crew Resource Management
This course is attended annually by all crewmembers, to include Flight Attendants, and teaches proper utilization of all crewmembers through the use of class participation and discussions. The scenarios are based on past accident investigations and their findings. This training is invaluable in the establishment and maintenance of a professional and safe operation. The course is taught at Business Jet Center and lasts for one day.

What criteria will BJA use to select pilots for my aircraft?

All pilots being considered for contract or full time employment for aircraft managed by Business Jet Access will be interviewed by the Business Jet Access Flight Operations Management team prior to performing any flying duties. Business Jet Access is responsible for filling pilot vacancies for all aircraft under its management.

The managed aircraft client or his/her representative is encouraged to be involved in the interview process, either by first vetting candidates prior to the Business Jet Access interview, to participate in the interview, or by providing the final approval of candidates recommended by the Director of Operations. The minimum experience levels listed below may be waived on a case-by-case basis only by the Director of Operations or the Chief Pilot.

What services do I receive in exchange for my monthly management fee?

There are 5 primary service categories:

Service #1:  Aircraft Management

  • Hangar Space at Business Jet Access, Dallas.
  • Aircraft Management and Consulting.
  • Advise owner on all functions necessary for the operation, maintenance and administration of the aircraft.
  • Assist with obtaining, maintaining, and renewing insurance policies, as well as compliance with the policies.
  • Negotiate with vendors to gain the most favorable pricing for all the products and services purchased on behalf of the owner, using the volume buying power of the BJA fleet.
  • Oversee aircraft operating costs on behalf of owner
  • Arrange and assist with any extra projects such as refurbishments or aircraft modifications.
  • Oversee maintenance to include providing parts and labor to owner when required.

Service #2:  Flight Operations Management

  • Maintain a complete and accurate record of the qualifications, ratings, certificates, and training of all flight crewmembers.
  • Schedule and arrange appropriate training for flight crewmembers, and oversee quality of training delivered.
  • Robust management infrastructure to drive accountability and standardization.
  • Access to Pilot Peer Group for continuing education.
  • Arrange for and assist flight crews in maintaining all flight manuals including airways charts, approach plates, software, and other documents and materials required to support aircraft operations.
  • Monitor and maintain Air Carrier Operations Specifications (Ops Specs) if the aircraft is on the BJA Air Carrier Certificate.
  • Periodically review industry wage rates for salary recommendations to owner.

In addition, the following principles have been instituted by BJA. Adherence is mandatory for all crewmembers:

  • Company Safety Policy
  • Accident Prevention and Risk Management
  • Incident, Accident & Hazard Reporting
  • Flight and Maintenance Operations Monitoring
  • Emergency Incident Response Plan
  • Successful completion of Flight Physiology, Computer Training Systems, International Procedures Training, and Crew Resource Management


Service #3:  Flight Operations & Dispatch

  • Provide flight scheduling on a 24-hour basis.
  • Coordinate all flight requests including ferry, training, maintenance, and owner flights.
  • Establish and follow procedures for dispatching of aircraft and scheduling of pilots.
  • Coordinate activities so that the aircraft is fully operational, and the aircraft and flight crews are positioned for departure and scheduled time.
  • Provide information on weather and other conditions that could reasonably be expected to impact the scheduled flight.
  • Arrange for security of the aircraft, landing permits, clearances, handling, storage, and catering.
  • Assist with trip planning and documentation.
  • Coordinate all ground transportation and hotel accommodations upon request.
  • Provide flight following and communication services in connection with flights.
  • Ensure that complete, accurate, and timely logs and records are maintained per industry standards and regulatory requirements.
  • Provide 24/7/365 coverage for any aircraft related needs, as well as centralized point of contact for all aircraft needs away from home base.
  • Schedule, dispatch, and track hours and trips on aircraft.
  • Schedule crews, coordinate crew uniforms, and crew duty times for trips.

Service #4:  Maintenance Management

  • Schedule all inspections, modifications and repairs to comply with all applicable regulations, manufacturer’s instructions and repairs or modifications to comply with any other laws or regulations.
  • Monitor all warranty programs, parts programs, engine programs, and any other like programs to ensure the owner receives the maximum benefit available.
  • Advise owner on equipment and modifications that may enhance the performance, utility, or aesthetics of the aircraft.
  • Supervise and monitor all training and technical capabilities of aircraft mechanics.
  • Oversight of aircraft maintenance cost on behalf of owner.
  • Provide FAA interface on all aircraft issues.


Service #5:  Administration & Accounting

  • Manage and monitor all labor wages and benefit compliance issues; all state and federal agencies.
  • Process payroll for all employees as well as monitor and administer all benefit programs.
  • Assist employees with all payroll and benefit programs.
  • Coordinate ongoing drug & alcohol testing program.
  • Coordinate pre-employment screening and testing on replacement personnel.
  • Provide BJA credit cards for payment of aircraft expenses (fuel, crew expenses, communications, ground transportation, etc.).
  • Detailed review of pass-through expenses for accuracy and approval including research and currency conversion of all international expenses.
  • Research and resolve all disputed charges.
  • Submit payment for all aircraft related bills including fuel, ramp fees, hangar rent/fees, airframe and engine support contracts, maintenance costs, client special requests, flight phone, etc.
  • Establish and review flight crew travel and incidental expenses associated with owner use of aircraft.
  • Provide a detailed monthly summary of costs incurred and revenue realized (if any) with regards to the operation of the aircraft.
  • Record and administer all revenue or credits earned for each flight under any lease, time-sharing or interchange agreement.
  • Record, monitor, and report to owner the status on flight activity with regard to aircraft acquisition tax strategies.
  • Preparation of Aircraft Utilization Report for sales tax reporting.
  • Maintain original copies of all aircraft operating costs for a minimum of three years and make available to owner for audit purposes.
  • Assist owner in preparing any required federal excise tax returns with respect to any taxable information.
  • Provide accounting for aircraft maintenance charges for labor, parts, and outside services.
  • Payment submission for all crew related costs including trip expenses, benefits, salaries, training, etc.
  • Collection, submission, and reporting of all excise taxes.
  • Liaison with flight crews to ensure all expenses are approved prior to payment.
  • Research any discrepancies or issues that pertain to maintenance billings on owner’s behalf.

Note:  All costs associated with collection (credit card fees, etc.) are absorbed by Business Jet Access.

What steps are taken to transition my aircraft into Business Jet Access’ charter management fleet at Dallas Love Field? 


Below are the steps we take in order to adequately prepare your aircraft for operation:

  1. Recruit, interview, and hire flight crew.
  2. Pilot Records Improvement Act (PRIA) request, drug testing and criminal background checks.
  3. Payroll and benefits set up for employees.
  4. Initiate and bind aircraft insurance coverage (if BJA fleet policy is utilized).
  5. Coordinate with owner(s) to complete preference listing for services (catering, snacks, papers, etc.).
  6. Transfer all accounts on behalf of owner (engine program, maintenance tracking, subscriptions, etc.)
  7. Set up fuel card accounts for the aircraft.
  8. Perform complete inventory of aircraft and equipment as received.