Instruction for use of the Flight Cost Adjustment Log

The on-line scheduling and flight tracking system used by the East Hill Flying Club is designed to record actual PIC time among pilots. At this point is does not have the ability to differentiate between actual PIC time and Billing time. In order to accomplish this, a manual spreadsheet will need to have flight and billing hours recorded for those members who need to have the club accountant make adjustments for things such as shared flights. From left to right the data is:

DateDate of the flight
Dispatch #Dispatch number associated with the aircraft reservation
Tail NumberAircraft
Member NameName of the pilots with adjustments to their club billing
Logged
  Hobbes OutActual Hobbes out of the dispatched flight
  Hobbes InActual Hobbes in of the dispatched flight
TimeTotal PIC time for the dispatched flight
Billing
  Hobbes OutWhat the Hobbes Out would look like for that pilot if it were to reflect his billing share of the flight
  Hobbes InWhat the Hobbes In would look like for that pilot if it were to reflect his share of the flight
Time Hours that the pilot should be billed for their share of the flight.

Examples

On 7/12/2001, Muka, Babuka, and Adelstein flew out to Dayton, Ohio and returned after putting 6 hours on 7CF. Since Adelstein flew the entire flight, he gets to log the 6 hours in the system during the check-in process. However all three people are equally sharing the flight cost. If the three would like to have the club bills all three equally, then the form is completed as seen in the example. [link to spreadsheet to be added]

On 7/15/2001, Stick, Britton, St. George, and Shuck flew to several Fly-in Breakfast's across New York. Shuck made the reservation and the 4 pilots split up the time as seen in the sample. When the returned from the flight, Shuck entered in the hours that he flew into the check-in panel. Britton and St. George were able to use the "Other Transaction" function on the Staff panle to record their actual hours flown. In order to even split up the charges, the form must be filled out with an equal 1.3 hours charged to each pilot. You'll notice that in this version, the Billing Out and In are left blank. All that the accountant needs to know is the hours to charge for the pilot and the aircraft. You may choose to enter the Billing Out and In as they have done in the first example or you can leave it blank. [link to spreadsheet to be added]

Notes

Only list the people on a flight who need to have an adjustment made from the actual hours recorded in the on-line scheduler.

Both Times listed must be equal otherwise the billing and actual hours will be out of synch.

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This page last updated December 16th, 2002, by FNA.