This section lists the FAIRS cost data elements and defines them. See CAG sect ion 2.1 for discussion of general terms related to Government aircraft.
Data Element Definition
1 Acquisition Date The date that the acquiring executive agency took responsibility of the aircraft, e.g., received title, signed a lease/purchase agreement, signed a bailment agreement, accepted physical transfer, or signed an SF 122.
2 Acquisition Method Indicates the acquisition method used to acquire the aircraft.
3 Acquisition Primary Mission Identifies the primary justification for the
bureau/office/service of the executive agency to acquire the aircraft.
4 Acquisition Secondary Mission Identifies the secondary justification for the bureau/office/service of the executive agency to acquire the aircraft.
5 Acquisition Source Type Describes the type of organization or source from which the aircraft was acquired.
6 Acquisition Value The value initially recorded on agency property records and/or accounting records at the time of acquisition. If the aircraft is acquired through an interagency transfer, the acquisition value is the greater of the aircraft net book value plus the cost of returning the aircraft to an airworthy condition or the commercial retail value of that aircraft in average condition. If it is a military aircraft without a
commercial equivalent in an airworthy condition, the acquisition value is equal to the scrap value. If not in airworthy condition, the acquisition value is equal to the scrap value plus the cost of returning the aircraft to an airworthy condition. Subsequent modifications made to the airframe are not part of the acquisition value. This is a MISCELLANEOUS COST. 7 Actual Cost Indicator Indicates whether the data associated with the Fleet
Aircraft costs being reported are actual cost versus estimated cost.
8 Administrative Overhead Cost Severable or allocable costs that do not relate directly to the operation of the agency's aircraft, but are necessary for the conduct of aircraft operations. Examples include payroll and personnel office costs in support of the aviation program. Report costs at the operations level and one tier above. Test: Costs are included in this category only if they would not continue to exist if the agency disposed of its aircraft. In other words, if you got rid of your aircraft, and the cost still existed, it is a programmatic cost and not an administrative overhead cost for this report.
Administrative overhead may be allocated to an aircraft cost only where a direct connection between the administrative function and the aircraft can be
163
Data Element Definition
shown. Otherwise, the administrative cost is a programmatic cost and is not reportable in FAIRS. This is a FIXED COST.
9 Agreement Begin Date Date on which the type of service that includes use of charter aircraft, contract aircraft, rental aircra ft, and related activities in support of an executive agency, starts.
10 Agreement Comment Relevant remarks which add clarifications to the aircraft CAS Cost and Hours Flown information. 11 Agreement End Date Date on which the type of service that incl udes use of
charter aircraft, contract aircraft, rental aircraft, and related activities in support of an executive agency, ends.
12 Agreement Number Reference number for the type of service that includes use of charter aircraft, contract aircraft, rental aircraft, and related activities in support of an executive agency.
13 Agreement Type Indicates the type of commercial aviation service in support of an executive agency.
14 Aircraft Comment Relevant remarks that clarify the Fleet aircraft inventory information.
15 Allow Secure Aircraft Indicator Indicates whether the bureau/office/service is allowed to have mission-sensitive aircraft in its inventory. 16 Block-to-Block Time Total elapsed flight time, expressed in hours and
tenths of an hour, calculate d from the time the aircraft begins to move under its own power until it comes to a rest and shuts down after completion of the flight. Used for recording crewmember flight time. Optional use at the agency's discretion.
17 Bureau/Office/Service Identifies the reporting subunit within the executive agency. Usually the first major subunit of the agency but may be a lower level unit at the agency's
discretion.
18 Can Report for Others Indicator Indicates whether the bureau/office/service is allowed to report CAS cost and hours flown for another bureau/office/service.
19 Certificate of Airworthiness Class for Type "Special"
Indicates the class of airworthiness for an aircraft holding a Certificate of Airworthiness of type "Special". See 14 CFR 21.
20 Certificate of Airworthiness Class for Type "Standard"
Indicates the class of airworthiness for an aircraft holding a Certificate of Airworthiness of type "Standard". See 14 CFR 21.
21 Certificate of Airworthiness Type Indicates the type of Certificate of Airworthiness held by the aircraft.
22 Cost Comment Relevant remarks that clarify the cost reporting. 23 Cost Offset - Commercial Cost Funds, or the value of resources -in-kind, contributed
from outside your agency by a commercial source to share the costs of this aircraft operation.
Contributions by non -Federal Government agencies are classed as commercial cost offsets. Examples include the supply of fuel, dollars, crewmembers, hangaring or other materials donated by outside entities towards the expense or operation of the aircraft.
164
Data Element Definition
24 Cost Offset - Federal Cost Funds, or the value of resources -in-kind, contributed from outside your agency by a Federal source to share the costs of this aircraft operation.
Contributions by Federal Government agencies are classed as Federal cost offsets. Examples include the supply of fuel, dollars, crewmembers, hangaring or other materials donated by Federal Government agencies towards the expense or operation of the aircraft.
25 Cost Reporting Exemption Indicator Indicates whether the agency/bureau is exempt from reporting costs associated with a specific aircraft in the fleet.
26 Cost This Period Indicator Indicates that the agency/bureau has incurred costs for the reporting period for the aircraft.
27 Data Availability Status Indicates the availability of the data. Its purpose is to allow the agency’s designated reviewing official to review the data in the FAIRS database prior to using the data in reporting.
28 Data Quarters Allowed Represents the number of calenda r quarters for which an agency/bureau is allowed to report data.
29 Disposal Date The date that the disposing executive agency relinquishes responsibility for an aircraft, (a) the date the executive agency transfers title in the case of a sale or exchange, returns the aircraft to the lessor or bailor, declassifies it, or otherwise disposes of the aircraft, or (b) the date that the accepting party signs the SF122 or SF123 in the case of transferred or surplus aircraft.
30 Disposal Method Indicates the tran saction method used to dispose of the aircraft.
31 Disposal Recipient Indicates the name of the organization, company, or individual that is accepting title to the aircraft from the owning agency.
32 Disposal Recipient Type Identifies the type of recipient that is accepting title to the aircraft from the owning agency.
33 Executive Agency Identifies any executive department or independent establishment in the executive branch of the Government, including any wholly-owned Government corporation.
34 Fixed Crew - Commercial Cost Crew costs which do not vary according to aircraft usage, paid to a commercial source. This includes flight crew salaries, benefits and training costs for contractor crews. If any person in this descriptive category performs other duties on a part -time basis which are not flight crew duties, allocate that portion of the costs related only to flight crew duties. Include standby time as crew cost. Example: Physical Scientist Contract employee performs flight crew duties 25% of the time and acts as Senior Advisor for Science for the balance of the time. Allocate 25% of cost to this category and disregard the balance. This is a FIXED COST.
35 Fixed Crew - Federal Cost Crew costs which do not vary according to aircraft usage, paid to a Federal source. This includes flight
165
Data Element Definition
crew salaries, benefits and training costs for Federal employee crews. If any person in this descriptive category performs other duties on a part -time basis which are not flight crew duties, allocate tha t portion of the costs related only to flight crew duties. Include standby time as crew cost. Example: Aviation Program Manager performs flight crew duties 25% of the time. Allocate 25% of costs to this category and the balance to Operations Overhead. This is a FIXED COST.
36 Fixed Lease - Commercial Cost The portion of lease costs paid to a commercial source that are based on the time the aircraft is available to the agency, but not those costs associated with flight time. If the agreement is a lease/purchase and a portion of the payments is being accrued to equity in the aircraft, include the entire amount in this category. Example: Your lease/purchase agreement requires $70,000 per month plus $2,000 per flying hour. A variable portion of the $70,000 is allocated toward your equity in the ownership of the aircraft. Report $70,000 per month to FAIRS. The flying hour portion is reported under Variable Lease - Commercial Cost. This is a FIXED COST.
37 Fixed Lease - Federal Cost The portion of leas e costs paid to a Federal source that are based on the time the aircraft is available to the agency, but not those costs associated with flight time. If the agreement is a lease/purchase and a portion of the payments is being accrued to equity in the aircraft, include the entire amount in this category. Example: Your lease/purchase agreement requires $70,000 per month plus $2,000 per flying hour. A variable portion of the $70,000 is allocated toward your equity in the ownership of the aircraft. Report $70,000 per month to FAIRS. The flying hour portion is reported under Variable Lease - Federal Cost. This is a FIXED COST.
38 Flight Support - Commercial Cost Cost of landing, tiedown, parking, hangaring, and ground handling, away from home station; air traffic control fees, flight planning, clearances, etc., paid to a commercial or non-Federal source. This is a VARIABLE COST.
39 Flight Support - Federal Cost Cost of landing, tiedown, parking, hangaring, and ground handling, away from home station; air traffic control fees, flight planning, clearances, etc., paid to a Federal source. This is a VARIABLE COST. 40 Fuel - Commercial Cost Cost of fuel expended in the operation of the aircraft,
paid to a commercial source. This includes fuel injection fluids such as deionized water, water methanol and Prist. This is a VARIABLE COST 41 Fuel - Federal Cost Cost of fuel expended in the operation of the aircraft,
paid to a Federal source. This includes fuel injection fluids such as deionized water, water metha nol and Prist. This is a VARIABLE COST
166
Data Element Definition
42 Ground Servicing - Commercial Cost Costs associated with towing, cleaning, air conditioning, start service, etc., away from home station, paid to a commercial source. This is a VARIABLE COST.
43 Ground Servicing - Federal Cost Costs associated with towing, cleaning, air conditioning, start service, etc., away from home station, paid to a Federal source. This is a VARIABLE COST.
44 Home Base City Name Identifies the city from which the aircraft is normally operated and/or scheduled.
45 Home Base Foreign Location Identifies the foreign location from which the aircraft is normally operated and/or scheduled, outside of the United States and its territories.
46 Home Base State Abbreviation Identifies the two-character state code from which the aircraft is normally operated and/or scheduled. 47 Home Base Zip Code Identifies the zip code of the location from which the
aircraft is normally operated and/or scheduled. 48 Hours Flown The amount of time, expressed in hours and tenths of
an hour, from when the aircraft leaves the ground until the time it touches down again.
49 Hours This Period Indicator Indicates whether the agency/bureau has hours flown for the reporting period for the aircraft.
50 In-House Cost Operating expenses provided by the using
Government agency that benefits from the
commercial service, such as pilot and fuel expenses. For ISSA agreement, in addition to reporting the in - house costs, the benefiting (operating) agency/bureau must report all costs (fuel, crew, etc.) incurred to the owning agency/bureau that, in turn, will report these costs to FAIRS.
51 Include in Aircraft Totals Indicator Indicates whether a specific cost for a Fleet Aircraft is to be included in the totals pertaining to the ai rcraft. 52 Insurance Premium Cost Cost of premiums for commercial insurance policies
for liability or hull damage. It does not include self - insurance costs. This is a FIXED COST.
53 ISSA Vendor Agency Identifies any executive department or independent establishment in the executive branch of the Government, including any wholly owned Government corporation, which is providing the service, i.e., the ISSA provider (Federal).
54 ISSA Vendor Bureau/Office/Service Identifies the reporting subunit within the executive agency, i.e., the ISSA provider.
55 Litigation Settlement Cost Cost to settle litigation against the Federal
Government resulting from tort claims and that are a direct result of aircraft operation (aircraft in motion). Costs are reported in t he year paid and are not allocated to other aircraft. This is a FIXED COST. 56 Lubricant - Commercial Cost Cost of lubricants, hydraulic oils, and similar
expendable fluids not including those quantities which are changed at regular maintenance intervals , paid to a commercial source. This is a VARIABLE COST. 57 Lubricant - Federal Cost Cost of lubricants, hydraulic oils, and similar
expendable fluids not including those quantities which are changed at regular maintenance intervals, paid to
167
Data Element Definition
a Federal sou rce. This is a VARIABLE COST. 58 Manufacturer Identifies the original manufacturer of the aircraft as
designated on the aircraft dataplate.
59 Mission Represents the principal purpose for which the
aircraft was dispatched. One mission may be designated per sortie (one take off and landing). 60 Mission Sensitive Indicator Indicates whether the data associated with the aircraft
is protected.
61 Model Identifies the model of the aircraft as designated on
the aircraft dataplate.
62 Modification - Cost Identifies the dollar value of the permanent modification made to the airframe of the aircraft. This excludes modifications needed to make the aircraft airworthy and special mission equipment not part of the airframe. This is a MISCELLANEOUS COST.
63 Modification - Description Describes the permanent modification made to the airframe, engine, propeller, or appliances of the aircraft. This excludes modifications needed to make the aircraft airworthy and special mission equipment not part of the airframe.
64 Operational Category Describes the current status of the aircraft. 65 Operations Overhead Cost Severable or allocable costs of support functions,
which are directly related to the ownership or
operation of the aircraft. Examples include the costs of aviation program managers, flight dispatchers, and allocable costs of physical facilities and equipment in support of the aircraft. Report costs at the operations level and one tier above. Test: Costs are included in this category only if they would not continue to exist if the agency disposed of its aircraft. In other words, if you got rid of your aircraft, and the cost still existed, it is a programmatic cost and not an operations
overhead cost for this report. Operations overhead may be allocated to an aircraft cost only where a direct connection between the operations function and the aircraft can be shown. Otherwise the operations cost is a programmatic cost and is not reportable in FAIRS. This is a FIXED COST.
66 Other Commercial Costs Any aircraft cost paid to a commercial source that does not meet any other cost element definition. This is a VARIABLE COST.
67 Other Federal Costs Any aircraft cost paid to a Federal source that does not meet any other cost element definition. This is a VARIABLE COST.
68 Ownership Category Indicates the aircraft ownership.
69 Oxygen - Commercial Cost Cost of servicing breathing oxygen systems, paid to a commercial source. This is a VARIABLE COST. 70 Oxygen - Federal Cost Cost of servicing breathing oxygen sys tems, paid to a
Federal source. This is a VARIABLE COST. 71 Paid-Out Cost Operating expenses paid out to commercial or other
Government agency providers of the CAS. Paid-out costs include operations and administrative overhead costs allocated to the C AS.
168
Data Element Definition
72 Post Disposal Quarters Allowed Represents the number of calendar quarters for which an agency/bureau is allowed to report data for a disposed aircraft after its disposal.
73 Registration Mark Identifies the unique identification mark --usually numbers and letters --displayed on Government aircraft (including foreign aircraft hired as CAS). "Tail number" is commonly used for "registration mark". 74 Report Period Begin Date Beginning date of the period for which the CAS or
Fleet Aircraft cost and hou rs flown data are submitted. This is the date for which agency costs begin to accrue, regardless of ownership or other agency use.
75 Report Period End Date Ending date of the period for which the CAS or Fleet Aircraft cost and hours flown data are submi tted. This is the date for which agency costs cease to accrue, regardless of when paid or disbursed. 76 Reporting Identifier Represents the number that, in combination with the
make and model, uniquely identifies the aircraft and is used for reporting pu rposes. Normally this number will be the serial number, but for a mission -sensitive aircraft it is the number assigned by the agency owning the aircraft in order to protect the identity of the aircraft.
77 Scheduled Calendar Maintenance Labor – Commercial Cost
Cost of all labor expended by mechanics and
inspectors associated with maintenance scheduled on a calendar basis paid to a commercial source. Report maintenance labor costs which are severable from other costs or which result from agreements where the contractor provides only labor and the
Government provides parts. This is a FIXED COST. 78 Scheduled Calendar Maintenance
Labor – Federal Cost
Cost of all labor expended by mechanics and
inspectors associated with maintenance scheduled on a calendar basis paid to a Federal source. Report maintenance labor costs which are severable from other costs or which result from agreements where another Federal Executive agency provides only labor and your Federal Executive agency provides parts. This is a FIXED COST.
79 Scheduled Calendar Maintenance Parts – Commercial Cost
Cost of all parts and consumables used for
maintenance scheduled on a calendar basis paid to a commercial source. This is a FIXED COST.
80 Scheduled Calendar Maintenance Parts – Federal Cost
Cost of all parts and consumables used for
maintenance scheduled on a calendar basis paid to a Federal source. This is a FIXED COST.
81 Scheduled Calendar Maintenance Contract Out – Commercial Cost
Cost of contracts for maintenance or inspection scheduled on a calendar basis paid to a commercial