Thank you for the chance to submit a proposal to Jet Linx for our crewing services. This is a wonderful opportunity for both of our companies.

We have organized this proposal into the following sections for your review and consideration:

Overview

Our exclusive TripTrac™ mobile app is designed for pilots and flight attendants to make time & expense reporting as straightforward as possible. TripTrac™ is made available, at no cost, to all of our crew members to process their time & expense reports.  Basic trip information is entered, the receipts are captured using the camera on a smartphone, and everything is submitted electronically.  This is coupled with our industry-leading fast payroll, making the pilot experience of flying with JetPro second to none in the industry.

Keeping up with all of the required certifications, training and other required credentials can become complex to maintain for a flight department. It’s easy for things to fall through the cracks, especially as time moves on and things begin to expire. Our internal tracking system, CrewTrac™, enables us to ensure crew members maintain their currency in their respective aircraft in a systematic yet simple way. JetPro is able to actively manage hundreds of pilots and thousands of records. This is done with our system and database of pilots and crew developed and maintained exclusively by JetPro. In a nutshell, it allows us to process higher volumes of pilot records with accuracy and efficiency…all with less overhead.

Using enterprise-level software customized for business aviation, CrewTrac™ helps us to efficiently organize our crew. The system manages everything…including recruiting, screening, onboarding, ongoing record keeping, and payroll. Exclusively designed for business aviation, CrewTrac™ manages the credentials and certifications to satisfy FAA requirements. CrewTrac™ is used to establish credential sets, maintain them as time moves on and alerts us as old credentials expire.

The rules established by the FAA, IRS, and other government agencies cover a large portion of the rules that we need to follow. Out of the box, CrewTrac™ is certainly designed with these rules in mind. However, we also recognize that each flight department or company may have its own internal set of requirements that may impact its contract staff. These can be driven by insurance requirements, ISBAO, Human Resources, or other internal policies developed by a flight department. We work with each client to incorporate any specialized in-house training that needs to be monitored. If such training exists, we can build these items into CrewTrac™ as needed.

There are many varieties of HR and payroll systems on the market available for purchase, but none of them are tailored to business aviation staffing like CrewTrac™. The system was built with one objective in mind. The database is pre-populated with FAA type ratings, detailed aircraft makes & models, and other aviation-specific items so that crew members and the JetPro admin team can simply pick items from a list. This reduces errors, ensuring the data is stored properly, allowing accurate processing and reporting

CrewTrac™ touches each of the three main parties involved in the process: the JetPro admin team, the crew, and the client. Pertinent information from within the system is presented to different parties at different times, as appropriate.

CrewTrac™ is not just a software product. The HR and payroll tracking software is certainly at the core of it, but the idea encompasses a broader vision. CrewTrac™ incorporates the entire process, which includes the software itself, but even how we use it internally. It incorporates our internal checklists and quality control procedures to ensure that everything is processed correctly, every time.

Our IT team has worked hard to ensure that our system is safe & robust. Our hosting provider offers a redundant infrastructure to ensure that the system keeps running around the clock. To maintain security, we use a multi-layered approach. We actively manage security profiles to control who has access to what, we require strong passwords with rotation requirements, and we use two-factor authentication in the system.

CrewTrac™ dashboards are designed to organize and display crew credentials to our clients, so that they can also have visibility to pertinent records. The CrewTrac™ dashboard is designed by JetPro for business aviation and customized to the needs of each client, visible to one or more client representatives. This dashboard, presented via a shared Google Sheet, is linked through an API to data in our back-end CrewTrac™ database, actively maintained and supported by JetPro administrative staff.

Best of all, this “live” dashboard design ensures that the most current credentials are presented to the client in real time, rather than static ‘one-time’ dossiers that are time sensitive, key portions of which expire on a periodic basis. While JetPro has standards for FAA-required items, the credential lists presented in the dashboard can be customized to fit client internal training requirements. The completion and expiration dates for each item are presented including color-coding based on expiration dates (green/yellow/red) for ease of use, as well as links to each individual training document, presented as a PDF and stored in a Google Drive folder shared with the client.

To keep crew up to date,  automated email alerts are configured to notify crew members of training items or other documentation that will be expiring in X number of days. Multiple reminder emails may be configured within the system (e.g. 90/60/30 day alerts), and alerts may be sent to the client as well, if preferred. This way, clients can be assured that their crew maintains fresh recurrent training records, medicals, passports, visas, and any other time-sensitive credentials.

For most JetPro clients, the CrewTrac™ dashboard is sufficient for keeping a close eye on their approved contract pilots through JetPro. However, large clients may need to see larger lists of crew members, perhaps organized or sorted differently for different purposes. For example, reports can be configured to sort/group by aircraft model, by experience, or by geography. For these situations, custom reports can be created (specific to each client as needed) and CrewTrac™ can be configured to automatically release these reports on an as-needed or periodic basis to one or more client representatives.

General Discussion

As a general rule, JetPro is agnostic to the daily rate of the pilot. We certainly want to pay the pilot a fair salary, but historically, we have not established fixed rates per aircraft across the board, and we negotiate these on per-aircraft model with each client. As an example, two Lear 45 pilots that fly for one JetPro client will be paid the same daily rate (assuming same seat), but one or both of those pilots may make a slightly different rate if flying for another client. Pilots may or may not make a different rate depending on SIC or PIC.

Our TripTrac™ system is set up to handle both trip-by-trip and/or fixed rates per aircraft. Also, the rate tracking in our CRM System (Salesforce) is configured to handle a myriad of rate configurations, depending on the need. Some may be the same (or blank) as needed. These rates may be configured per aircraft (per N number).

To set the rates themselves, we generally follow industry contract rates, understanding that a few key differences exist, i.e. a pilot working with JetPro versus working as an independent contractor. First, the typical independent contractor pays the employee and the employer portion of the FICA tax (SS & Medicare) at 7.65% each. When the pilot is employed by JetPro, JetPro pays the 7.65% employer portion as the employer of record, cutting the tax expense to the pilot in half. Second, independent contractors typically do not carry their own Workmen’s Comp or Commercial General Liability Insurance. Given those facts, we can typically negotiate a pilot’s daily rate down slightly (on average) from going industry rates for independent contractors. When establishing rates, we consider all 3 entities, you as the client, the crew (our employees), and JetPro itself. We want fair rates for everyone so that every trip and every invoice is win-win-win.

Given the variability of the aircraft under Jet Linx management and the inherent variety of daily rates, we are proposing two options for cost structure. Our first option is a straight markup which would apply to all aircraft. JetPro’s overhead costs do not vary from aircraft to aircraft, but the daily rates (and associated taxes and insurance) can vary widely, sometimes as much as 2-3X or more. Our second option is designed to accommodate for this so that you are not over-charged on JetPro markups for larger aircraft, when our overhead costs are the same for all aircraft. We are open to discussing this option given the potential high volume.

Overview – Cost Breakdown

The graph below breaks down the various components of the all of the billable costs to you as the client. The green portion illustrates the ‘raw’ (gross) wages to the pilot (of which his or her own taxes are deducted), and the various layers on top represent the JetPro markup to the client, broken down into multi-colored layers for transparency and clarity. The total height of the graph (including the blue layers) are the total billable rate to the client. It is important to note that many of the layers (excluding the blue layers) are costs that would be incurred by any employer of record who structures a W2-based payroll system and carries the proper insurance.

OPTION A – SINGLE MARKUP 40%

OPTION B – TWO-PART MARKUP (20% + $150/day)

Specific Rates for Specific AC

Given the wide variety of aircraft, we would be more inclined to discuss per-aircraft rates in person or via phone with you so that we can craft a mutually agreeable solution. There are many complications when dealing with not only the range of AC rates, but PIC vs SIC, Domestic vs International, etc. We feel there is more value in explaining our markup structure (above) as opposed to trying to pin down potentially several dozen individual rates and numbers.

Also note that we are flexible when working with markup rates and rate structures.

JetPro offers a set of standard background checks as part of our base system. For each pilot hired, our standard hiring/onboarding process is a record verification that we solicit directly from the FAA. We also run a standard criminal background check on all new crew members. In addition to the standard criminal background check, there are a variety of several other options available & may be negotiated.

To keep crew up to date, automated email alerts are sent to alert crew members of training items or other documentation that will expire soon. Multiple reminder emails may be configured within the system (e.g. 90/60/30 day alerts), and alerts may be sent to the client as well, if preferred.