International Trip Planning

Flying your own aircraft to foreign countries is especially challenging, yet an extremely rewarding experience. It is not difficult, just requires a bit more planning and thought.

First thing is to decide where to go – a quick trip to Mexico or Canada, or an around-the-world adventure. You are only limited by your imagination, your heart, and of course your wallet.

Firstly, be sure to check with your insurance agent that the countries you want to visit can or will be covered by your policy. Generally, there will be additional costs and sometimes considerable costs – especially if going to Europe, which has extremely high liability requirements.

If you are flying turbine equipment, fuel will rarely be an issue. With piston engine aircraft, be sure to check that AVGAS is available, as overseas it is often in short or no supply.

Once you decide on the places you want to visit, string them together in an order that makes the most sense. Decide what will be your longest acceptable leg, bearing in mind sometimes the alternate will be much more distant than is normal in the US. Now you have the basic route established; do the actual flight routing on Jepessen, ForeFlight, etc. Making sure to note MEA’S, one-way airways, restricted airspace, etc.

Flying overseas entails some additional steps. When leaving the US, you have to submit an EAPIS and get a return approval before departing. When returning, in addition to filing EAPIS, you need to contact the local CBP office to get landing approval. Only once this is done, you are cleared to enter the US. You will also need to get a CBP sticker for your aircraft and secure it in an accessible place. More and more countries are requiring EAPIS filing. Also, many countries require prior approval to operate within their airspace, both for landing and overflying.

You can usually check each country’s requirements and all other requirements in the AC-U-KWIK Managers World edition. There are other sources, but it is often easier to contact one of the companies that specialize in obtaining clearances Universal, Skyplan, World Fuel, and Jeppesen will have up-to-the-minute information. I spent decades ferrying aircraft around the world, getting my own clearances and negotiating on the ground to get the cheapest deals, often not using a ground handler at all. However, on holiday and especially with guests, I highly recommend you use handlers at each ground stop. Yes, it is expensive, but negates almost all of the trouble, hassle, and time that will occur without them.

Once you have your routing, stops, and schedule organized, the next step is to hire a company to obtain all your overflight and landing approvals. These companies can also arrange ground handling and fuel at each stop. It is beneficial to try to work with handlers at each stop directly, as you can often negotiate lower prices than going through an agent.

Once you decide on a company, you will need to provide them with:

1. The route/stops/schedule and: Many times you will need to add the FIR entry and exit points.
2. Aircraft documents – C of A / C of R – notarized letter of approval if you are not shown as the owner / Insurance – be sure it covers the countries you are visiting and states such/ Radio license / Noise certificate if you have one / Aircraft performance info if going to high altitude airports.
3. Crew documents – Passport/Pilot License – make sure it has the English proficiency note on it/Medical certificate/Radio license.
4. Passengers -Passports. Most of the Flight clearance/planning companies can also plan and file the flight plan electronically, provide weather and NOTAMs. They can email or fax this to you at your hotel or to the ground handler. This way all you have to do at the airport is call for your start and airways clearance. Of course, there is a cost for this type of service. Really depends on how involved you want to be.

Make Copies

1. Everyone’s passport/Crew passports/Crew Licenses /Crew Medicals.
2. Aircraft C of A/C of R/Radio License /Insurance certificate/Noise cert.
3. Flight plans for each leg
4. General Declarations. These are forms that you need to present at each international arrival and departure. You should make sure you get at least one stamped copy leaving each country. You will present this on arrival at the next country; it proves you left the last place properly and legally.
   Fill out as much as you can in the flight plan and General Declaration forms, then print more copies than you think you could need.
   Buy a multi-slotted, see-through folder and separate each of the above files into separate pockets. You will often be asked for these documents; if you can quickly pull them out of your folder and simply hand them over, it will save a lot of time and will also be appreciated by the authorities. It shows them you are organized, professional and will make everything else go more quickly and easily.
   Print more of all the above than you think you could need – lot easier to throw away extras at the end of the trip rather than try to find a printer in a hot, airless airport office, as the locals get more and more frustrated.
   Being well prepared will negate so many delays and awkward situations.

Ground Handling
If you get handling, be sure to have several contact phone numbers and also emails. The most frustrating situation is to get to the airport after arrival or ready to depart, expecting to be met by the handler and no one is around. So, especially before you head off to the hotel after arrival, be sure you have a meeting place and time allocated at the airport – unless they are picking you up at the hotel. It is very easy to hurry off after arrival without making these plans.

Sometimes you will need to pay for handling services, landing, parking, security, etc. on the spot. Most places now take credit cards; otherwise, US dollars are almost always acceptable, although the Euro is preferred in many locations. Often when working through a flight planning/handling company directly, they will simply bill you after the fact.

At some airports, Immigration/Customs/Police will come and meet you at the aircraft – often taking a cursory glance inside. Be vigilant, but not pushy- they are just doing their job and are generally polite and efficient. At other airports you will go through a separate private terminal for general aviation and at others – the worst – through the main terminal. Regardless, the handler will lead you through, hail a taxi outside, or, if you requested, will have transport arranged ( though this is not necessary and usually is at least 100% more expensive than a simple taxi). Always make a specific arrangement as to what time and exactly where to meet the handler for your departure. Nothing worse than arriving at the main terminal searching in vain for your handler. Make sure you have good contact telephone numbers and names. This is easy to forget in the hurry to be on your way to the hotel.

Country clearances – yes you can do it yourself; again AC-U-KWIK will give you almost all the information you need. Generally it is very time-consuming and tedious. The worst part is if you have delays – then it will be up to you to contact every downstream country and renegotiate or update the clearances. On holiday and especially with guests, just let a professional company handle it.

Weather and Best Times to Travel
The FBO or handler should be able to provide you with enroute and terminal weather along with NOTAMS (be sure to check these, much more important than in the US, although you should always check regardless of location). There are now numerous apps that can provide worldwide aviation weather – an example being “Windy”. Check various weather apps out before your trip.

I chose to fly around South and central Americas in September/October/November. Ran into almost no bad weather and only did two real IFR approaches in Cartagena, Colombia and Brownsville, TX – just low clouds and rain. Good idea to research the weather patterns and history of your destinations to be sure you are going at a good time.

Hotels and Tours
On our three months of travel throughout South and Central America, I used a travel company in Lima, Peru (Vamos Expeditions). I had worked with them previously, and they did a magnificent job. Again, if you use one company to make the arrangements, then if delays or plans change, it is only one call to the travel agent who will coordinate all downstream changes. If you are doing it yourself, be ready to make numerous calls to sort out the changes. Also, using a travel agent usually costs you nothing, and they can often get you better deals.

Fuel
I usually try to fuel immediately after landing – before customs, immigration, etc., but certainly before leaving the airport. This way you will be ready to depart when you want – nothing more frustrating than arriving at the airport and being told it will be an hour or more for fuel, as many commercial flights are taking precedence.
I check with various fuel suppliers (AEG, World Fuel, etc.) then also with the handler at each stop to obtain the best pricing. I usually end up using AEG or World Fuel about 80% of the time. One big advantage is that at each location you have a fuel release; it is simply a sign and go, no cash or credit card needed. You will need a printed fuel release for each fuel location – make sure to carry at least two copies per location and make sure the dates are correct.

If you use AVGAS, be sure to check availability at each stop – many places no longer stock this type of fuel.

Charts, etc.
We use ForeFlight on our iPads and loaded Garmin databases into our 530 and 430. Jeppesen is the only company with truly worldwide coverage.

Learn about Intl flight plans, differences in Intl ops compared to US.

If you use FAA IFR procedures, you will be ok almost all the time. Some of the differences are:

1. Start-up clearances are almost always required. I usually try to obtain my start-up and IFR clearance before start on my handheld. In Europe you will generally only get a departure and squawk code; the remainder is per your Eurocontrol pre-approved flight plan.
2. Transition levels differ in each country – they are notated on the IFR approach charts. It can be as low as 4,000 feet. The normal practice is to use standard setting once given a climb to a flight level, and set local when given an altitude on descent. Altimeter setting will be given in Hectopascals rather than inches. Many modern altimeters have both inches and Hectopascals, or the ability to switch between types. Otherwise, just print out a conversion table – obtainable from the internet.
3. Altimeter settings will be given as QNH – same as altimeter setting in US – gives the height above sea level. QFE (seldom used) gives the height above the specific airport you are landing at, and the altimeter will read zero on landing. Always read back the QNH.
4. Whenever you are above the transition level, you are now at a FLIGHT LEVEL – so if the transition level is 4,000 feet and you are at 6,000 feet when talking with ATC, you are at Flight Level 060.
5. When flying overseas, you will transit FIR’s (flight information regions) similar to centers in the US. They control all traffic and ATC coms in their area. On charts you can find the boundaries and ICAO identifiers depicted by jagged lines.
6. When filing a flight plan, you will need to add: FIR/ETE, which is the ICAO identifier plus the estimated time enroute from departure to that point. Enter this in Item 18 as shown here for a flight from Fort Lauderdale (KFXE) to Grand Cayman (MWCR). Also add the Cube overflight or any other clearance number in this area. The main issue with ATC is to speak clearly, slowly, and use proper ATC terminology. Also try to listen to what is being said and not to the accent. If in ANY doubt, ask for clarification. For example, if you are cleared to a point a long way down your route past multiple enroute points – be sure whether you are cleared by the route or DIRECT to that point.
   Be cautious when given a descent clearance – sometimes you will be cleared to a low level which is below some of the MEAs; you still need to abide by these altitude restrictions and ATC expects you to do this yourself. When going into an unfamiliar destination it pays to get down as soon as you can and slow down as well – nothing worse than trying to get down, slow down and comply with unfamiliar routings while trying to keep ahead of the airplane. Planning and briefing the arrival well ahead of initial descent is well worth the effort.
7. Outside radar airspace you will need to give position reports. These are given in a specific format:
   Position/time/Flight level
   Next position/estimated time
   Next position.
   Time is always ZULU/UTC, but never say ZULU or UTC – this is a given.
   Example:
   Gander N123AB position—
   N123AB Gander go ahead—
   N123AB checked ALPHA 1230 flight level 260
   Estimate Bravo 1315 next Charlie.
   Always use the complete call sign and DO NOT say Cessna or aircraft type unless asked.
   When outside radar coverage, transponder to 2000 unless told otherwise.
   Good practice when outside radar is to use SLOP (Strategic Lateral Offset Procedure) – just offset your track ½ or 1 mile right of track.
   Also, if your ETA changes by more than 3 minutes you need to advise ATC.
   Don’t blindly accept an ATC clearance without checking that you can comply with any restrictions and they are sending you where you want to go. I have on many occasions been given routing for the opposite direction I wanted to go. So just be proactive and keep good situational awareness.
   It can be very confusing once on the ground at an unknown airport, especially if immediately you are given a complicated taxi route. Try to look at the airport diagram ahead of landing, assess where you will exit the runway, and then figure out what the logical taxi route will be. This will be a huge help and hopefully avoid embarrassing mistakes or long delays as you try to figure out where you are and where to go.

Extra Thoughts
I secure a couple of credit cards/cash/copies of Passport/Pilot License/Medical etc. in a safe place in the aircraft. It is very unlikely you will have anything stolen or lost items, but it is nice insurance. In 40 years of worldwide flying, plus overseeing thousands of international operations, I have never had any aircraft broken into at the airport. Airports are often the most secure locations in a country – especially sketchy ones.

The more organized you are, the better. You will find that the flying is the easiest part. Although with modern communications and a good handling company it is not hard or overly complicated. The main thing is to be polite, patient, and remember you are a visitor to their country.

One other thing is whether or not to wear a uniform. A simple white uniform shirt with epaulets is the most I have ever used, and it does help, especially in the third world. Do have a bright ramp security vest and, if possible, print up some crew ID’s. All helpful but not strictly necessary, especially with good ground handling.

Aircraft spares – your maintenance provider will be able to work with you on a list. Basic tools and first aid kit. Of course, if over water – life raft, life vests, and survival suits if flying a single.

Not a bad idea to have soft drinks, snacks, etc. to give to handlers and fuelers, instead of cash tips. I try to avoid giving cash tips as it sets up an expectation for the next aircraft. However, we are privileged and very rich compared to ground staff, so let your instinct be your guide on this issue.

If you are worried about the possibility of the aircraft being broken into and drugs etc. being put aboard, you can get security stickers online to affix at each opening. Although in 40 years and thousands of operations we have never had anything like this happen.

I like to arrange luggage so I can take the minimum needed for each location. I carry a soft bag to put in a couple days’ worth of clothes, etc., rather than haul my entire luggage to each hotel, when I don’t need half the stuff. Also, it makes for quicker immigration/customs the less you have.

International flying is not as intimidating as it seems. Be well organized, be current, be proficient on the radio, know your aircraft. Have patience, have a sense of humor and a sense of adventure, and it will be a great new experience. Your airplane is a magic carpet that can take you almost anywhere. Flying yourself to far-away destinations makes the journey both rewarding and challenging. It will reward you with great memories and great stories.

Information:
USA – Aircraft customs sticker: apply and buy at dtops.cbp.dhs.gov.

US EAPIS – you need to obtain a login at eapis.cbp.dhs.gov. Once done, you can create a profile and do all EAPIS filings online.

CARICOM: the organization for many of the Caribbean and Central American countries.

Create an account at caricomeapis.org. Once done, you can then submit EAPIS for all compliant countries.

You can get copies of General Declaration forms off the internet

You can get copies of ICAO flight plan forms off the internet

Sample IFR flight plan KFXE to MWCR

Copy of chart highlighting the FIR boundaries and identifiers. On almost all nav screens, tapping on the FIR boundary will bring up the ICAO identifier code.

Obtain AEG and World Fuel accounts at the respective websites. There are various other fuel accounts available and easily found with a Google search.

Innumerable companies provide flight clearances and planning services. They are easily researched via the web. I mainly use Skyplan of Canada, as they have provided great service over many years. However, many other companies can supply similar services.