Crew Meals – Stick to the Contract

Last week, all 10 of the domicile Flight Offices coordinated to include an identical message in their weekly newsletters regarding crew meals that are not boarded or are materially incomplete. This Company message included non-contractual misrepresentations regarding reimbursement limits and a time limit for the purchase of replacement meals. Contrary to the statements in the coordinated messages, the accurate information regarding reimbursement and time limits is as follows:

• There is no contractual time limit for a pilot to purchase a replacement meal in relation to the flight’s departure or arrival, although it should be proximate in time and location to the missed crew meal.
• There is no contractual reimbursement limit for a replacement meal. $30 for a replacement meal is only the automatic approval limit and should not result in a blanket denial. Submissions over $30 may require additional coordination with the Flight Office staff. 

Although the Company’s message states that replacement meals must “generally” be purchased within 90 minutes of the segment on which the crew meal was not boarded, APA understands that reimbursement requests are routinely being denied using the 90-minute time limit as a rule. By imposing this arbitrary and non-contractual time limit, Flight Offices have created an environment that may result in delays of required pre-departure pilot duties. In order to comply with this arbitrary time limit, pilots will be forced to focus on securing a timely meal rather than preparing for the performance of their duties. All this, simply in an effort to create an easier way for Flight Offices to deny meal reimbursement claims.

We have also received anecdotal feedback that casts doubt on the accuracy of some reported missed crew meals. To ensure accurate reimbursement, you are encouraged to submit your Crew Meal Not Boarded form through Comply365 as soon as possible, especially if the missed meal is discovered before departure. It may also be advisable to secure a replacement meal before departure to avoid any issues with the Company-imposed time limit. Remember that the Comply365 form currently pays $35.92 (this amount is annually adjusted) on a future Pay Statement and is in addition to the reimbursement for a replacement meal (typically paid as an off-cycle direct deposit).

Keep in mind that your assessment of fitness for duty includes securing adequate sustenance for your current segment or future segment(s), which is what the Crew Meal contractual provision was intended to provide.