CARs 401.28 covers Reimbursement of Costs Incurred in Respect of a Flight. It begins by letting you know:

The holder of a private pilot licence shall not act as the pilot-in-command of an aeroplane or helicopter for hire or reward unless the conditions set out in subsection (2), (3), (4) or (5), as applicable, are met.

Subsection 2 deals with the holder of a PPL being reimbursed in general. Subsection 3 mentions the rules regarding reimbursement by the holder’s employer while subsection 4 relates to charitable, not-for-profit or public security organizations if the pilot is a volunteer for the organization. Subsection 5 applies to farmers conducting aerial work for agricultural purposes.

To be reimbursed for costs in accordance to subsection 2:

• the pilot must be the owner or operator of the aircraft
• the pilot must not be doing the flight for hire or reward (you’re flying for yourself and not for the money)
• the passengers must be incidental to the purpose of the flight (you can’t transport passengers so don’t pick up your friend in Toronto, take him home to Montreal and drop him off there for the month)
• the reimbursement received is provided only by the passengers and to cover the fuel, oil and fees charged against the aircraft

To be reimbursed by an employer (subsection 3):

• the pilot must not be hired as a pilot by the employer
• the flight must be for business purposes and incidental to the pilot’s regular duties at his place of employment
• the reimbursement is paid
  • if the aircraft is owned by the pilot, at an hourly rate or based on distance travelled and must not exceed the direct costs of the flight incurred
  • if the aircraft is rented, the reimbursement can’t exceed the total of rental costs, direct costs and fees charged against the aircraft

If you’re flying for a charitable, not-for-profit or public security organization (subsection 4):

• the reimbursement is rate based if the pilot owns the aircraft
• the reimbursement is the total of rental costs, direct operational costs and fees charged against the aircraft

If you’re flying as a farmer as defined in section 700.01 of the CARs (subsection 5):

• you must not hold an air operator certificate
• you must be flying to disperse products for agricultural purposes
• you must own the aircraft used
• you must have at least 150 hours PIC time and at least 25 hours of flight time and the type
• you must ensure that you have the minimum number of people required to disperse the product
• the dispersal must take place within 25 mils of the centre of the holder’s farm
• do not disperse product in a control zone without the authority of the ATC unit

Here’s what to keep in mind

• You can’t make a profit flying with a PPL, at least not financial profit, and you shouldn’t try
• You can’t transport goods or people for hire
• Only the passengers can reimburse you
• The reimbursement has to be equal to the direct costs incurred

As far as I understand it, if you want to take your friends out on a tour of the area you can split the costs amongst yourselves and you should be fine. But don’t start taking them back and forth to their parents’ houses.

Update: There is a discussion on AvCanada on this very topic. Check it out!

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