The FAA Pilot Records Database: Common Questions

The FAA’s Pilot Records Database (PRD) went into full effect on September 9, 2024, with the sunset of the Pilot Records Improvement Act (PRIA). To prepare operators for this momentous change, NATA CS communicated with clients in a variety of ways, including hosting a webinar on the most common questions relating to the PRD. Upon receiving dozens of questions during that event, we decided to hold a special live FAQ session to discuss them in more detail. Below are the top 7 PRD questions we answered:  

Question 1. What should I be doing to comply with FAA pilot records requirements right now? 

There are four main items your operation should be doing to remain within FAA compliance:   

1. Retrieving pilot records from the PRD.  
2. Requesting Drug & Alcohol History Checks from previous DOT-regulated employers the pilot-applicant worked for during the previous two years, in accordance with 49 CFR 40.25.  
3. Requesting a National Driver Register (NDR) records check.  
4. Entering all new pilot records into the PRD within 30 days of creation.  

NATA CS offers PRD support services such as records retrieval and entry. To use our services, you need to complete a PRD proxy setup process and pay the one-time setup fee. We also provide support with historic record entry if you are out of compliance with this regulation. 

Question 2. What are the penalties for not having complied yet with the PRD? 

The FAA published a Pilot Records Database Compliance Oversight Notice in which it stated that non-compliance with the PRD by an operator would be viewed as a willful act. Issues of non-compliance will be reviewed on a case-by-case basis with penalties that range from a Letter of Corrective Action to civil penalties. The notice also indicates the FAA is electronically monitoring operators’ actions within the PRD.  

Question 3. How do I instruct a pilot to grant their consent so their records can be accessed in the PRD?  

The launch of the PRD has given pilots more control over their records. Pilots can review their records within the database and decide the timeline a future employer can have access to them. There may be times when a pilot is unable to access the PRD to grant access. For example, a pilot does not have a computer or smart phone.  When this occurs, they can complete FAA form 8060-14.  

To further assist pilots in navigating the PRD, the FAA created a Pilot User Guide.  

Question 4. We manage intermittent contract pilots the same as direct hire pilots. Is this the correct way for their records to be handled? 

Yes. According to the FAA, Reporting entities must provide the information to the PRD for any individual employed as a pilot, including contract pilots. 

Question 5. Are Part 91 operators required to comply with the PRD? 

Some Part 91 operators, such as fractional ownerships or air tour operators holding a Part 91 Letter of Authorization, are required to comply with the PRD. However, the level of compliance is determined by your type of operation. If you are unsure, you should consult your FAA Principal Inspector.  

Question 6. Will I still need to request Drug and Alcohol testing records and the National Driver Register Check in addition to PRD records?  

Yes. The PRD only contains certain information relating to a pilot’s drug and alcohol testing history and does not contain any driving records. Therefore, you are still required to request these two types of records in addition to what is pulled from the PRD. Due to these changes, the PRIA forms are no longer valid. If you use NATA CS to request these, our new forms are available for download here. 

Question 7. How do I set NATA CS up as my PRD proxy?  

If you would like NATA CS to act as your proxy within the PRD, and have not already contacted us, you can start the process here.  

Our team will ask you to provide information that includes your FAA certificate number and the name of the PRD Responsible Person. There is also a one-time PRD proxy setup fee. You will then receive a proxy access request via the PRD. Upon granting us proxy access in the PRD, instructions will be sent to you on how to submit PRD requests to us. 

Do you have other questions relating to the PRD transition? Contact us.