Introduced by the European Union in January 2025, the ReFuelEU Aviation regulation represents a pivotal move in Europe’s efforts to cut carbon emissions.

While its environmental ambitions are commendable, the regulation presents one of the most pressing compliance challenges for business aviation operators. Strict limits on fuel tankering have imposed complex logistical and administrative demands on aircraft management and charter businesses, as well as jet brokers and owners.

Tankering refers to the practice of over fuelling at one location to save refuelling at a future stop, typically to reduce costs. In business aviation, it supports multi-leg itineraries while avoiding delays at remote airports and offering flexibility during time-sensitive operations.

Europe’s anti-tankering mandate aims to curb this practice. Aircraft departing EU airports are now required to meet strict minimum fuel uplift thresholds.

With sustainability reporting obligations beginning in March 2026, operators are required to log, track and report their fuel uplift data accurately. Non-compliance risks both financial penalties and reputational damage, yet several operators are only now beginning to understand the full extent of what is required.

What makes ReFuelEU particularly challenging is the volume and granularity of data required. According to industry feedback, fuel reporting under ReFuelEU is three to five times more time-consuming than traditional processes. Unlike commercial airlines with dedicated compliance teams, many business aviation operators rely on lean teams managing everything from dispatch to documentation. Here, the risk lies not only in non-compliance but in human error, fragmented reporting processes and time lost managing spreadsheets instead of customers.

ABS Jets described the changes during a panel discussion at EBACE25 as ‘very difficult to comply with’. Other panellists highlighted that while SAF goals are shared across the sector, the implementation demands significant process transformation and investment.

The added administrative load of ReFuelEu is driving demand for robust compliance systems designed to help operators accurately monitor and report fuel usage. Digitalisation is proving essential in helping operators manage the growing complexity. Digital libraries allow operators to centralise regulatory content, streamline documentation workflows and eliminate the inefficiencies of traditional paper-based systems.

What once required manual updates across multiple platforms can now be managed in a single system, with changes automatically distributed to all relevant personnel. This not only improves operational efficiency but also ensures greater consistency and transparency across teams.

The ability to maintain real-time version control, audit trails and read acknowledgements helps compliance managers ensure that every team member, from operations staff to flight crews, is aligned with the latest fuel policies and regulatory updates.

Some operators are developing dedicated fuel policy manuals to guide pilots and crew through new compliance procedures. Storing these documents in a digital library ensures they are accessible, easy to update and consistently applied, reducing the risk of data gaps, miscommunication and non-compliance.

AI-powered tools are enhancing this further by changing how teams interact with documentation. Using natural-language search, users can ask questions and instantly receive citation-backed answers drawn directly from their manuals. This speeds up decision-making in time-sensitive situations and makes regulatory information more accessible across the organisation.

Generative AI can also support the authoring process itself, helping compliance teams rephrase content, generate clear summaries and format technical information more effectively. This ensures manuals are not only accurate and quick to create, but also easier to understand and apply in day-to-day operations.

As regulatory complexity grows and reporting deadlines approach, these digital and AI-driven tools are becoming essential in helping operators stay informed, responsive and fully compliant.

Technology alone isn’t enough. One of the most overlooked elements of ReFuelEU readiness is staff training. Ensuring that pilots, dispatchers and administrative teams understand the nuances of the regulation is critical. Without clear guidance, even the best systems can fall short.

Education should be embedded into compliance strategies, from integrating regulation summaries into manuals to using AI assistants to answer FAQs in real time. By creating a compliance culture built on knowledge-sharing and digital tools, business aviation teams can confidently manage new reporting obligations and avoid costly errors.

The business aviation industry is no stranger to regulatory pressure, but ReFuelEU marks a new frontier in sustainability-led compliance. While some operators may view the mandate as a burden, it presents an opportunity to modernise systems and adopt digital tools that offer long-term efficiency and resilience.

Digital transformation doesn’t need to be disruptive. It can begin with something as simple as converting your compliance documentation into a single searchable platform. As AI and automation evolve, operators that embrace digital workflows will not only navigate ReFuelEU more smoothly but also be better prepared for the future.