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British Airways

Staff travel information


BA staff travel loads are not always accurate and should be taken as an 'approximate' guide to availability. It shows the number of listings and priority, but not commercial overbookings, etc. There are also examples where more available seats are shown than the cabin capacity, particularly in J class, due to moveable cabin dividers. Loads become available 72hrs before the departure of the flight.


For details, please see:


Checked baggage

Please note that once you have made a listing on BA (see Flight Listing section above), you can go to ba.com and check the baggage allowance for your specific flight. It is essential to check that information, because that is the allowance which will apply, regardless of what may be on your ticket.

No single bag or piece of baggage will be accepted if it weighs more than 23 kg/51 lbs, regardless of the allowance applicable to the flight on which you are traveling. If you have an item which exceeds that weight, you must re-pack into separate bags. If this results in you exceeding the baggage allowance, you must pay any applicable excess baggage charges.

Duty travel checked baggage

Your allowance will be in accordance with the type of ticket you are using. JIDxxS1 will mean you are eligible to the business class allowance. YIDxxS1 will mean you are eligible to the economy class allowance.

Cabin baggage

One medium bag, maximum dimensions 56 x 45x 25 cm (22 x 17.5 x 9.85 ins), maximum weight 23 kg/51 lbs (but you must be able to lift it into the overhead locker yourself).


One laptop bag OR one briefcase OR one handbag

Dress code


BA has a dress code which is applied to rebate passengers. Please ensure that your attire is appropriate for the cabin of eligibility.

Seat allocation will depend on how you present yourself. If your attire is inappropriate for the cabin of eligibility, you will be seated in a lower cabin, or may be refused travel.

If there is a need on the day to upgrade on departure to a cabin higher than your cabin of eligibility, those who do not comply with the dress code applicable to the available cabin will not be considered for an upgrade.

Club World and Club Europe cabins

Employees should dress in a smart casual style which may include smart, clean jeans and training shoes.

All cabins

In any cabin, for comfort on long-haul overnight flights, employees may change into a plain-colored track (running) suit after take off.

Any items of sports or beach wear or any other extremes of leisure wear are unacceptable in any cabin.

Smart national dress or company uniform is acceptable in all cabins.


Listing is required for all flights.

Passengers without a listing will be refused travel.

Important Note

Please note that BA will not accept coupons for different airport pairs. The airport pair on your coupon must match the flight on which you wish to travel.

For travel on flights operated by BA, BA CityFlyer, OpenSkies and the BA Franchisees (Sun-Air and Comair), listings must be made via idtravel.ba.com

Our listing site is not currently able to process tickets that feature other airlines and routes that are not specific to BA.

Please be sure to complete the Flight Choices section on the web-site: this gives our check-in system information to help us allocate seats, for example, whether you are prepared to split across cabins or across flights if you are travelling with other people on the same ticket type.

If you have any problems using the site, please check that your e-ticket has been correctly issued. If you are sure your e-ticket is correct, and are still having problems, please advise your staff travel office.


All airports with self-service check-in kiosks

  • Please present yourself at a self-service check-in kiosk at least 60 minutes before your scheduled flight departure.
  • The kiosk will tell you what to do next, so please read the screen carefully.
  • The kiosk will print a boarding pass, which will show your booking reference: this is key information, especially if you are not allocated a seat number by the kiosk.
  • If the kiosk prints a boarding card with a seat number, this means you have been accepted for the flight; please go immediately to the departures lounge and the gate.
  • If the kiosk prints a boarding card without a seat number, the kiosk will tell you what to do next.

Additional information about Heathrow Terminal 5 You must be through the ticket presentation point by 35 minutes before scheduled flight departure time. This point is immediately before Security. You should only go to the Staff Travel area located behind Zone A in T5 if:

  • You are travelling on a standby ticket
  • AND You have checked in and have a standby boarding pass
  • AND You have had any hold bags tagged
  • AND You have had passport & visa checked where necessary
  • AND It is 60 minutes before the scheduled departure time of your flight
  • AND You are the party leader (when travelling in a group Once there, information about acceptance onto your flight will be displayed on the Staff Travel Screens.

Additional information about Terminal 3 Staff passengers traveling to destinations from Terminal 3 will need to check-in at a check-in kiosk on arrival at the airport. There will be no staff travel office in Terminal 3. If a seat is allocated at the time of check-in, those passengers with hold baggage should proceed to a Fast Bag Drop desk to have their bags tagged. Passengers without bags should proceed to security. Passengers who are not allocated seats at the time of check-in should retain their bags and go the to Flight Management Desk. Passengers who are not accepted for their flight and who wish to standby for a later flight on the same day will be automatically transferred to the next flight. Alternatively, passengers will be able to re-list themselves at one of the Employee Self Service (ESS) kiosks available by the Customer Service Desk adjacent to the terminal entrance door.

Changes to Terminal 3 check-in effective 17th September 2015 Check in at a kiosk in Zone D. If you are allocated a seat follow the kiosk instructions to have your bag tag(s) issued. You should then proceed to a bag drop desk. Note: there is no dedicated bag drop desk for staff passengers. If you are not allocated a seat at check-in proceed to the Staff Travel Room located to the right at the rear of the zone. You must check the screen in the office for further information. You may also receive a text message if you have registered your mobile/cell number. If accepted for travel go to a bag drop desk in the main area for your boarding card and baggage acceptance. If traveling with hand baggage only, proceed to the ESS Flight Management Desk to have your boarding card issued and documents checked. If you are not accepted for travel you will be automatically listed for the next flight to your destination if it is on the same day. You should return to the area to check the screens for acceptance. If you do not want to be listed for the next flight go to the ESS Flight Management Desk to advise.

At London Gatwick North Terminal All staff travel colleagues who are not assigned a seat when checking in at a self-service kiosk will remain on standby landside until the flight has closed. Staff travel colleagues will then be on-loaded via a dedicated Flight Management Desk in Zone A

All other airports: If there is a desk signposted for standby travel, go to that desk. If there is no signposted standby desk, go to the World Traveler or Euro Traveler desk.

Duty travel check-in Where kiosks don't exist check in at the counter for the class to which you are eligible, which will depend on whether you have JIDxxS1 - meaning business class, or YIDxxS1 - meaning economy.

Check-in times To allow for the added security procedures now in place, please ensure that you have completed check-in formalities by 60 minutes before scheduled departure time .

Through check-in Through check-in is not available to standby passengers. When planning your trip, please ensure you leave yourself enough time to land and check-in again at any intermediate point.


Once you are waiting for your flight at LHR, you can enter your PNR code at www.britishairways.com/onload on your phone. This will give you your flight status. Refreshed every minute.

When there are two or more interline employees travelling on the same flight, the time of check-in at the station where you are boarding your flight will determine the onload/offload and the cabin upgrade/downgrade order.


Please do not ask any BA staff for an upgrade. If on the day of travel seats are not available in your cabin of eligibility, you will automatically be considered for an upgrade to the next higher cabin depending on commercial and operational needs, and subject to complying with the applicable dress code for that higher cabin.


Special meals

It is not possible to pre-book special meals for rebate passengers. Therefore you and/or your eligible nominees who for any reason require a special diet, must provide your own food, in sufficient quantities to last for the duration of the flight.

Seat requests

  • Seat requests are not permitted on Staff Travel. If the flight is open, the check-in agent may ask if you want an aisle or a window seat, but this depends on availability.
  • Even if you are assigned a specific seat at check-in, this may be changed to accommodate commercial requirements.
  • Please note that staff passengers must comply with requests from BA check-in staff, cabin crew, and flight crew, and must change seats if asked.
  • Use of a safety seat for an infant is not permitted on board for rebate passengers.

Unaccompanied minors

Children under 16 years cannot travel on a rebate ticket unless accompanied by an adult travelling on the same type of rebate ticket.


No special service requirement is permitted when travelling on standby travel.

Amenity bags will not be given to staff who travel in premium cabins. If offered, we ask that you politely decline.


Please remember that for international travel, each passenger must have a valid passport, and must have relevant visas for the destination, and for scheduled points en route, in case off-loading becomes necessary.

Also, some countries require Advance Passenger Information (API), and BA requires that this must be provided before check-in, using the Manage My Booking section of ba.com.

USA: (Secure Flight data item added 18AUG10)

Please note that with immediate effect, our listing website will collect the following data items for all travel to or from the USA before the listing is created:

Gender, First name (as on passport), Last name (as on passport), Date of birth.

This information is sent to the USA authority 72 hours before departure, or at the time of listing if that is within 72 hours.

In addition to API, the USA requires all Visa Waiver passengers to have completed the Electronic System for Travel Authorization (ESTA) application, ideally at least 72 hours before departure. You do not need to enter travel details or address in the USA, and if approved, the authorization is valid for two years, so it is worth applying well in advance if you think you have any intention of travelling to the USA in the coming two years. If you do not have the authorization, you will not be able to travel on BA to the USA. The link to the web-site, which does show who is included in the Visa Waiver program, is:


British Airways flight loads

Download the StaffTraveler app to get accurate, reliable seat availability for British Airways flights.

Non-rev tips

Flying on a stand-by ticket can be challenging. We have gathered invaluable insider information and tips to help you to get on board.

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