Staff travel information
All Southwest Airlines tickets issued via myIDTravel are e-ticketed. All nonrevenue travel on Southwest Airlines requires a listing which, is automatically generated when purchasing your nonrevenue travel on Southwest Airlines. Once the e-ticket is generated, you will automatically receive an itinerary receipt via e-mail. If you encounter an issue during the booking process, please send a message to OA_Support@wnco.com. You will need to include a screenshot of any error message in your first e-mail, so that we may look into the situation. Hours of operation are Monday - Friday, 8:00am - 5:00pm (CST). Please be aware that telephone support is not available, and all e-mails will be replied to as quickly as possible. Travel is valid on Southwest operated flights only.
As of February 9, 2015, Southwest's international network is available to other airline employees. Due to technical constraints, modifying/rebooking your itinerary is not possible through myIDTravel. Our airport agents can move your name on the standby list to the next available flight, on the same day; however, if your travel requires a date change, you must refund your current ticket and purchase a separate one for the new travel date.
If your itinerary contains both a domestic and international segment, they will be ticketed separately as Southwest currently operates out of two separate reservation systems. Please be mindful that this may require that you cancel/refund the domestic and international portion of your tickets when seeking a refund.
All standard baggage rules apply.
Relaxed and casual however, you, and your eligible travelers must present a clean, well-groomed and tasteful appearance. Acceptable attire includes clean pants or walking shorts without holes, t-shirts that do not bear any offensive/ inappropriate messaging or pictures, polo/button-down shirts, sweaters, or jackets, tennis shoes, loafers, sandals, or flip-flops. Unacceptable nonrevenue attire includes tank tops, outfits with offensive or sexually oriented inscriptions or messages, low-cut, skimpy, revealing clothing, short shorts or gym shorts, torn, ragged, slashed pants/shorts; exposed midriff or halter tops, bare feet, beach or swimwear
Listing is required for all flights. Please list yourself for travel at least 24 hours in advance.
You may add yourself to the standby list up to two hours before your flight's scheduled departure time at the kiosk, ticket counter, or gate. You may also print or reprint a security document at the kiosk.
Please check-in with a Customer Service Agent at the ticket counter at least 30 minutes prior to your flight's scheduled departure time. Check-in time matters for priority.
Boarding priority is determined by time of check-in. Southwest Airlines Employees and dependents, followed by AirTran Employees and Dependents will be accommodated prior to accommodating other airline space available pass holders.
All refund requests must be made via myIDTravel within one year from the date of issue. See above general information for additional details. If you encounter an issue during the refund process, please send a message to email@example.com.
Passengers are automatically checked in for flights with direct service (one or more stops with no change of aircraft). Passengers making a connection will need to check in again at their point of transfer with an agent at the gate. Checked luggage will be checked through to the passenger's final destination at their point of origin.
Southwest Airlines has an open seating policy. If you have a condition which requires a special seating arrangement, please speak with a Customer Service Agent when checking in at the ticket counter. Pre-boarding is available to nonrevenue passengers who qualify only if a boarding pass can be issued to the passenger prior to general boarding.
Infant safety seats
All infants must have a ticket to use an infant safety seat on an aircraft.
Proper use of a Child Restraint Systems (CRS) enhances child safety onboard the aircraft. For this reason, Southwest Airlines and the Federal Aviation Administration (FAA) strongly recommend that infants and small children who weigh under 40 pounds be secured in an appropriate CRS when traveling by air.
Be sure to check the width of your CRS. Although the width of aircraft seats varies, a safety seat wider than 16 inches is unlikely to fit, even if the armrests of the aircraft seats are moved out of the way. An ill-fitting safety seat will not provide adequate protection for your child.
The FAA has banned the use on board aircraft of certain types of CRSs that may be harmful to a child in the event of an aviation emergency. These include backless booster seats, safety belt extensions (commonly referred to as 'belly belts'), and vest or harness devices that attach to an adult. Although some that were manufactured before the FAA's ban may carry an insignia and/or language indicating they are approved for aircraft use, please understand that they are no longer permitted.
Approved Child Restraint Systems
Harness-type devices approved by the FAA:
Children ages five through 11 traveling without an accompanying Passenger age 12 or older must travel as an Unaccompanied Minor (UM) on Southwest Airlines.
Southwest Airlines will charge $50 each way ($100 roundtrip) in addition to the air fare per child for UMs to travel.
UMs may only travel on nonstop flights.
Southwest will not transport UMs on flights that may be diverted or cancelled due to inclement weather or other operational abnormalities.
When making a nonrevenue listing for an Unaccompanied Minor, please make sure to have the following information available:
Make copies of the UM's itinerary for both the UM and the parent/guardian picking up the child in the destination city.
Infant/lap child ticketing on domestic Southwest Airlines routes cannot be processed at this time via myIDTravel. You will need to see an Agent at the Southwest Ticket Counter, on the day of travel, so that they may assist you with ticketing for an infant/lap child.
To comply with the TSA Secure Flight program, please have the following information ready when making your nonrevenue listing:
+1 866 259 7967
Please note that this form is not intended to ask staff travel related questions.
Only use this form to add Southwest Airlines tips & notes to the StaffTraveler Airline Notes database.
Questions submitted through this form cannot be answered, as StaffTraveler is not associated with Southwest Airlines.
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