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Southwest Airlines Co., WN

Flight Listing Policy and Procedures


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Commuting Pilots and Flight Attendants

For Other Airline Pilot and Flight Attendant commuting procedures on Southwest Airlines, a listing must be created through the commuter tool in myIDTravel prior to arriving at the airport.  Our gate agents are no longer able to create a listing on your behalf.  Please refer to your pilot base for a copy of the memo containing instructions on how to access the commuter listing tool.  


ZED Travel

Airline ID/Badge Requirements for Travel on Southwest 

Effective January 1, 2019 company issued ID badges are NO LONGER required to travel on Southwest Airlines (unless traveling as a commuting pilot or flight attendant).  Employees and dependents are only required to present official government ID.  

Commuting pilots and/or flight attendants must continue to present valid airline issued CREW badge in order to travel.  If you are unable to present a valid CREW badge, you will be required to purchase a ZED ticket, and a refund will not be provided.


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It is not possible to rebook your Southwest Airlines itinerary through myIDTravel at this time.  If you are not boarded on your desired flight, our airport agents will assist you at the gate by moving you to the next available flight on the same day.  If there is no other flight available on the same day, you must refund your existing ticket through myIDTravel, and purchase a new one for the next day.  (Note:  If you have checked in for your flight and you are not boarded, please wait until the following day to request your refund through myIDTravel.  Attempting to refund on the same day may cause errors or for the ticket to show as "used.") Our agents can move you on the standby list to an earlier or later flight on the same day only.  Changes to city pairings or dates will require that your existing ticket is cancelled and refunded, and a new ticket purchased through myIDTravel.


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All refund requests should be processed through myIDTravel.  Any unused ZED fare and/or taxes will be credited back to the original form of payment, usually within 3-5 business days from when requested online.   If your travel date has not yet passed, and you have not checked in for your flight, simply cancel your PNR/Booking Reference.  This will automatically refund your ticket.  Please note that unused tickets do not refund automatically!  Go to the Travel History/Flight List screen in myIDTravel and click on your PNR/Booking Reference.  Your record will be retrieved, and you will find an option to cancel your booking.   If your travel date has passed, you will need to retrieve the ticket number and then request your refund.  Do not attempt to retrieve the PNR/Booking reference after the travel date has passed as this will result in an error message.  Go to the Travel History/Flight List screen in myIDTravel and click on the Ticket Number.  This should retrieve your ticket information, and you will find a refund option in the lower-right corner of the screen.  Follow the prompts until you are notified that the refund request has been sucessfully submitted.


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Direct Flights (no plane change)

Please be aware that direct flights on Southwest Airlines are ticketed as a single coupon, based on the nonstop mileage of your journey.  Direct flights on Southwest Airlines may appear in myIDTravel much like nonstop flights; however, the travel time will be longer.  Be certain to check on and verify if you are booking a direct flight.  In the event that the traveler is removed from a direct flight at the connection city, the single coupon will have already been marked as "used," and the traveler will be required to purchase a second ticket to continue their journey.  ZED fares are priced on a segment-by-segment basis and individual coupons are to be issued.  Since only a single coupon is being issued on Southwest Airlines, and has been marked as used, there will be no refund consideration for the remainder of the journey.    


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Voluntary Flight Changes

In the event that you have purchased a pass for a connecting itinerary (ZED fares are calculated by distance AND segment), and choose to take an earlier/later nonstop or direct flight, you will not be entitled to a credit for the fare difference.  Please make a separate listing for the nonstop or direct flight, and ensure that you are checked in on that PNR prior to boarding, and refund your connecting itinerary.  It will not be possible to adjust the price paid once the ticket has been used.


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All standard baggage rules apply.  Please refer to for information concerning excess baggage and over weight baggage fees.

Checked baggage Screening and Identification: Checked baggage will be screened and is subject to physical inspection as mandated by the TSA. Customers may be required to present identification. Regulations require name identification on the outside. We recommend placing identification on the inside of the baggage, too. Name labels are available at Southwest Airlines ticket counters. Once you've checked your luggage, make sure you receive a separate claim check for each piece of baggage you've checked. Check to make sure that the city shown on the claim check(s) matches your final destination. Please see the TSA's web site for a list of prohibited items.

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Baggage Allowance

Southwest allows two (2) free checked pieces of baggage per ticketed Customer. Size and weight limitations apply.

Liability: Southwest Airlines is not liable for lost, damaged, or delayed baggage of nonrevenue travelers. Although every effort will be made to get late checked baggage on your flight, in the event your baggage does not arrive with you at your destination, Southwest will not assume delivery charges to get your baggage to you.

Cabin Baggage Carryon items are limited to one bag plus one smaller, personal-type item. Southwest Airlines limits carryon bag dimensions to 10x16x24 inches. All Customers and Employees and their items are subject to a thorough physical search. Please see the TSA's web site for a list of prohibited carryon items.

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Boarding policy

Boarding priority is determined by time of check-in.  Southwest Airlines Employees and dependents will be accommodated prior to accommodating other airline space available pass holders traveling on ZED passes, followed by other airline commuting flight attendants and pilots.

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You may add yourself to the standby list up to 24 hours before your flight's scheduled departure time at the airport by using one of our kiosks or seeing a customer service agent.  You may also print or reprint a security document at the kiosk.  Please note that online checkin for other airline staff is not available at this time.

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Dress code

The dress code on Southwest is casual, and the requirement is simply a neat and well-groomed appearance. Bare feet are never acceptable. Employees and their eligible travelers are expected to use their own good judgment.