Dear Triton Community,

Southwest Airlines (SWA) has been UC San Diego's most-utilized airline for many years and has been a favorite of travelers across the entire UC system. As such, we want to inform you about significant changes coming to Southwest that will impact UC travelers for business and leisure trips. These changes aim to enhance the travel experience, but it's essential to understand how they may impact you and your travelers.

Key Takeaways:

• May 28, 2025:
  • "Wanna Get Away" (WGA) fares will transition to "Basic" fares, which are highly restrictive
  • The automatic two free checked bags policy will end
  • Flight credit expiration will change:
    •  Credits for tickets purchased on or after May 28 will expire in 6–12 months, depending on fare class
    • Credits for tickets purchased before May 28 will not expire
  • August 2025 (anticipated):
    • Sale of tickets with assigned seating is expected to begin
  • January 2026 (anticipated):
    • Flights with assigned seating are expected to begin operating

Fare updates: 

• On May 28, 2025, SWA will introduce a new "Basic" fare, replacing the "Wanna Get Away" fare. This new fare will be more restrictive, with limited flexibility for changes and cancellations
• The new "Basic" fare will be non-refundable and non-changeable, except as allowed by SWA's 24-hour cancellation policy
• UC has negotiated a unique agreement with SWA, aligning our discounts with the "Wanna Get Away Plus" (WGA+) fares, which offer more flexibility and benefits
• UC San Diego continues to discourage use of "Basic" fare types on any airline, since they are restrictive and typically do not provide value to our travelers

Assigned Seating:

• Beginning in August 2025, SWA will begin selling tickets for assigned seating, with different seat configurations including Extra Legroom, Preferred, and Standard seats
• Rapid Rewards members will have access to select seats at no additional cost, depending on their tier level
• Assigned seats will be available through Balboa Travel, Concur, Kahala Travel, and Anthony Travel (Athletics) in alignment with what other major airlines currently offer
• SWA has yet to confirm if seating access/selection via Concur will be reliable or cumbersome like other airline seat selection, so we continue to encourage travelers to select seats directly at airline websites

Checked Bags:

• For reservations booked and ticketed or changed on or after May 28, 2025, checked baggage fees will apply, except for active-duty military personnel and Rapid Rewards members
• Note that SWA will not change its standard 2-bag-free policy for reservations booked and ticketed or changed on or before May 27, 2025
• Weight and size limits still apply

Flight Credits and Unused Ticket Management:

• Credits created from tickets purchased or changed on or after May 28, 2025, will have a specified expiration date based on the type of fare purchased
• Certain credits can be transferred to another traveler, but only if the original fare was Wanna Get Away+ and above
• There are many other nuances around credits that are still being researched and considered, so expect additional information in the coming months

Group Bookings:

• There are no anticipated changes to the SWA Group Booking program until after January 2026
• Group bookings will continue to receive the benefit of 2 free bags
• SWA has yet to clarify additional items such as group booking advance seating, use of the Groups Booking Tool, and how ticket changes and/or standby will operate

For more information, join us on May 21 for a special webinar hosted by the Central Travel Office and Southwest Airlines. Register today!   

We will continue to gather information and advise you as more details become available.  

Thank you,

Kelsey Moon (she, her, hers)

Travel Program Manager

University of California, San Diego

Advisory Board member, Society for Collegiate Travel & Expense Management

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