Southwest Airlines (SWA) has been UCOP’s most-utilized airline for many years and has been a favorite of travelers across the entire UC system.

UC Travel is informing colleagues about significant changes coming to Southwest that will impact business and leisure trips. These changes aim to enhance the travel experience, but it’s essential to understand their impacts.

TLDR (key takeaways and dates)

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 update details

• Beginning on May 28, SWA will introduce its “Basic” fare, replacing “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

Note: UCOP continues to discourage use of “Basic” fare types on any airline, since they are restrictive and typically do not provide value to our travelers

Updated fare chart and benefits

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 UC’s contracted travel agencies (BCD and UCTC Travel) 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 encourage travelers to select seats directly at the SWA website.

Checked bags

• SWA’s standard two-bag-free policy will apply for reservations booked and ticketed or changed on or before May 27, 2025.
• 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.
• Weight and size limits apply to all baggage.

Flight credits and unused tickets

• 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+ or 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 two 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 questions related to UC business travel, contact the BRC Travel and Entertainment team.

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