Short answer: Southwest's GDS policy names ARC Memo Manager as the system of record for memos and asks agencies not to send memo questions by email. An advance schedule change of 180 minutes or more on a domestic flight, or 360 minutes or more on an international flight, from the original time qualifies for a refund. Choice, Choice Preferred and Choice Extra fares give a Transferable Flight Credit for 12 months from the day the fare was booked and ticketed.
The rules below are Southwest's own, from its agency pages, each with its source and the day we checked it. For the date math on a memo or a credit, open Southwest in the airline policy finder.
How long do you have to dispute a Southwest debit memo?
Southwest's GDS policy names ARC Memo Manager as the system of record for memos and asks agencies not to send memo questions by email.
- Window: No window published
- Where to dispute: ARC Memo Manager
- Fees: $25 service charge per memo, on top of $75 for a booking violation or $50 for a policy violation.
Source: Southwest, GDS policy (September 24, 2026), checked on November 2, 2026.
The proof to gather depends on the memo's reason. Pick the reason in the finder for the checklist, or read how to dispute an airline debit memo.
Which schedule changes let a Southwest traveler get a refund?
An advance schedule change of 180 minutes or more on a domestic flight, or 360 minutes or more on an international flight, from the original time qualifies for a refund. Same-day delays over those limits with no reasonable alternative also qualify.
Exchange with waiver code WAIVESC in the endorsement, or refund with SC in the REN. Irregular operations use IROP plus the 4-digit flight number and the 6-digit date.
Source: Southwest, GDS policy (September 24, 2026), checked on November 2, 2026.
Current waivers: Southwest, travel exception policies and waiver codes.
How long does an unused Southwest ticket keep its value?
Choice, Choice Preferred and Choice Extra fares give a Transferable Flight Credit for 12 months from the day the fare was booked and ticketed. Southwest's 2025 annual report says credits from bookings made before May 28, 2025 have no expiration date. Flight credits redeem only in Southwest's own channels, not in a GDS.
Basic fares: Basic fares give a flight credit for 6 months from the day the ticket was booked and issued. Cancel at least 10 minutes before departure. A missed Basic flight forfeits its value.
Source: Southwest, Fare information and rules, checked on November 2, 2026.
For the exact day a credit runs out, with three dates to remind the traveler, open the credit in the finder. Tracking credits across a corporate account is in how a TMC tracks unused ticket credits.
How long can you void a Southwest ticket?
Void until 11:59 PM local time the following business day.
Source: Southwest, GDS policy (September 24, 2026), checked on November 2, 2026.
Where do agencies find Southwest's policies?
Southwest publishes its agency rules on its agency site. Southwest tickets carry the prefix 526 and the code WN. Rules change, so check the airline's page before you act.
Common questions
How long does an agency have to dispute a Southwest debit memo?
No window published. Agencies dispute in ARC Memo Manager.
What schedule change lets a Southwest traveler get a refund?
An advance schedule change of 180 minutes or more on a domestic flight, or 360 minutes or more on an international flight, from the original time qualifies for a refund.
How long is an unused Southwest ticket good for?
Choice, Choice Preferred and Choice Extra fares give a Transferable Flight Credit for 12 months from the day the fare was booked and ticketed.
How long can an agency void a Southwest ticket?
Void until 11:59 PM local time the following business day.
Sources
- Southwest, GDS policy (September 24, 2026) Airline policy
- Southwest, Fare information and rules Airline policy
Checked on November 2, 2026. Rules change, so check the source before you act on a date or an amount.
