Navigating the complexities of Corporate Travel Programs requires efficient tools and clear policies, especially when it comes to airline bookings. Southwest Airlines, a popular choice for business travelers, offers accessibility through Global Distribution Systems (GDS), streamlining the booking process for travel agents and corporate travel managers. Understanding the nuances of Southwest GDS bookings is crucial for optimizing your corporate travel program. Here’s a comprehensive guide addressing key questions to ensure seamless and cost-effective travel arrangements.
Understanding Booking Flexibility and Ticketing Deadlines
One of the primary concerns for corporate travel programs is booking flexibility. The ability to hold reservations before ticketing is vital for managing fluctuating travel plans. Fortunately, even with full GDS participation, Southwest maintains this flexibility. A ticketing deadline is automatically generated for each booking, allowing reservations to be held until 11:59 PM local time the day after the booking is made. It’s important to note that fare rules can supersede these ticketing time limits, so always verify specific fare conditions. Caution: Reservations canceled and rebooked (churned reservations) may incur debit memos, a critical point for corporate travel budget management.
Integrating Rapid Rewards Loyalty for Business Travelers
Loyalty programs are a cornerstone of corporate travel, offering benefits and cost savings. Southwest’s Rapid Rewards program can be seamlessly integrated into GDS bookings. Travel agents can add Rapid Rewards numbers just as with any other carrier. For corporate travelers holding A-List or A-List Preferred status, these benefits are recognized and applied within GDS bookings through the status level indicated in the FQTV line. The GDS system validates Rapid Rewards numbers upon entry, declining invalid ones. However, name verification is not performed in GDS reservations. Accuracy in name entry is paramount to ensure the Rapid Rewards number is correctly linked to the reservation and benefits are applied.
Managing Group Travel Bookings with Southwest
Group travel is a frequent requirement for corporate events and meetings. Southwest group bookings are handled directly by Southwest Airlines, not through GDS. Claiming a PNR in the GDS for group bookings is not permitted. All group travel arrangements, including confirmation and ticketing, are managed directly with Southwest. For corporate travel programs involving group travel on Southwest, direct engagement with Southwest’s group booking department is necessary.
GDS and Southwest Website Booking Access
Understanding booking visibility across platforms is essential for efficient management. Bookings made directly through Southwest channels (website, app, or Southwest directly) are exclusive to Southwest’s system and cannot be accessed or viewed in the GDS. Conversely, bookings created in the GDS are accessible on the Southwest website and by Southwest agents. This interconnectedness allows for servicing and modifications through Southwest channels even if initially booked via GDS.
Servicing GDS Bookings Directly with Southwest
Corporate travelers or travel managers might need to service bookings directly with Southwest customer service. GDS-created bookings can indeed be serviced by Southwest directly. However, a crucial point to remember is that once a GDS booking is reissued by Southwest, it transitions entirely to Southwest’s system. Post-reissuance, the booking is no longer manageable within the GDS for any future servicing needs. This transfer of booking management is important for workflow planning and agent responsibilities.
Multi-Airline Itineraries and Interline Ticketing
Corporate travel often involves complex itineraries with multiple airlines. Southwest allows its flights to be part of a Passenger Name Record (PNR) that includes other airlines. However, Southwest does not participate in interline ticketing agreements. This means that a Southwest ticket can only be issued for Southwest operated flights. Tickets for other carriers within the same itinerary cannot be issued on a Southwest ticket stock, as interline agreements are currently not in place.
Southwest Flight Schedule Visibility in GDS
Planning corporate travel requires foresight and access to future flight schedules. Southwest’s complete flight schedule is made visible in the GDS as soon as it is released. Typically, Southwest publishes its schedules 6-8 months in advance. This forward visibility in the GDS allows corporate travel programs to plan and book flights well in advance, optimizing for availability and potentially better fares.
Booking One-Way Tickets and Circle Trips
Flexibility in booking types is important for diverse corporate travel needs. Currently, Southwest does not support booking multiple one-way tickets within the same PNR. If a traveler needs to add a leg to an existing reservation, the current ticket can be exchanged, or the additional segment must be booked in a new, separate PNR. On a positive note, issuing circle trip tickets is supported in the GDS. However, point-to-point tickets within a circle trip itinerary cannot be issued as separate tickets.
Payment Flexibility in GDS
Payment options are a key consideration for corporate travel programs. Southwest enables all standard forms of payment within the GDS, including cash and check, providing significant flexibility for travel agents. However, certain Southwest-specific currencies like gift cards, LUV vouchers, Rapid Rewards points, and residual ticket funds are not accepted forms of payment within the GDS. Corporate travel payment policies need to align with these accepted GDS payment methods.
Baggage Transfers and Interline Agreements
For itineraries involving connections to other airlines, baggage transfer policies are crucial. Due to the absence of interline agreements, Southwest does not offer baggage transfers to other airlines. Corporate travelers connecting from a Southwest flight to another carrier must collect their baggage at the Southwest baggage claim in the connecting city and re-check it with the connecting airline. This policy needs to be clearly communicated to travelers to avoid inconvenience and delays.
Conclusion: Optimizing Corporate Travel with Southwest GDS
Effectively utilizing Southwest Airlines within a corporate travel program through GDS bookings requires understanding these specific policies and functionalities. From booking flexibility and loyalty program integration to group travel management and ticketing nuances, this guide provides essential information for travel managers and agents. By leveraging the GDS for Southwest bookings while adhering to these guidelines, businesses can ensure efficient, cost-effective, and streamlined travel experiences for their employees. Understanding these processes is key to a successful corporate travel program.
