What to Do if You Have to Spend Your Own Money Because Southwest Disrupted Your Flight

Amy Lancelotte

By:  Amy Lancelotte

Last Updated:  5 December 2025

Reviewed by:  Anton Radchenko

Flight delays happen all the time, and when the interruption is significant, it affects your plans and your wallet. Expenses like food, accommodation, and transportation can add up to more than you might expect.

These out-of-pocket costs are often eligible for Southwest reimbursement, and significant changes to your flight schedule can trigger the Southwest refund policy should you choose not to continue traveling.

We’ll take you through everything related to Southwest reimbursement, from eligibility to how to claim effectively. Plus, we’ll explore when refunds apply and trusted ways to dispute a refused reimbursement request.

When Can You Request Reimbursement?

First, there are 2 requirements to be eligible for Southwest Airlines reimbursement: 

1. Your flight must encounter a significant change, which is defined by the Department of Transportation (DOT) as any of the following:
   
   Domestic flights changed by 3 hours or more
   International flights changed by 6 hours or more
   A change in fare class or airport
   Connection changes where the new airport is less suitable for passengers with disabilities
2. The disruption was caused by an event or circumstance within Southwest’s control.
   
   Within the airline’s control: Southwest staffing, aircraft malfunctions or swaps, operational issues. 
   Outside the airline’s control (force majeure): weather, air traffic control, security threats.

Provided these conditions are met, and you have receipts for eligible purchases made as a direct consequence of the delay or cancellation, a Southwest reimbursement request is possible (though never guaranteed).

Southwest Airlines Refund Policy

It’s important that we don’t mix up refunds and reimbursement. A refund is for your ticket fare, and reimbursement is related to additional expenses you incurred due to a disruption. 

The Southwest refund policy is consistent with the requirements of the DOT. Should you experience a significant change in your flight schedule, you’ll get to choose between continuing to travel on the delayed or replacement flight or a full refund.

Southwest refunds are completed within 7 business days for credit card transactions and in 20 calendar days for cash transactions.

What Expenses Can Be Reimbursed?

As a general rule, only “reasonable” expenses are considered for Southwest reimbursement. But what does that mean? It means you need to stick to budget-friendly and mid-range options rather than go for luxury or high-end ones. This is what’s eligible for Southwest Airlines reimbursement:

• Lodging – If you’re delayed overnight away from home, it’s possible to be reimbursed for your accommodation, like a hotel or Airbnb. 
• Transportation – For the same overnight delay, passengers can request reimbursement for ground transportation to and from the hotel. This is only applicable if a free shuttle is not provided.
• Refreshments – For significant airport wait times and overnight delays, you’re also eligible for reimbursement of food and drinks.
• Delayed luggage – In cases of delayed baggage, Southwest will consider reimbursement of essentials, which are typically only basic clothing and toiletries.

Tip: To be considered for Southwest Airlines reimbursement, you must have a detailed receipt for the purchase. Screenshots from apps like Airbnb and Uber are also often accepted.

Documents Required to Submit a Reimbursement Request

To prepare for the Southwest reimbursement process, it’s a good idea to have all your documents ready, either as a reference or for upload:

• Boarding pass/booking reference (email). You’ll need these for your flight information.
• A confirmation of the disruption. Take a screenshot of the flight status in the mobile app or save any emails or texts you receive.
• Proof of the purchases you made, which is almost always detailed/itemized receipts. As mentioned, in some situations, screenshots will work. Also, if the item descriptions are difficult to understand, provide a clear description of what they are.
• While not specifically requested on the Southwest reimbursement form, it’s handy to have a timeline of events for your own reference. Calculate expense totals to make sure they match the form.

Document/Information Checklist

☑ Boarding pass
☑ Proof of the cancellation or delay
☑ Receipts with item descriptions
☑ A brief timeline of the events
☑ The total you’re requesting

How to Submit a Southwest Airlines Reimbursement Request

Southwest has a form dedicated to both LUV vouchers (compensation) and reimbursement. Here are the steps to follow:

1. Go to the Southwest Reimbursement Form.
2. Enter your flight details.
3. Enter your contact details.
4. Click Next.
5. Tick the box for reimbursement requests.
6. Confirm that you were impacted by a flight cancellation or delay.
7. Acknowledge that you provided accurate information.
8. Enter the expense amount you’re requesting for each category (accommodation, meals, ground transportation, miscellaneous).
9. Upload the corresponding receipt files for each category.
10. Click Submit.

Note that the average processing time for complete Southwest reimbursement requests is 10 to 20 business days.

Why does it take so long? As per AirAdvisor’s founder and licensed attorney, Anton Radchenko:

Travelers should expect some back-and-forth. These claims move slowly because airlines review every receipt. They’re cautious with reimbursements, so persistence is key.

When Southwest Provides Vouchers or Hotels

Often, Southwest will give passengers vouchers for meals and pre-book their accommodation and transportation. The key is that you have to request these items at the airport. If they are available, always take them. It’s easier than filing for Southwest reimbursement after the fact. Plus, if vouchers are available and you don’t take them, you may be required to prove why, which is tricky.

Common Airline Obstacles and How to Resolve Them

There are 4 typical challenges you may encounter from an airline when you’re submitting a reimbursement request. 

1. Outside the airline’s control. When Southwest claims that expenses aren’t covered because the disruption wasn’t within their control, you can challenge it if you think it’s untrue. The best example is with weather-related interruptions. To dispute, you’ll need to show that other airlines were able to run the same route on time on the same day.
2. Short delays. Remember that to qualify for Southwest Airlines reimbursement, your domestic flight needs to be changed by 3+ hours and your international one by 6+ hours. If Southwest says the delay was too short to qualify, double-check your numbers. Provide proof that the interruption does meet the applicable threshold.
3. “Unreasonable” expenses. It’s important to keep your purchases mid-range or lower. If you did stay at a more luxurious hotel, for example, explain why. Was it the only one not fully booked? The only option close to the airport? Were other hotels unacceptable due to a medical condition or disability? Explain and settle for a partial reimbursement as a last resort.
4. Codeshares. This is an easy mistake to make – you may have filed your reimbursement claim with the wrong airline. Just because you buy your ticket from Southwest doesn’t necessarily mean they operated the flight. A codeshare between Southwest’s partner airlines, like Condor and China Airlines, is a possibility. Resolve it by starting a new request with the correct carrier.

Southwest Reimbursements – Example Scenarios

Here are some real-world examples of passengers who have received Southwest Airlines reimbursement. We’ll focus on flight cancellations – they’re the most common reimbursement trigger.

Overnight Disruption

A passenger was booked to travel home on Southwest flight WN 2150 from Dallas to Denver. This flight was canceled unexpectedly due to problems with the aircraft. The only alternative was the next day at 8:10 am, and the total delay away from home was 12 hours. The passenger successfully claimed $148 for a hotel, $32 for Uber rides to and from the airport, and $24 for a meal. 

In 15 days after filing the request through the online form, Southwest reimbursed a total of $204.

Long Delay due to Cancellation

A family of 4 was booked to fly from Chicago Midway to LAX on flight WN 2397, scheduled to depart at 8:10 am. The flight got canceled due to a crew shortage, and the only available alternative was at 8:55 pm on the same day (WN 3562). While waiting for the replacement flight, the family incurred food and drink expenses totaling $89. Since no vouchers were available, they received full reimbursement from Southwest in 2 weeks.

Additional Reimbursement Protection

If your Southwest reimbursement request is proving difficult, there are a few other protections that may apply to your situation:

The Montreal Convention

Only applicable to international flights, the Montreal Convention offers up to approximately US$9,000 (6,303 Special Drawing Rights) for expenses during long delays. Although most of Southwest’s flights are domestic, they do fly to Mexico, the Caribbean, and Central America.

In the event your luggage is delayed, the Montreal Convention also has a provision to protect you on international routes. It offers up to approximately US$2,080 (1,519 Special Drawing Rights).

Credit Cards

Since the majority of flights are purchased online with a credit card these days, it’s worthwhile to check if your card has protection. Many cards have automatic coverage for delayed baggage and trip interruption that activates once you charge your fare. Contact them right away to confirm your benefits and initiate a claim.

If managing follow-up emails or challenging a denial feels overwhelming, AirAdvisor can step inWe handle the entire Southwest reimbursement request for you, persist until a resolution is reached, and work to get all your money back. And it’s completely risk-free!Check Your Flight

Author:

Amy Lancelotte

Job/Position: Senior Writer & Content Creator

Amy Lancelotte is a Senior Content Writer and editorial contributor at AirAdvisor with more than seven years of experience producing research-driven articles for global audiences. Her work focuses on travel, aviation, and air passenger rights, with an emphasis on factual accuracy, verified data, and clear, reader-first explanations.

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