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Winter Storm CLEON - Travel Notice Exception Advisory


Winter Storm CLEON - Travel Notice Exception Advisory

Issued: 04Dec13

Updated: 05Dec13 (Ticket Issued on/before date and add cities CMH, CVG, DAY, EVV, LIT, MEM, SGF)

Updated: 06Dec13 - Flight not Cancelled a Refund is permitted

Due to forecasted weather in the cities listed below, American Airlines offers customers the convenience to change their plans.

States/Cities Affected: CMH, CVG, DAY, DFW, EVV, LIT, MEM, OKC, SGF, TUL, XNA
Tickets Issued On/Before: December 5, 2013 (was December 04, 2013)
Dates of Impacted Travel: December 04 - 07, 2013
New Travel Dates: December 04 - 10, 2013
Tickets to be reissued on/before December 10, 2013
Waiver Code: AATN120413N
Inventory Requirements: Inventory Controlled
Origin/Destination/Stopover Changes (Connection Cities may always be changed) Yes - within 300 mile radius
Refund of Tickets: Yes - Non-Refundable refer to Flight is not cancelled Refund Permitted
Number of Ticket Changes: 1
Applicable to Travel On: American Airlines / American Eagle / American Connection®
Issued On: AA 001 ticket stock

Affected Area(s) T/From:

  • Columbus, OH (CMH)
  • Cincinnati, OH (CVG)
  • Dayton, OH (DAY)
  • Dallas/Fort Worth, TX (DFW)
  • Evansville, IN (EVV)
  • Little Rock, AR (LIT)
  • Memphis, TN (MEM)
  • Northwest Arkansas Regional, AR (XNA)
  • Oklahoma City, OK (OKC)
  • Springfield, MO (SGF)
  • Tulsa, OK (TUL)

Reissue Policy Information


American will waive change fees and travel agents may rebook and reissue tickets provided the below guidelines are met and applied:

  • Travel has not commenced on the affected flight segment and the ticket has not been reissued by American Airlines
  • The first departure flight is more than 3 hours away
  • Customer has not checked in (passenger may cancel flight to remove check-in)
  • One change is permitted under this policy without penalty fees or Change Fee
  • Tickets can only be reissued by the agency that originally issued the ticket

Applicable Dates

  • Tickets Issued on/before: December 5, 2013 (was December 04, 2013)
  • Dates of Impacted Ticketed Travel: December 04 - 07, 2013
  • New Travel Date: December 04 - 10, 2013

Change to Origin/Destination

Changes to origin/destination are permitted within 300 Mile Radius and the following applies:

  • Change must be made by the date noted for the Travel Notice
  • Fare difference must be collected and any add collect applies at the time of ticketing
  • All fare rules apply except use customer's original advance purchase time frame and waive advance purchase
    • EXAMPLE: Customer's original fare ticketed is a 14-day advance purchase; the customer would qualify for the fare requiring 14-days or less advanced purchase using the current fare quote display based on current inventory availability.
  • Inventory must match new fare quote for change
    • EXAMPLE: Current fare quote has a VA14ERD1; V inventory must be available to book. If V inventory is not available locate another appropriate fare quote, 14-days or less that has availability.
  • Ticket Change restrictions are waived.
  • Must be reticketed on/before original ticketed date of departure

If new ticket price is lower than original ticket, you must refund the difference to a MCO

Applicable Booking Class


All fare rules apply with the exception of the following:
  • Advance Purchase requirement waived
  • Minimum/Maximum Stay requirement waived
  • Change Fee waived
  • When changes to the outbound travel occur, the unaffected return date may be changed to protect the original length of the trip. The return travel must be booked in the original class of service (inventory).

Rebook permitted as indicated below:

INVENTORY CONTROL LEVEL

If the new travel originates December 04 - 10, 2013, rebook in same inventory as originally ticketed.

  • If original ticketed inventory is not available may book "V, W, L or lower" which will not result in a fare difference.
  • If original ticketed inventory is not available may book "M, K, H, B, and Y" which will result in a new fare for inventory booked and the difference must be collected.
  • First/Business Class (including UP fares) may book lowest inventory same cabin. If upper cabin is not available my book in lower cabin.
  • If Travel Notice includes British Airways, AA*/BA or BA*/AA may not book "W" if same inventory is not available. This will result in a fare difference and all rules restrictions apply.

Note: If customers are unable to rebook or reissue their ticket within the given timeline, they can cancel their reservation and use the value of the ticket toward the purchase of a new ticket; all rules and restrictions apply. Travel must commence no later than one year from the date of original issuance. Please note for tickets reissued after December 10, 2013. Change Fee will apply.

Required Documentation for Reissue

PNR must be documented with the following OSI message:

  • 4OSI AA REISSUE PER WINTER STORM CLEON DEC2013

IT Box and Endorsement Box entry:

  • IT Box must be notated with the applicable waiver code:
    • Waiver code AATN120413N for rebooking cabin to cabin (e.g. Coach to Coach)
    • Waiver code AATN120413C for rebooking origin/destination (see Change to Origin / Destination)
      • The waiver code is the only required verbiage in the IT BOX of the new ticket and supersedes all other information

        (Example: AATN120413N or AATN120413C)
    • Refer to Change Origin / Destination for guidelines
  • Endorsement Box must be notated with the applicable Travel Event Name
    • The Travel Event Name is the only required verbiage in the Endorsement box if the new ticket and supersedes all other information.

      Example: Winter Storm Alpha

Future Travel Rebooking Options that are after the Travel Event

  • Customers who reschedule their reservation for travel after December 10, 2013, and are able to reissue no later than December 10, 2013, may be subject to any applicable additional fare for their new itinerary, however, the change fee will be waived. In addition, PNR must be documented with OSI and the applicable waiver codeAATN120413E and documented ticket as noted below.
  • EXAMPLE:
    • OSI RESCHEDULED AATN120413E
    • IT BOX: AATN120413E
    • Endorsement Box: Indicate the Travel Event Name
      • Example. Winter Storm Alpha
  • Please note for tickets reissued after December 10, 2013, change fees will apply

Refund Policy Information

Flight is cancelled:
Applicable Dates

  • Travel has not commenced on any portion of the ticket - Wholly unused ticket
  • Ticket was issued on/before: December 5, 2013 (was December 04, 2013)
  • Refund is permitted for impacted travel date: December 04 - 07, 2013

If a customer's American Airlines, American Eagle, American Connection® flight validated on 001 has been cancelled due to Travel Notice - Winter Storm CLEON and no other alternate flights are acceptable, travel agents may refund a wholly unused non-refundable ticket(s) through normal ARC/BSP processing.

001 Tickets
Revenue/Published Fares
Refund - Flight is cancelled

If no acceptable protection exists, may refund wholly unused ticket/coupons from a 001 ticket to original form of payment; change fee does not apply.

  • Refundable tickets will be refunded to the original form of payment (FOP)
  • Refundable tickets that have a cancellation penalty fee will be refunded to the original form of payment (FOP); cancellation penalty fee is waived.
  • Non-refundable tickets will be refunded to original form of payment (FOP)

NOTE: If the Revenue/Published fare ticket has been EXCH by AA as an INVOL, indicate the AA ticket number for the refund request and the Travel Agent ticket in the comments. If a ticket is partially used and qualifies for a partial refund the request must be submitted on the form. Refer to: Travel Agency – Travel Notice Exception Refund Request.

If two one way tickets were issued to complete a round trip and only 1 of the flights were cancelled; may submit the non-cancelled flight and indicate in the comment field: Ticket part of a roundtrip for the refund. Submit on the online form

Bulk/Opaque Tickets


Bulk/Opaque Fare tickets must be referred to original issuing agent. If a customer's American Airlines, American Eagle, American Connection® flight validated on 001 has been cancelled due to Travel Notice - Winter Storm CLEON, and no other alternate flights are acceptable, travel agents may refund a wholly unused non-refundable ticket(s) through normal ARC/BSP processing.


001 Tickets
Bulk/Opaque Fares
Refund – Flight is cancelled

If no acceptable protection exists, may refund wholly unused ticket/coupons from a 001 ticket; change fee does not apply.

If a fares basis code contains BULK CODES then the customer must be referred back to the wholesaler/consolidator that they purchased the ticket from. If the ticket is issued as BT (zero fare ticket) then these customers must be referred back to their booking source for either refunds and/or change of destination.

  • Refundable tickets will be refunded to the original form of payment (FOP)
  • Refundable tickets that have a cancellation penalty fee may be refunded by the agency that issued the ticket to the original form of payment (FOP); cancellation penalty fee is waived.
  • Non-refundable bulk tickets may be refunded by the agency that issued the ticket to the original form of payment (FOP); penalty fee is waived.
  • For all others use Revenue Ticket rules.

NOTE: If the BULK ticket has been EXCH by AA as an INVOL the refund request must be submitted directly to AA, indicating the AA ticket number or if the BULK ticket is partially used. Refer to the link: Travel Agency – Travel Notice Exception Refund Request

Required Documentation for Refunds – Revenue and Bulk/Opaque Fares

PNR must be documented with the following OSI message:

  • 4OSI AA FLT CNLD REFUND PER WINTER STORM CLEON DEC2013

ARC Agencies must process through their IAR:

ARC/IAR REN entry:

  • Waiver code box on the IAR/Refund detail screen must be notated in the following format: AATN120413R

If a ticket has already been reissued by American Airlines or the ticket is partially used, travel agents must submit the refund request online at Travel Notice Exception Policy - Travel Agency Guidelines. These requests processed by AA Refunds will be refunded to the original form of payment.

Note: The online refund form is applicable to U.S. and Canada based agencies only.

IATA Agencies must process as follows:

GDS:

  • Refund through your GDS directly, indicate AATN120413R

BSP:

  • Waiver code on BSPLink/Refund Notice must be notated in the following format: AATN120413R

Note: If a ticket has already been reissued by American Airlines or the ticket is partially used, travel agents should refund through BSPLink.

Flight is not cancelled a Refund is Permitted:

Applicable Dates

  • Travel has not commenced on any portion of the ticket- Wholly unused ticket
  • Ticket was issued on/before: December 5, 2013 (was December 04, 2013)
  • Refund is permitted for impacted travel dates: December 04 - 07, 2013.

Revenue/Published Fares

If a customer's flight on American Airlines, American Eagle, AmericanConnection® validated on 001 has not been cancelled due to the Travel Notice – Winter Storm CLEON Exception Advisory, travel agents may refund a wholly unused non-refundable ticket(s) through normal ARC/BSP processing per grid below.

001 Tickets
Revenue/Published Fares
Refund - Flight is not cancelled

If no acceptable protection exists, may refund wholly unused ticket/coupons from a 001 ticket; change fee does not apply.

  • Refundable tickets will be refunded to the original form of payment (FOP)
  • Refundable tickets that have a cancellation penalty fee will be refunded to the original form of payment (FOP) and the cancellation penalty fee is waived.
  • Non-refundable tickets must be submitted for an AA Voucher; penalty fee is waived.
    • ARC Agencies please submit the form for an AA Voucher. Refer to: Travel Agency – Travel Notice Exception Refund Request.
    • IATA Agencies must submit a Refund Application (RA) through BSPLink for an AA Voucher
    • Exception for Non – Refundable ticket refund to AA Voucher when the Flight is Delayed beyond 2 Hours; -ARC/BSP Agencies may process the non-refundable ticket(s) through normal ARC/BSP processing. penalty fee is waived
      • Indicate Waiver Code if Refund for Length of Delay beyond 2 Hours: TN121RFND
  • If new ticket is issued (for change of destination) and new price is lower than original ticket, you must refund the difference to a MCO.

NOTE: If the Revenue/Published fare ticket has been EXCH by AA as an INVOL, indicate the AA ticket number for the refund request and the Travel Agent ticket in the comments. If a ticket is partially used and qualifies for a partial refund the request must be submitted on the form. Refer to: Travel Agency – Travel Notice Exception Refund Request.

Bulk/Opaque Tickets

Bulk/Opaque Fare tickets must be referred to original issuing agent.

If a customer's flight on American Airlines, American Eagle, AmericanConnection® validated on 001 has not been cancelled due to the Travel Notice – Winter Storm CLEON Exception Advisory, travel agents may refund a wholly unused non-refundable ticket(s) through normal ARC/BSP processing.

001 Tickets
Bulk/Opaque Fares
Refund - Flight is not cancelled

If no acceptable protection exists, may refund wholly unused ticket/coupons from a 001 ticket; change fee does not apply.

If a fares basis code contains BULK CODES then the customer must be referred back to the wholesaler/consolidator that they purchased the ticket from. If the ticket is issued as BT (zero fare ticket) then these customers must be referred back to their booking source for either refunds and/or change of destination.

  • Refundable tickets will be refunded to the original form of payment (FOP)
  • Refundable tickets that have a cancellation penalty fee may be refunded by the agency that issued the ticket to the original form of payment (FOP) and the cancellation penalty fee is waived
  • Non-refundable bulk tickets may be refunded by the agency that issued the ticket to an MCO; penalty fee is waived.
    • If unable to issue an MCO, please submit on the form for an AA Voucher. Refer to: Travel Agency – Travel Notice Exception Refund Request
    • Exception for Non –Refundable ticket refund to AA Voucher when the Flight is Delayed beyond 2 Hours; -ARC/BSP Agencies may process the non-refundable ticket(s) through normal ARC/BSP processing. penalty fee is waived
      • Indicate Waiver Code if Refund for Length of Delay beyond 2 Hours: TN121RFND
  • For all others use Revenue Ticket rules.

ARC Agencies:

NOTE: If the BULK ticket has been EXCH by AA as an INVOL the refund request must be submitted directly to AA, indicating the AA ticket number or if the BULK ticket is partially used. Refer to the link: Travel Agency – Travel Notice Exception Refund Request

IATA Agencies:

Must submit a Refund Application (RA) through BSPLink.

Required Documentation for Refunds - Revenue and Bulk/Opaque Fares

PNR must be documented with the following OSI message:

  • 4OSI REFUND PER WINTER STORM CLEON DEC2013

ARC Agencies must process through their IAR:

ARC/IAR REN entry:

  • Waiver code box on the IAR/Refund detail screen must be notated in the following format: AATN120413NR

If a ticket has already been reissued by American Airlines or the ticket is partially used, travel agents must submit the refund request online at Travel Notice Exception Policy - Travel Agency Guidelines. Partial tickets will be processed by AA REFUNDS and will be refunded to a voucher as they are partially used or the ticket has been reissued by American Airlines.

Note: The online refund form is applicable to U.S. and Canada based agencies only.

IATA Agencies must process as follows:

GDS:

  • Refund through your GDS directly, indicate AATN120413NR

BSP:

  • Waiver code on BSPLink/Refund Notice must be notated in the following format: AATN120413NR

Note: If a ticket has already been reissued by American Airlines or the ticket is partially used, travel agents should refund through BSPLink.

As a reminder, if customer elects to cancel their reservation and use the value of the ticket toward the purchase of a new ticket outside the Travel Notice dates; all rules and restrictions apply. Travel must commence no later than one year from the date of original issuance.

En Route/Diversion

Connecting customers' en route to one of the above-listed destinations or whose flights are diverted will have the option to return to their original departure city and rebook travel to alternate future dates.

Customers should work directly with the airport to obtain a boarding pass for return travel to their original departure city. If the customer wishes to rebook travel to alternate future dates, please contact American Airlines Reservations for assistance. Alternatively, they may receive a refund if re-accommodation options are unacceptable.

If a ticket has already been reissued by American Airlines or the ticket is partially used, travel agents must submit the refund request online at Travel Notice Exception Policy - Travel Agency Guidelines.

Additional Information

  • Bulk/Opaque Fare tickets must be referred to original issuing agent.
  • Some affected itineraries may have been proactively rebooked and reissued. If assistance is needed with additional changes, please contact American Airlines.
  • Changes outside of these guidelines are subject to the reissue rules of the ticketed fare. This includes any applicable additional collection or Change Fee.
  • Please ensure the above procedures are accurately followed to prevent debit memo issuance.

Resources


American Airlines will continue to monitor this Travel Notice Exception Advisory and adjust this policy if needed. Changes will be posted on AA.com and AA.com/Agency Reference. Please check these sources frequently for the most up to date information.

  • AA.com/Agency Reference: Select Travel Notice Exception Policy - Travel Agency Guidelines
  • Visit AA.com and navigate to AA News and Offers to view current travel notices.
  • Contact your Sales Support Center 800-621-8489 or American Airlines Reservations 800-433-7300 (U.S. and Canada) or for Reservations outside the U.S. and Canada, please see our Worldwide Reservations Numbers page. American Airlines encourages all customers to check flight and gate status prior to leaving for the airport. For complete travel information, visit AA.com.

Groups


Group reservations must be changed by AA Group & Meeting Travel.



 


Updated: December 6, 2013

Information contained on this website is subject to change at any time without notice. American Airlines shall not be liable for any consequences resulting from your reliance on the information.