ARC Memo Manager

All newly issued memos are distributed electronically through ARC Memo Manager. US Airways charges a $25 fee to issue any paper debit memos. Please register to access, view and correspond with US Airways regarding memos.

For help, contact the ARC Customer Support Center at 703-816-8003 or email cschelp@arccorp.com.

Land/weather and schedule change requirements

US Airways requires that you enter in the tour code box *WTHR for a relaxed travel advisory policy to ensure that the ticket is issued correctly and a debit memo is not issued. If you also include a sales program code in the tour code box, please continue to include the program code before the asterisks – for example, EPXXXX*WTHR. You do NOT have to call Reservations for a waiver code to change a ticket when a land/weather waiver has been published on our website. When US issues a travel advisory on usairways.com you may rebook travel for your customers traveling on US flights to/from affected cities AND on affected dates. Just be sure to follow our guidelines:

  • You must enter *WTHR in the tour code box to avoid a debit memo.
  • A one time only change is allowed.
  • Customers must begin travel up to 7 days prior or after original departure date. Return travel dates may be changed up to the same number of days as the outbound.
  • Customers must rebook new itinerary prior to midnight of the ticketed departure date. If passenger is unable to rebook new itinerary prior to midnight, all normal voluntary change terms apply.
  • If travel between the same city pairs and the original booking code is available, standard change fee, advance reservation and ticketing requirements are waived.
  • If travel between the same city pairs and the original booking code is not available, standard change fee, advance reservation and ticketing requirements are waived, but any increase in fare applies.
  • To rebooking travel with a change to origin or destination cities, the customer may apply the value of the ticket toward the purchase of a new ticket. The booking code must be available to qualify for the fare. Any increase in fare applies. Standard change fee, advance reservation and ticketing requirements are waived. All other fare rules apply.
  • Refunds do not apply unless the flight is cancelled.

Bulk tickets

  • You must enter *WTHR in the tour code box.
  • A one time only change is allowed.
  • Customers must begin travel up to 7 days prior or after original departure date. Return travel dates may be changed up to the same number of days as the outbound.
  • Travel must be between the same city pairs. No change to origin and destination cities is allowed.
  • The original booking code must be available.
  • Change fees are waived for reissues that qualify.
  • Customers must rebook the new itinerary prior to midnight of the ticketed departure date. If passenger is unable to rebook new itinerary prior to midnight, all normal voluntary change terms apply.

Plating on US Airways

Any ticket plated on US Airways must contain at least one US Airways (or codeshare of US Airways) operated segment. In the event that a ticket is plated on US Airways and all segments are operated by OAL, a debit memo will be issued to the travel agent.

Schedule changes

If a schedule change causes a passenger to arrive more than 2 hours before or after their originally scheduled arrival time and the new segments are unacceptable, the agent may rebook the passenger on any US Airways flight (for the original city pairs) where the original booking code is available on the original date of travel. Reissue the ticket and type '*SCHG' in the 'tour code' box.

Ticket validity

On all domestic fares travel must be completed one year from the original ticket issue date. Ticket validity can be found in the fare rules for all US Airways fares.

Residual

Any difference in fare, if greater, must be collected. No refund is given for a decrease in fare (no residual value) and residual amount cannot be applied to the change fee. All non-refundable values remain non-refundable.

Authorization

In the event that you speak to a US Airways employee and receive authorization for anything that is outside of US Airways policy you must receive written authorization that is to be documented in the record of the ticket. US Airways does not honor verbal authorizations.

Universal Charge Forms

US Airways does not accept a Universal Charge Form as the form of payment for a debit memo.

In the event that a Chargeback debit memo is received and the travel agency is in possession of the original signed, imprinted with the approval code Universal Charge Form that was used for the purchase of the ticket you may send it to debitmemos@usairways.com for further review and possible closure of the debit memo. Universal Charge Forms stating "Signature on File" will not be accepted.

General rules

In addition to the rights and remedies available to US Airways under the ARC Reporting Agreement, if Agent is in violation of the ARC Reporting Agreement or this Supplement, US Airways may debit Agent for any deficiency or any loss incurred by US Airways by reason of such violation and/or may immediately terminate Agent's Appointment upon notice to Agent.

Administrative processing fee

Each debit memo issued by US Airways is subject to a service fee, and Agent agrees to pay the service fee included as part of any debit memo issued to Agent.

Payment of debit memos

Agent agrees to pay or reconcile all debit memos issued by US Airways within thirty (30) days of the date of issuance. In order to comply with Visa/MasterCard regulations that prohibit charging a cardholder’s account more than once for the same transaction, US Airways no longer accepts credit cards as a form of payment for a debit memo. Additionally, in an effort to streamline our payment application process and reduce costs, US Airways no longer accepts checks as form of payment for debit memos. All payments related to debit memos must be submitted to US Airways using the ARC Interactive Reporting System (IAR). Any check or credit card payment received directly by US Airways will result in the assessment of a service charge to cover processing.

Ticketing time limits - reissues

All changes made by a travel agent require that the ticket be reissued, with fees and fare difference collected, at the time of the change. If the travel agent is unable to complete the reissue at the time the change is made, the agent should not make the change and should contact US Airways to complete the change and reissue. Failure to do so will result in a debit memo. (All domestic debit memos must be paid via IAR in ARC. There will be a fee associated with any debit memo payment received by the carrier via check.)

US Airways airport employees are not responsible for reissuing or collecting fees for changes made by travel agencies.

Refundable tickets

All changes to refundable tickets (whether full or partially used) can be made at no charge. (Changes to passenger name are not permitted.) The value of the original reservation will be credited against the price of the new reservation.

Any difference in fare must be collected if greater and refunded if less. All non-refundable values remain non-refundable. All unused ticket segments must be canceled.

Conjunction tickets

If a domestic ticket is issued in conjunction with an international ticket, the international ticket number must be included in the endorsement box in order to be exempt from the U.S. taxes. If the international ticket number is not included in the endorsement box and the U.S. taxes are not collected, a debit memo will be issued to reclaim the U.S. tax and any service fees.

Changing & reissuing non-refundable tickets

If a customer has already missed their flight but contacts their travel agency prior to midnight on the day of departure, the travel agent must call US Airways Reservations to document the PNR to retain value. Failure to contact US Airways and simply canceling the past segment in the GDS will result in the ticket being marked with a "no value" status. Cancellations made in the GDS prior to flight departure do not require a call to US Airways.

A change fee applies to all non-refundable tickets. Any flights or flight segments canceled on or before the scheduled date of travel will retain ticket value and can be credited against the price of another ticket.

Here are the rules:

  • If a reservation is canceled on/before the ticketed departure date, the value of the ticket may be applied toward future travel up to one year from the original issue date.
  • Travel on the new ticket must be completed within one year of the original date of issue.
  • If any part of the ticket is unused after the ticketed departure date and the reservation has not been canceled, the ticket has no value.
  • Once the value of a non-refundable ticket has been applied towards the purchase of a new ticket, the original ticket is considered valueless.
  • Any difference in fare, if greater, must be collected. No refund is given for a decrease in fare (no residual value) and residual amount cannot be applied to the change fee. All non-refundable values remain non-refundable.