Workers Comp Denied Mileage Reimbursement: What to Do Next in California

Estimated reading time: 18 minutes

Key Takeaways

• If your workers comp denied mileage reimbursement, you can still recover what you’re owed by documenting trips, sending a timely written demand, and escalating if needed.
• California law requires reimbursement of necessary medical travel for authorized care; most denials hinge on missing documents, timing disputes, or confusion about what qualifies.
• Submit mileage claims promptly (many carriers reference 60 days), attach proof, and verify the current DWC per‑mile rate before calculating totals.
• Travel to a QME exam is compensable; if denied, request a written reason and escalate through DWC/WCAB processes with organized exhibits.
• If medical travel not paid California continues after a formal dispute, consider legal help—especially for interest/backpay, complex QME issues, or retaliation.

If your workers comp denied mileage reimbursement for medical travel in California, you’re not alone. We’ll walk you through clear, step‑by‑step remedies—what to document, how to calculate, the elements of a written demand, and escalation routes through DWC and the WCAB. You’ll also see an actionable checklist, what belongs in your mileage log, and how to navigate disputes with support from California DWC guidance and our in‑depth mileage reimbursement explainer so you can get medical travel not paid California covered as the law intends.

Quick Answer: If Workers Comp Denied Mileage Reimbursement

• Check the denial reason now (missing documentation, late submission, or claim dispute). Note the date you received it.
• Start a mileage log today for every new trip; gather appointment confirmations, receipts, odometer photos, and map screenshots.
• Send a concise written demand within 14 calendar days of denial, attaching your proof and requesting processing or a written legal basis for refusal.
• Escalate in sequence if no response within 7–14 days: adjuster supervisor → employer HR → claims administrator.
• Request a DWC informal conference or, if still refused, file with the WCAB and prepare organized exhibits.
• Time frames to remember: begin logging immediately; send your demand within 14 days of denial; submit mileage within the common 60‑day window when applicable; escalate to DWC/WCAB promptly if ignored.
• For persistent denials or complex issues, consider counsel; here’s when to hire an attorney.

Why Travel Expenses Matter

Travel reimbursement exists so injured workers do not pay out of pocket for trips required by authorized medical care related to the work injury. When medical travel not paid California is left unresolved, workers shoulder costs they shouldn’t, skip care they need, or feel pressured to settle for less.

Common reimbursable costs include mileage in a personal car, parking and tolls, public transit, and paid rides (rideshare/taxi) with receipts. For a clear overview of what’s typically reimbursable and how the system works, review our Visionary Law Group explainer and this practical mileage guidance for employees from Employees First Labor Law.

Unreimbursed travel affects more than your wallet. It can lead to missed appointments, delayed healing, and leverage issues in settlement talks. Getting your claim travel cost work injury reimbursed keeps your care plan on track and your benefits intact.

California Rules: What to Do When Medical Travel Not Paid California

Under California Labor Code § 2802 and workers’ compensation rules, employers/insurers must reimburse necessary expenses, including medical travel for authorized care. In practice, that means the employer/insurer must pay reasonable travel expenses (mileage, parking, transit) for authorized care; they cannot simply stall legitimate requests. For an accessible discussion of California’s reimbursement obligations, see summaries from Mosey and C.H. Williams, and the employee‑focused tips from Employees First Labor Law.

Timing matters. Many carriers instruct workers to submit mileage within 60 days. To stay safe, align with carrier instructions and the DWC’s materials and forms on the DWC mileage/forms page and the timing notes in our mileage guide. When disputes persist, California’s DWC and WCAB processes offer escalation paths.

Common adjuster claims—and how to respond:

• “The claim was late.” Rebut with appointment confirmations, timestamps on your submission, and note that you sent within the commonly referenced 60‑day window. Reference your right to reimbursement under Labor Code § 2802.
• “We need more proof.” Provide a mileage log with dates, locations, provider names, receipts for parking/rideshare, and odometer photos or maps. State that the travel was to authorized care.
• “Your QME visit doesn’t qualify.” QME travel is compensable (see below). Request a written legal basis for refusal, then escalate with evidence and citations.

If you need a refresher on the system itself, visit our workers’ comp basics guide.

What Counts as Reimbursable Travel (including QME trips)

Generally reimbursable travel for a work injury claim includes:

• Visits to your treating physician and authorized specialists
• Physical therapy, imaging, and medical procedures
• Travel to a Qualified Medical Evaluator (QME) or Agreed Medical Evaluator (AME) appointment
• Pharmacy trips for prescribed medications
• Parking, tolls, public transit, and rideshare/taxi (with receipts)

Not typically reimbursable: unrelated errands, normal commuting to work (unless the trip is part of treatment), or optional, non‑prescribed trips.

Denied QME appointment transport costs

Insurers sometimes deny QME travel wrongly, claiming it’s not covered or the distance is excessive. In California, transport to a QME appointment is compensable for workers’ comp purposes. If your denied QME appointment transport costs persist, ask for a written denial and cite guidance found in our QME and travel explainer and this Shouse Law Q&A on mileage. Keep your QME notice, a map printout showing distance, and any appointment confirmations for your record.

Short case examples

• Nurse Rosa: 17 miles round trip, six times a month to PT. She received a denial for a “late log” on day 45. Rosa re‑submitted with appointment cards, a complete mileage log, and receipts, then requested DWC informal help. Her travel was reimbursed—with interest—by day 97.
• Warehouse worker Joe: His QME was 40 miles away. The insurer denied QME transport costs. Joe provided the QME notice, a map screenshot, and a concise written request to the supervisor. Payment was processed within 30 days after escalation.

How to Document Travel Expenses and Calculate What You’re Owed

Build a complete record

For each trip, create a dated entry with:

• Date
• From (start address)
• To (provider name and address)
• Purpose (e.g., PT, QME exam, imaging)
• Odometer start/end or mapped round‑trip miles
• Round‑trip miles subtotal
• Rate used (current DWC per‑mile rate)
• Total (miles × rate)
• Receipts attached (parking, tolls, rideshare)
• Notes (e.g., appointment confirmation)

Evidence to keep:

• Appointment notices or confirmation emails/texts
• Provider check‑in sheets or after‑visit summaries
• Parking/toll receipts
• Rideshare/taxi receipts
• Map route screenshots (with date) and odometer photos where feasible

For more on proof, see our guide on how to document medical visits and claim evidence.

Simple log layout

Use a consistent table to avoid disputes:

Date	From (address)	To (address & provider)	Provider	Purpose	Start Odo	End Odo	Mapped Miles	Rate	Total	Receipts	Notes
1/6/25	Home	123 Clinic Way, Ortho Center	D. Smith, MD	Ortho follow‑up	48,100	48,120	20.0	$0.70	$14.00	Parking	Conf. #A1B2C3

Calculation rules

• Total owed = sum of (round‑trip miles × current DWC per‑mile rate) + documented parking/tolls + verified rideshare/taxi fares.
• Use exact mapped round‑trip miles and round to the nearest tenth (or whole mile if your carrier requires it).
• Do not assume the IRS rate; always verify the DWC medical mileage rate before you calculate.

Find the current rate via the DWC and trusted updates. Start with the DWC news/guidance and check rate changes like the 2025 update discussed by Siegel & Moreno and in DWC announcements. For forms and official materials, see the DWC mileage/forms page.

Sample calculation (for illustration): 20.0 miles round trip × $0.70 (example rate) = $14.00. Add $8.00 parking = $22.00 total claim. Always confirm the current DWC rate before using any numeric example.

If adjusters delay payment, request interest on late reimbursements in your dispute letter. Our mileage reimbursement guide covers timing and support, and policy summaries like Mosey’s overview can help frame your argument.

Step‑by‑Step When You’re Denied — Demand, Escalate, Dispute

Immediate actions (48–72 hours)

• Save the denial letter/email and note the date received.
• Begin or update your mileage log for all future trips.
• Create a short timeline: when you traveled, when you submitted, when you followed up, and when denial arrived.

Send a written demand (within 14 days)

• Address the claims adjuster; include your name, claim number, dates of service, and the amount owed.
• Attach: your log, appointment confirmations, map screenshots/odometer photos, and receipts.
• Ask for processing within 14 calendar days, or a written legal basis for refusal.
• Reference California reimbursement obligations (Labor Code § 2802) as discussed by Mosey and C.H. Williams.

Tip: Keep your tone factual and concise. Avoid lengthy narratives—let your evidence speak.

Escalation path: supervisor → HR → claims admin

• If you don’t receive a satisfactory response within 7–14 days, email or call the adjuster’s supervisor with your original packet attached.
• Notify your employer’s HR that a required medical travel reimbursement is unresolved.
• Ask the claims administrator for confirmation of review timelines and the legal basis for any continuing refusal.

Keep a communication log: date/time, person, summary, and any promised actions. This strengthens your dispute mileage workers compensation record.

If denied QME appointment travel

• Request a written denial and the legal basis.
• Attach: QME appointment notice, map showing mileage, and confirmation messages.
• State that transport to QME is compensable under California workers’ comp rules and ask for payment within 14 days or written legal authority for refusal. See our QME mileage guide and this Shouse Law explanation.

If you’re new to QME, here’s a deeper dive into what a QME is and why the appointment matters to your claim.

Formal dispute workflow (DWC/WCAB)

• Ask the local DWC Information & Assistance Officer for informal assistance and request an informal conference using the DWC forms/mileage resources.
• If unresolved, prepare a WCAB filing: include your demand letter, mileage log, appointment confirmations, receipts, and written denial or adjuster correspondence.
• Label exhibits for clarity:
  • Exhibit A — Mileage Log
  • Exhibit B — Appointment Confirmations
  • Exhibit C — Receipts/Maps
  • Exhibit D — Denial and Communications
• Use DWC/WCAB guidance for filing expectations and timelines.

When to hire an attorney

• The insurer refuses payment after a formal dispute, or interest/backpay is at issue.
• Denied QME appointment transport costs despite strong evidence.
• Retaliation concerns or threats about your job.
• Complex medical/legal questions about what qualifies as reimbursable travel.

If you’re weighing options, here’s guidance on when to hire an attorney.

Templates & Downloads: Demand Letter, Mileage Log, Scripts

To avoid delays and ensure carrier acceptance, assemble a clean “reimbursement packet” containing:

• Cover note including claim number, total amount requested, and date range
• Mileage log with dates, miles, rate used, and totals
• Appointment confirmations, map/odometer proof, and receipts
• A concise summary of any prior denials and dates you followed up

Organize your packet in the same order every time; consistency reduces back‑and‑forth and strengthens your dispute mileage workers compensation file if escalation is required.

Sample Calculations & Visuals

Illustrative calculation: 20.0 miles round trip × $0.70 (2025 example rate) = $14.00; add $8.00 parking = $22.00 total. Always verify the current DWC rate before calculating, using updates noted by Siegel & Moreno and official DWC announcements. Use the DWC mileage/forms page for official materials.

Realistic Case Examples

Case 1 — Nurse Rosa

Rosa drove 17 miles round trip, six times a month, for physical therapy. On day 45, she received a denial citing a “late log.” She re‑submitted her log with provider cards, map routes, and receipts; then asked for DWC assistance. By day 97, she was reimbursed with interest. Her case shows how a complete log, proof of timely submission, and quick escalation can turn a denial around.

Case 2 — Warehouse worker Joe (QME)

Joe’s QME was 40 miles away. The insurer denied QME travel without a legal basis. Joe provided the QME notice and a mileage map, and escalated to the supervisor with a succinct, evidence‑first request. The costs were paid within 30 days. His case demonstrates how to handle denied QME appointment transport costs with clear documentation and escalation.

Dispute Mileage Workers Compensation (hearing prep and negotiation)

For a DWC/WCAB conference or settlement discussion, prioritize evidence:

1. Original written demands with date‑stamped proof of email/letter
2. Mileage log and supporting odometer/map screenshots
3. Appointment confirmations and provider records showing dates/times
4. Receipts for parking, transit, and rideshare
5. Written adjuster denials plus any supervisor responses
6. A simple timeline showing submission and follow‑ups

Short presentation script you can adapt to your voice: “I’m requesting reimbursement of $[X] for documented travel to authorized medical care. Exhibits A–E show the appointments, mileage, and receipts. The insurer denied payment on [date]; my documentation establishes timely submission and necessity for authorized treatment.”

Claim Travel Cost Work Injury (including in your claim and settlement)

When filing a new claim, include travel costs from the outset and keep your log current. If you’ve already filed, add a mileage summary to your ongoing claim and request timely reimbursement on the DWC mileage/forms page.

• New filings: Attach a running mileage summary and request reimbursement on the appropriate forms; see our guide to how to file a workers’ comp claim in California.
• Retroactive claims: Send a concise written demand referencing Labor Code § 2802 and request interest if payment is overdue.
• Settlements: Make sure outstanding travel reimbursements are itemized by date and amount so they’re not overlooked or waived.

Specifics: Denied QME Appointment Transport Costs

Why denials happen: QMEs are often outside your neighborhood or out of network, and carriers sometimes try to trim costs during disputes by resisting travel reimbursements. The legal/strategic point: transport to a QME is compensable under California workers’ comp rules unless and until a judge orders otherwise. Ask the adjuster to provide the legal basis in writing and attach your QME evidence to any demand or escalation. See more on QME travel in our Visionary explainer and this Shouse Law overview.

QME evidence checklist:

• QME appointment notice (date/time/location)
• Printed map and mileage
• Confirmation from the QME office (email/text)
• Any written request for an alternate location (if applicable) and the response

How to Calculate & Prove Amount Owed (rounding and interest)

Use exact mapped miles for each round trip and round to the nearest tenth (or whole mile if your carrier’s instructions require). Multiply total miles by the current DWC per‑mile rate, then add documented parking/tolls and verified rideshare fares in full. An example often used for illustration is “20.0 miles × $0.70 = $14.00; add $8.00 parking = $22.00 total,” but you must verify the current rate first through the DWC and reputable updates like Siegel & Moreno’s 2025 article and DWC news. If payment is delayed unreasonably, request interest in writing.

Resources and Process Basics

If you’re new to workers’ comp, start with our plain‑English workers’ comp basics and step‑by‑step filing guide for how to file a claim in California. For QME specifics, read what a QME is and how the medical‑legal exam impacts your benefits and disputes. For deeper documentation best practices, see our article on claim documentation requirements.

Conclusion

When workers comp denied mileage reimbursement, the most effective path forward is calm, complete documentation plus steady escalation. Start a detailed mileage log immediately, assemble proof, and send a succinct written demand requesting payment or a written legal reason for refusal. If the adjuster stalls or refuses, escalate in order and, if needed, pursue DWC informal help and WCAB filing with cleanly labeled exhibits. Don’t assume a denial is final—California law expects reimbursement for necessary medical travel, including QME appointments, and you have tools to enforce it.

Need help now? Get a free and instant case evaluation by Visionary Law Group. See if your case qualifies within 30-seconds at https://eval.visionarylawgroup.com/work-comp.

FAQ

How long does reimbursement take?

Once you submit a complete packet (log, confirmations, receipts), many carriers process within a few weeks. If you sent a written demand and 14 days pass without resolution, escalate to a supervisor and consider asking a DWC Information & Assistance Officer for informal assistance using the DWC forms/mileage resources. If needed, proceed to the WCAB as outlined in DWC guidance.

What if the insurer says I should take public transit?

Explain why transit is impractical or slower than medically appropriate, provide a comparative cost if helpful, and note safety/medical restrictions. California requires reimbursement of necessary expenses under Labor Code § 2802. For practical transit/mileage pointers, see Employees First Labor Law’s guide.

Can a caregiver get travel reimbursed?

Yes, if travel is medically necessary for the injured worker’s authorized care. Submit caregiver receipts and, ideally, a brief provider note stating the necessity of caregiver accompaniment or transport.

What if I missed the 60‑day window?

Still submit your demand with a full log and receipts. Document why the delay occurred (e.g., waiting on provider notes) and file a dispute promptly if refused. The 60 days is a common carrier instruction; don’t assume you’ve waived reimbursement automatically—consult the DWC mileage/forms page and consider speaking with an Information & Assistance Officer.

Does QME travel really count?

Yes. Denied QME appointment transport costs are a frequent but fixable issue. QME travel is compensable; keep your QME notice and a map, and ask for a written legal basis for any refusal. See our Visionary explainer and this Q&A on mileage for support.