Mileage Reimbursement in Workers' Compensation: How It Works and What You Need to Know

What Is Mileage Reimbursement in Workers' Compensation?

Mileage reimbursement is the payment that an employee receives for using their personal vehicle to perform work-related duties while injured. In the context of workers' compensation, it covers the cost of fuel, wear and tear, and depreciation for travel necessary to seek medical care, attend court hearings, or travel to a temporary work site.

When Is Mileage Reimbursement Triggered?

Employees become eligible for mileage reimbursement when they:

• Are injured on the job and need to travel to a medical facility.
• Must attend a workers' compensation hearing or court proceeding.
• Are reassigned to a temporary work location that requires travel.

In most states, the claim must be approved by the employer or the state workers' comp board before mileage can be paid.

How Are Mileage Rates Determined?

Each state sets a standard mileage rate that reflects the average cost of operating a vehicle. The rates are usually updated annually by the U.S. Department of Transportation (DOT) and adopted by state boards. The most common structure is a fixed per‑mile amount.

Example Rate Table (2024)

Documentation Requirements

To receive mileage reimbursement, workers must provide:

• Detailed mileage logs showing date, purpose, start and end locations, and total miles.
• Proof of travel such as receipts, GPS data, or a signed statement from a medical provider.
• Any supporting documents that validate the necessity of the trip.

Failure to submit complete documentation can result in denial or partial payment.

Common Misconceptions

It's Not an Expense Claim: Mileage reimbursement is a workers' comp benefit, not a general expense claim.

You Can't Claim Round‑Trip Miles: Only the miles actually driven for the specific purpose are reimbursable. Personal commuting is excluded.

Rates Are the Same Everywhere: Rates vary by state and may change annually; always check the current rate for your jurisdiction.

Practical Tips for Workers

1. Keep a mileage log in a dedicated notebook or digital app.

2. Note the medical appointment or hearing date and the exact address.

3. Use a reliable navigation system to record start and end odometer readings.

4. Submit logs promptly to avoid processing delays.

5. If you're unsure about a trip's eligibility, ask your employer's HR or the workers' comp board for clarification.

When to Seek Legal Assistance

Disputes over mileage reimbursement can arise if an employer denies payment or if the board questions the validity of the claim. In such cases, consulting a workers' compensation attorney can help you navigate appeals, present evidence, and ensure you receive the full benefit you're entitled to.