Workers Comp Denied Mileage Reimbursement? How to Recover Medical Travel Costs in California

Estimated reading time: 16 minutes

Key Takeaways

• If your workers comp denied mileage reimbursement, California law still requires payment for reasonable transportation to authorized medical care, including QME exams.

• Submit claims promptly—within 60 days is standard practice—to avoid delay defenses and keep a clear paper trail with maps, logs, and receipts.

• Use a structured dispute: get a written denial, compile evidence, send a formal demand with exact subject formatting, and escalate through DWC if unpaid.

• 2025 mileage rate is $0.70 per mile, plus parking, tolls, and public transit or rideshare when reasonable; document the shortest reasonable route.

• Persistent denials, high unreimbursed amounts, or QME-related issues are strong reasons to consult a workers’ comp attorney for penalties and hearings.

• Keep future claims clean by requesting written pre-approval, maintaining contemporaneous mileage logs, and attaching DWC Form 9782 to each request.

Table of Contents

• Introduction

• What This Post Covers

• Quick Checklist

• Legal Basics & Your Rights

• How Mileage Reimbursement Is Calculated

• Step-by-Step: What to Do When Workers Comp Denied Mileage Reimbursement

• Submission & Follow-up Best Practices

• Administrative Dispute Pathways

• Special Section: Denied QME Appointment Transport Costs

• Sample Dispute Letters & Templates

• Template A — Short Demand

• Template B — Detailed Challenge

• Template C — QME Transport Dispute

• If the Insurer Still Refuses: When to Get Legal Help

• Common Objections Insurers Raise & How to Rebut

• Practical Tips to Prevent Future Denials

• Timeline & Example Scenario

• Conclusion

• FAQ

• What do I do if workers comp denied mileage reimbursement?

• How do I file a dispute mileage workers compensation claim?

• Who pays if medical travel not paid California?

• Can I dispute denied QME appointment transport costs?

Introduction

If your workers comp denied mileage reimbursement, you may be paying out of pocket for trips to doctors, therapy, pharmacy, or a QME — and you do not have to. When medical travel not paid California happens after a work injury, it adds stress at the worst time. This guide gives you step-by-step actions to claim travel cost work injury expenses, copy-ready dispute language, documentation checklists, and the exact timelines to follow so you can get reimbursed or escalate promptly.

California law requires employers/insurers to cover medical care and “reasonable expenses of transportation” for accepted injuries. We’ll show you where this right comes from, how to complete and submit reimbursement forms, and how to move through the Division of Workers’ Compensation (DWC) pathways if your request is ignored or denied. We will also cover QME specifics, because those denials are common — and often reversed when properly documented.

For legal authority, this article cites California Labor Code § 4600 on your entitlement to transportation costs as explained by Employees First Labor Law’s summary of § 4600, provides DWC form and process guidance via Visionary Law Group’s overview of California mileage reimbursement, discusses the current reimbursement rate and timelines as compiled by Shouse Law Group’s mileage reimbursement guide, and references a recent WCAB panel decision addressing delay penalties, Olisaemeka Eze (2025).

If you are still navigating your broader claim, you may also find it helpful to review our step-by-step guide to filing a workers’ comp claim and our California workers’ comp laws primer for context.

What This Post Covers

• Rights

• Documentation checklist

• Step-by-step dispute

• QME specifics

• DWC pathways

• When to hire a lawyer

• Downloadable templates & checklist

These sections focus on how to claim travel cost work injury expenses, how to dispute mileage workers compensation denials, and how to address denied QME appointment transport costs in California.

Quick Checklist

Use this compact list to assemble what you need when medical travel not paid California becomes an issue. Keep copies of everything you send or receive.

• Appointment notices and confirmations for all visits (include QME notices)

• Mileage log format: date, start address, end address, provider name, purpose, round-trip miles

• Google Maps route printouts/screenshots showing the shortest reasonable route and total distance

• Receipts for parking, tolls, public transit, and rideshare/taxi or medical transport if used

• Written denial(s) from the adjuster/employer and the date you received them

• Adjuster contact information and your claim number

Reference file names for your records: “Mileage‑Reimbursement‑Checklist.pdf” and “Dispute‑Letter‑Templates.docx/.pdf.” These reflect the materials discussed below and help organize your packet if you choose to compile digital copies.

Legal Basics & Your Rights

In California, if a work injury is accepted, the employer/insurer must provide medical treatment “including reasonable expenses of transportation.” That entitlement is set out in California Labor Code § 4600 and summarized in plain language by Employees First Labor Law’s explanation of § 4600. You are not limited to doctor visits; trips to physical therapy, pharmacy, diagnostic testing, and QME exams are included when authorized.

To present your claim, the DWC provides standardized approaches, including referencing mileage/transport reimbursement practices and complaint pathways. For current instructions and links to forms such as DWC Form 9782 (mileage/transport reimbursement) and DWC complaint information (often referred to as Form 9711), see Visionary Law Group’s California mileage reimbursement guide. When you claim travel cost work injury expenses, use the most recent versions and follow the mailing or upload directions.

Timeliness matters. Submit travel claims promptly — within 60 days is standard practice to avoid delay defenses and keep your file clean. This timing guidance is discussed in Visionary Law Group’s overview and reinforced in Shouse Law Group’s mileage reimbursement article. Late submissions can invite disputes about whether costs are “reasonable” or sufficiently documented.

If payment is unreasonably delayed, penalties may apply. California Labor Code § 5814(a) authorizes an increase of the full amount of the order, decision, or award when the employer or insurer unreasonably delays or refuses payment of compensation; the recent WCAB panel decision in Olisaemeka Eze addresses delay penalties in the context of benefits payment. While every case is fact-specific, documenting dates and follow-ups is critical if you later seek penalties and interest.

If you are unsure whether your medical care is authorized or how your benefit fits with broader rights, our guide to what benefits workers’ comp covers may help. For appeals beyond mileage issues, see our workers’ comp appeals guide.

How Mileage Reimbursement Is Calculated

Reimbursement is typically calculated per-mile using the applicable rate for round-trip miles along the reasonable route, plus parking, tolls, and public transit or rideshare receipts. For 2025, the commonly referenced California mileage rate is $0.70 per mile, as noted in Shouse Law Group’s 2025 mileage reimbursement guide. Always check the current rate when preparing your claim.

“Reasonable route” means the shortest reasonable route or a route comparable in distance and time given traffic and safety. Document this by printing or saving a screenshot of a Google Maps route that shows total distance. Include your starting and ending addresses, provider name, appointment date, and a brief note explaining any detours (e.g., road closures).

Example calculation you can copy into your log and spreadsheet:

• 10 PT visits × 8 miles round trip = 80 miles × $0.70 = $56.00

• + Parking $8 + Toll $5 = $69.00 total reimbursement due

Special items: rideshare (Uber/Lyft) counts when reasonable and documented by receipt; public transit fares count with proof of payment; taxi or medical transport can be reimbursable when medically required or when mobility/transportation limits make public transit impractical. For a broader walkthrough of what’s reimbursable, see our internal guide to workers’ comp mileage reimbursement in California.

Step-by-Step: What to Do When Workers Comp Denied Mileage Reimbursement

Use these steps when a claim is denied or ignored. Keep your tone factual, your evidence organized, and your dates precise.

1. Ask the adjuster for a written denial — request an email or letter and note the date. An insurer should state the reason for denial. Keep the envelope or email header, and save the message as a PDF. The importance of clear reasons and timelines is echoed in the WCAB’s Olisaemeka Eze decision and practical denial steps outlined by Roy Yang Law’s guide to denied claims.

2. Compile proof. Gather appointment confirmations, provider letters, a mileage log (with dates, addresses, purpose, round-trip miles), Google Maps routes/printouts, and receipts for parking, tolls, transit, and rideshare. Add your claim number and adjuster contact info to the first page of your packet.

3. Use certified mail or email with delivery/read receipt when sending documents — always keep copies. Create a simple cover page listing every document enclosed. Save PDFs.

4. Send the formal dispute/demand letter to the adjuster. Use the exact envelope/subject formatting: Subject line: “Formal Dispute – denied mileage reimbursement – Claim #[insert]” and include the phrase “dispute mileage workers compensation” in the first paragraph. You are asserting a specific benefits dispute, which supports later escalation if needed. For formatting and process context, see the DWC and form notes gathered by Visionary Law Group.

5. State the remedy sought. Request reimbursement for $[amount], plus statutory penalty if payment is overdue per Labor Code § 5814(a). The authority to increase compensation for unreasonable delay is discussed in the Olisaemeka Eze panel decision and summarized with penalty examples by Shouse Law Group.

6. Timeline expectations. After you submit a complete request, insurers typically respond or pay within about 60 days. If you receive no answer, escalate to the DWC. This practical timeline appears in Visionary Law Group’s guidance and Shouse Law Group’s overview.

Copy-ready opening paragraph to paste into your dispute letter template:

“To: [Adjuster Name]. Re: Claim #[#] — Formal dispute of denied mileage reimbursement. On [date(s)] I traveled to authorized medical care (attach appointment confirmation). I request immediate reimbursement in the amount of $[amount], plus any statutory penalties for delayed payment. Attached: mileage log, Google Maps routes, receipts, and the insurer denial dated [date]. Please respond within 14 calendar days.”

If your broader workers’ comp benefits are being questioned or delayed, consider reviewing our primer on documenting your injury and communicating with the insurer and, if necessary, prepare for a potential appeal or hearing.

Submission & Follow-up Best Practices

Submission methods:

• Certified mail (return receipt requested): Staple the green card receipt to your copy. Write the certified mail number on your cover page.

• Email (with delivery/read receipt): Request confirmations. Save the message as a PDF and label it with the date sent.

• DWC online or office submissions (where available): Follow local instructions and save your upload receipts.

Tracking template fields to capture on your cover sheet or spreadsheet:

• Date sent

• Method (certified mail/email/in-person/online)

• Recipient (name, role, address/email)

• Documents attached (log, maps, receipts, denial, forms)

• Follow-up date (14 days; then 30 days)

Recommended cadence:

• Follow up 14 days after sending your dispute/demand.

• If still unresolved by 30 days, prepare your DWC complaint packet.

• After any phone call, send a short email summarizing what was said, who said it, and time/date — this creates a written record.

Administrative Dispute Pathways

When an insurer does not pay or provides a weak reason for denial, escalate in this order:

• Informal reconsideration with the adjuster: Re-send your complete packet and ask for written reconsideration. Practical pointers appear in Roy Yang Law’s denial steps and in Visionary Law Group’s overview.

• DWC complaint: Use DWC complaint information and local Information & Assistance office resources. References to DWC Form 9711 and how to proceed appear in Visionary Law Group’s guidance. Include your cover letter, index of attachments, copies of the denial, your log, maps, and receipts. Send copies, not originals.

• Application for Adjudication of Claim (WCAB) and hearings: If the dispute persists, you or your representative can file an Application and seek an expedited or regular hearing. For a recent example of penalties awarded after delay, see the WCAB panel decision in Olisaemeka Eze (useful as precedent and context).

Evidence packet tips: put an index on page 1; label each attachment (A, B, C…); and include a short narrative explaining why the travel is authorized, reasonable, and documented. This professional presentation helps the DWC or WCAB quickly see the facts.

If you need background on QME and hearings, review our internal primer on what a QME is and how QME disputes work and our high-level guide on appeals and hearings.

Special Section: Denied QME Appointment Transport Costs

QME (Qualified Medical Evaluator) is a neutral doctor used to resolve medical disputes in your claim. A clear overview of this role and travel rights appears in Employees First Labor Law’s discussion of § 4600 and process guidance presented by Visionary Law Group. Because QME exams often influence core issues like permanent disability and apportionment, travel denials can be especially harmful — and are frequently overturned with proper documentation.

Evidence checklist for QME disputes:

• QME appointment notice and scheduling letter

• Adjuster’s denial letter/email with date

• Google Maps route and total distance (shortest reasonable route)

• Receipts or cost estimate for mileage, parking, tolls, or rideshare/transport

• Physician statement if travel by rideshare/transport is medically required, or if public transit is impractical due to restrictions

• Any mobility or transportation limitation notes (e.g., restrictions from the treating doctor)

Copy-ready language for QME transport disputes:

“I request immediate reimbursement for travel to my QME scheduled on [date] (see attached QME notice). The carrier improperly denied coverage for this required exam. Attached: QME notice, mileage log, Google Maps distance, and estimated transport costs. Please respond in 14 days or I will file a DWC complaint for denied QME appointment transport costs.”

If still denied, file a DWC complaint and request expedited consideration where appropriate. You may reference recent WCAB guidance like Olisaemeka Eze to show how unreasonable delays can trigger penalties. If a QME determination will affect your benefits soon, consider consulting an attorney so deadlines are not missed.

Sample Dispute Letters & Templates

Below are three template outlines you can mirror in your own documents. Use clear subject lines, include your claim number on every page, and list attachments on the last page.

Template A — Short Demand

• File names: “Template A – Demand.docx/.pdf”

• Subject line: “Formal Demand: denied mileage reimbursement – Claim #[#]”

• Fields to fill: Adjuster name, claim number, dates of travel, amount requested, attachments list, mailing/email method

• First paragraph: Use the copy-ready paragraph provided above in the Step-by-Step section.

• Closing: State that all supporting documentation is attached and request payment within 14 days.

Template B — Detailed Challenge

• File names: “Template B – Detailed Challenge.docx/.pdf”

• Length: 2–3 pages with a legal citation to Labor Code § 4600, as discussed in Employees First Labor Law’s § 4600 primer, and rate/penalty references from Shouse Law Group.

• Sections: Introduction, Legal Basis (LC § 4600), Itemized Mileage Table, Calculation Worksheet, Receipts Index, Request for Penalties if overdue.

Sample itemized mileage table you can copy:

Template C — QME Transport Dispute

• File names: “Template C – QME Transport Dispute.docx/.pdf”

• Include: QME notice reference, date, location, and why exam is required; statement that reimbursement is due; next steps if denied (DWC complaint).

• Copy-ready line to include: “I hereby dispute the denied QME appointment transport costs and request reimbursement within 14 days for travel shown in attached documentation.”

For a deeper overview of the mileage process itself, you can consult our internal walkthrough: Complete Guide to Workers’ Comp Mileage Reimbursement in California. For QME preparation and context, see What is QME in Workers’ Comp.

If the Insurer Still Refuses: When to Get Legal Help

Consider consulting an attorney if any of the following apply:

• Unreimbursed travel costs exceed approximately $500–$1,000 or are growing each month.

• There are repeated denials or no responses after your dispute and DWC complaint.

• Denied QME transport costs threaten important issues (permanent disability, apportionment, treatment authorization).

• You want to seek statutory penalties and interest for unreasonable delay.

What a workers’ comp attorney typically does: file an Application for Adjudication, request an expedited hearing when justified, present your evidence, pursue penalties and interest where warranted, and subpoena records if needed. These escalation steps align with process outlines in Visionary Law Group’s resource and penalty discussions in Olisaemeka Eze. If you are evaluating whether to engage counsel, our guide on when to hire a California workers’ comp attorney explains how representation works in comp cases.

Common Insurer Objections Insurers Raise & How to Rebut

Use this mini-table to plan your evidence and your short, copy-ready responses when you dispute mileage workers compensation denials.

Practical Tips to Prevent Future Denials

• Ask for written pre-approval when scheduling appointments, especially for longer distances or QME travel.

• Request appointment confirmations that show authorization and provider details.

• Keep contemporaneous mileage logs with date, provider, start address, end address, round-trip miles, purpose, and any receipts attached.

• Email receipts to the adjuster the same day and upload to your claim file.

• Submit the mileage/transport request with DWC Form 9782 guidance each time; see Visionary Law Group’s DWC form notes.

• Submit promptly—within 60 days is the standard to avoid disputes about delay.

If your injury is still being evaluated or new issues arise, our articles on steps to take after a work injury and appealing workers’ comp denials provide additional context on documentation and deadlines.

Timeline & Example Scenario

Below is a concise timeline you can reference. It reflects typical practices cited by Visionary Law Group, rate and timing insights from Shouse Law Group, and penalty context from Olisaemeka Eze.

Infographic description for designers: a horizontal timeline showing five stages — Day 0 (Travel/Docs), Days 1–60 (Submit within 60 days), Days 1–60 Post-Submission (Pay or Deny), Day 61+ (Dispute Letter), Day 75+ (DWC Complaint/Application). Include simple icons for a calendar, car, email, certified mail, and a courthouse to guide the reader visually through the dispute mileage workers compensation pathway.

For broader claim strategy and rights, you can also review our high-level guides to filing a comp claim and California workers’ comp laws.

Conclusion

When medical travel not paid California happens, you have tools to fix it: cite Labor Code § 4600’s transportation entitlement, submit a well-documented mileage request, and press your dispute with precise subject lines, dates, and evidence. If a QME exam is involved, attach your QME notice and costs; if the insurer still refuses, escalate through the DWC and consider counsel, especially where penalties could apply. Keep your log current, submit within 60 days, and maintain delivery receipts so you can prove what was sent and when.

If your workers comp denied mileage reimbursement, you are not alone. Many denials result from missing documentation or timing confusion — both fixable with a clean packet and a firm paper trail. Use the steps above to organize your file, assert your rights respectfully, and move your reimbursement forward with urgency.

Need help now? Get a free and instant case evaluation by US Work Accident Lawyers. See if your case qualifies within 30-seconds at https://usworkaccidentlawyer.com.

FAQ

What do I do if workers comp denied mileage reimbursement?

Get a written denial stating the reason and date. Compile evidence: appointment confirmations, mileage log, Google Maps route, and receipts. Send a formal dispute letter by certified mail or email with read receipt, and request payment within 14 days. If still unpaid, file a DWC complaint and consider further escalation. Your entitlement to transportation for authorized care comes from Labor Code § 4600 as explained by Employees First Labor Law, and complaint/form pathways are summarized by Visionary Law Group.

How do I file a dispute mileage workers compensation claim?

Re-submit your complete mileage claim to the adjuster with a cover index, maps, log, and receipts, and ask for written reconsideration. If unresolved, file a DWC complaint (see references to DWC Form 9711 and local I&A offices) and, if needed, an Application for Adjudication for a hearing. Timelines and rate references are outlined by Shouse Law Group and Visionary Law Group.

Who pays if medical travel not paid California?

The workers’ comp insurer/employer pays reasonable transportation to authorized medical treatment, including QME exams, under LC § 4600. If your claim is ignored or unreasonably delayed, you may pursue penalties and DWC relief. See Employees First Labor Law’s LC § 4600 clarification and penalty/timeline summaries in Shouse Law Group’s mileage reimbursement guide.

Can I dispute denied QME appointment transport costs?

Yes. Attach the QME appointment notice, your mileage log, Google Maps distance, and receipts or cost estimates. Use the QME template language to request payment within 14 days and state that you will file a DWC complaint if denied. DWC and WCAB guidance, including the penalty discussion in Olisaemeka Eze, supports pursuing relief when travel for a required QME exam is improperly denied. For form links and step-by-step submission tips, see Visionary Law Group.