Complete Guide to Workers Comp Mileage Reimbursement California: Step-by-Step Process for Medical Visits and QME Exams

Estimated reading time: 16–18 minutes

Summary: Learn how to claim workers comp mileage reimbursement California for medical visits and QME exams — step-by-step guidance on what travel is covered, how to document miles and receipts, and how to handle delays or denials. Includes who pays, how to request authorization, and where to verify current mileage rates and rules.

Key Takeaways

• California generally requires reimbursement for reasonable, necessary travel to medical care related to a work injury, as summarized by the California Workers’ Compensation Institute.

• Workers comp covers transportation such as mileage for personal cars, parking, tolls, public transit, authorized taxi/rideshare, and medically necessary ambulance transport.

• Keep a mileage log, appointment confirmations, and receipts for parking/tolls/fare payments. Submit a written request to the claims administrator and follow up in writing.

• For mileage, many insurers use the IRS standard mileage rate; verify the current year’s rate via the IRS mileage announcement and confirm with your adjuster or the Division of Workers’ Compensation (DWC).

• If you cannot drive, ask your insurer about transportation options or pre-approved rideshare and request ADA accommodations as needed.

Table of Contents

• Introduction

• Why transportation matters in California workers’ comp

• What transportation costs can be reimbursed

• Workers comp mileage reimbursement California — how it works

• Transportation help for medical appointments — detailed steps

• How to get to QME exam — step-by-step

• Filing claims and paperwork — who pays and when

• Common problems and how to handle denials/delays

• Real-world examples and scenarios

• Conclusion

• FAQ

Introduction

If you have a work injury in California, understanding workers comp mileage reimbursement California is crucial to get to medical appointments without taking on extra costs. This guide explains who pays for travel, which transportation types are covered, how to claim mileage and other travel expenses, and practical steps to get to visits — especially QME exams.

You’ll find step-by-step checklists, real-world examples, and clear next steps if your claim is delayed or denied. This is an informational guide — for disputes or complex cases consult the DWC or a workers’ comp attorney.

California generally requires reimbursement for reasonable and necessary travel to injury-related medical care, a point summarized by the California Workers’ Compensation Institute. For authoritative rules, forms, and guidance, rely on the Division of Workers’ Compensation (DWC). Throughout this guide, we’ll also explain how workers comp covers transportation and what to do when approvals or payments lag.

For broader background on your claim rights and timelines in California, you may also find it helpful to review a practical overview like our guide to California workers’ comp laws and a step-by-step on the workers’ comp claim filing process.

Why transportation matters in California workers’ comp

Transportation is a core access issue: timely medical care is central to recovery, so paying for reasonable travel to injury-related medical visits is an integral part of workers’ comp benefits. When rides or reimbursement are missing, workers may skip or delay treatment, which can worsen outcomes and lengthen recovery. Reliable travel support can be the difference between staying on track and falling behind.

Insurers and claims administrators are generally responsible for approving and paying reasonable travel expenses when the travel is for treatment related to the work injury. The California Workers’ Compensation Institute summarizes this entitlement and administrative expectations. For official rules, DWC publishes forms and guidance.

Practically, workers comp covers transportation to reduce barriers to care. This includes mileage to your treating physician, physical therapy, diagnostic imaging, pharmacy trips if related to treatment, and specialized appointments such as a Qualified Medical Evaluator (QME) exam. If you are new to the system or unsure what benefits exist beyond medical travel, see our broader overview of what benefits workers’ comp covers to understand how transportation fits into medical benefits and related support.

What transportation costs can be reimbursed

Covered transportation costs are those that are reasonable and necessary to obtain medical care for your work-related injury. While specifics can vary by insurer and the facts of your case, typical categories include:

• Mileage for a personal vehicle — reimbursed based on miles driven multiplied by an established per-mile rate; document with a mileage log and proof of appointment.

• Parking fees and tolls — receipts are usually required; for electronic tolls, include a screenshot or statement showing the charge.

• Public transit fares — bus, light rail, or subway fares can be reimbursable when they are the reasonable way to get to care; keep the ticket, receipt, or a photo of the payment.

• Taxi and rideshare (Uber/Lyft) — typically require prior authorization; keep receipts showing date, time, route, and fare, and note the medical purpose.

• Ambulance services — reimbursable when medically necessary; attach a doctor’s note or medical record supporting the necessity.

• Lodging and meals for long-distance visits — possible when an appointment requires an overnight stay; obtain pre-approval and save all itemized receipts.

These categories align with the general entitlement for reasonable and necessary medical travel summarized by the California Workers’ Compensation Institute. Rules and limits vary, especially for non-routine transport like rideshare, taxi, lodging, and ambulance. Many insurers require pre-approval and medical justification for these costs. Late submission, missing receipts, or travel without required pre-authorization can cause delays or denials. Whenever you request travel reimbursement for work injury, document everything and ask questions in writing to create a traceable record.

Workers comp mileage reimbursement California — how it works

Mileage reimbursement is a payment to cover the cost of operating a personal vehicle to attend medical care for a work injury; it is calculated as miles driven multiplied by the per-mile reimbursement rate that the insurer follows. The simple formula is: total round-trip miles × per-mile rate.

Example: 30 miles round trip × $0.70/mile = $21.00 reimbursement. Insurers commonly look to the IRS standard mileage rate, and for 2025 that rate was $0.70 per mile. You can confirm typical California mileage references via Brex’s California mileage reference, read an update on the 2025 IRS mileage rate announcement, and verify directly with the IRS newsroom. Entitlement to reasonable and necessary travel costs is summarized by the California Workers’ Compensation Institute.

Important caveat: Some employers/insurers follow the IRS rate; others may use a state guideline — always confirm with your claims administrator or with DWC to make sure you are using the correct rate for your claim year.

Documentation required for mileage

To support workers comp mileage reimbursement California, keep a clean paper trail. Your mileage submission should include:

• Mileage log fields: date; start location address; destination address; start odometer; end odometer; total miles; purpose (for example, “Dr. Jane Smith — physical therapy”); whether an appointment confirmation is attached; and receipts attached (parking/tolls).

• Appointment confirmations: email or text from the clinic, appointment card, or portal screenshot.

• Receipts: parking stubs, toll records, or public-transit proof if you used transit for part of the trip.

• Claim details: your claim number and the claims adjuster’s name and contact details from your correspondence.

Submitting a complete packet the first time reduces questions and speeds up processing. If you need a refresher on organizing your broader claim documents, our step-by-step guide to the workers’ comp claim process explains what to keep and how to communicate with your adjuster.

Travel time compensation

Travel time is generally not compensable unless specific facts apply (for example, employer-mandated travel during paid work hours or special transportation arrangements). Travel time compensation depends on circumstances; consult DWC or legal counsel if you believe your situation might qualify. For a deeper explanation of how benefits differ and when different types of compensation apply, see our overview on workers’ comp benefits.

Payment timing and processing

Ask your adjuster in writing: “When will I receive payment for approved travel?” Request a timeline or a standard cycle (for example, monthly or within a set number of days after approval) and keep that written confirmation in your records. If payments are delayed beyond the stated timeline, follow up in writing and include the original submission date, your claim number, and a list of the attached documents.

If repeated delays occur or you receive conflicting instructions, it may be time to speak with the adjuster’s supervisor, contact the DWC for guidance, or consider consulting a workers’ comp attorney. If your claim status is unclear or “in limbo,” our troubleshooting guide to resolving undefined claim status can help you get clarity and keep your benefits moving.

Transportation help for medical appointments — detailed steps

If you need help getting to medical appointments, follow these steps immediately to create a paper trail and request formal authorization. Workers comp covers transportation when it is reasonable and necessary, and insurers are expected to approve appropriate travel related to an accepted injury, as summarized by the California Workers’ Compensation Institute.

Request authorization early

• Notify your claims adjuster (and your employer’s HR, if requested) about each appointment in writing. Include the date/time, provider name, address, and whether you need assistance (for example, rideshare, accessible transport, or public transit reimbursement).

• Ask for prior authorization for taxi/rideshare or other non-routine transport and request a written confirmation. Save the confirmation with your claim documents.

• If you cannot drive, request insurer-provided transportation or pre-approved rideshare and ask for ADA accommodations if mobility is limited. Note any medical reasons that prevent you from driving.

Keep records and receipts

• Keep copies of all correspondence, approvals, and receipts. Store digital copies in a single folder and back them up.

• Maintain a mileage log for each trip, and attach appointment confirmations from your provider portal, text, or email.

• If your insurer uses an online portal, upload documents as instructed and take screenshots of submission confirmations.

If authorization is denied

• Request the denial and specific reasons in writing.

• Provide clarifying documentation (for example, medical notes explaining why you cannot drive or why an ambulance was necessary).

• Resubmit promptly and keep proof of all communications. If the problem persists, contact the DWC for guidance or consider speaking with a workers’ comp attorney about your options. If your claim is broadly contested, our guide on appealing a workers’ comp denial outlines steps and timelines.

Options when you cannot drive

• Insurer-arranged transportation through the carrier’s vendor network.

• Pre-authorized rideshare or taxi with itemized receipts.

• Public transit vouchers or fare reimbursement with proof of payment.

• Non-emergency medical transport (NEMT) for mobility or medical needs, if medically justified and authorized.

Even if you typically drive, there may be times when medical restrictions or flare-ups require different transport. Notify the adjuster as soon as possible so authorization can be arranged before the appointment.

How to get to QME exam — step-by-step

A Qualified Medical Evaluator (QME) is a neutral doctor appointed to examine you to resolve medical disputes in workers’ comp. The QME’s report can significantly affect your benefits, so it is crucial to attend and prepare for logistics ahead of time. For the official QME process and forms, consult the DWC and, for background, review our explainer, What is QME in workers’ comp.

QME prep steps

1. When you receive the QME notice, read it carefully for the date, time, location, and clinic contact information. Save a copy to your claim folder.

2. Call the QME office to confirm the appointment and ask about directions, parking, accessible entrances, and estimated exam duration. This helps you plan your travel and timing.

3. Email your claims adjuster a copy of the QME notice and request authorization for travel reimbursement (mileage, public transit, parking, and tolls). If you anticipate special arrangements, ask for authorization in advance.

4. If you need transportation assistance (rideshare, taxi, lodging if overnight travel is required), request this in writing with medical context as needed. Confirm what receipts or documents the insurer requires.

5. If you cannot attend on the scheduled date, immediately contact both the QME office and your adjuster to request rescheduling. Provide the reason and offer a few alternative dates.

6. For long-distance QMEs, ask about lodging/meals pre-approval. In limited circumstances, ask whether a virtual or alternate exam is possible, understanding that it is rare and generally requires specific justifications.

Workers comp mileage reimbursement California applies to QME-related travel if the travel is connected to your accepted injury. Clarify the rate your insurer follows and confirm whether additional costs (parking, tolls, lodging) will be reimbursed when appropriate.

Filing claims and paperwork — who pays and when

Who pays: the claims administrator/insurer is ordinarily responsible for reimbursing approved travel costs related to medical care for the accepted injury. This aligns with the general entitlement to reasonable and necessary travel, summarized by the California Workers’ Compensation Institute.

Where and how to submit

• Submit your reimbursement to your claims adjuster via the contact methods in your claim correspondence (email, fax, or mail). If your insurer uses an online portal, follow the upload instructions and keep confirmation screenshots.

• If submitting by mail, consider certified mail and keep the tracking number and a copy of your packet contents for your records.

• If you are new to the process or your claim has just been opened, see our full walkthrough on how to file a workers’ comp claim to understand roles, deadlines, and communications.

Documents to attach

• Appointment notice or confirmation (including QME notice, if applicable).

• Completed mileage log for each trip.

• Receipts for parking, tolls, and rideshares.

• Medical note for ambulance or non-routine transport (if applicable).

• Any prior authorization emails or letters.

Tracking and follow-up

• Keep a submission log: date submitted, method (email/mail/portal), contact person, and the response date.

• If you receive no response in 14 calendar days, follow up in writing and request a processing timeline. If the delay continues, consider contacting the DWC or reviewing our guidance on why insurers delay or deny workers’ comp claims to prepare your next steps.

Common problems and how to handle denials/delays

Even when you follow the rules, reimbursement can be delayed or denied. Here are frequent issues and practical responses.

Common denial reasons and fixes

• Missing receipts: Re-submit with the missing receipts and a brief explanation of how you obtained them (for example, vendor statement or portal printout).

• Late submission: Provide the reason (hospitalization, delayed records, or other documented circumstances) and ask for an exception.

• No pre-approval for taxi/rideshare: Submit documentation showing why the travel was necessary and ask for retroactive approval, especially when medical limitations prevented driving.

• Unclear appointment purpose: Attach the appointment notice and a short note connecting the visit to the accepted injury.

Appeal or escalate

1. Ask for a written explanation of the denial and the specific policy or guideline cited.

2. Correct the issues and re-submit within 30 days if possible. Keep a copy of your cover note and attachments.

3. If unresolved, contact the DWC for assistance or an ombudsman, and consider speaking with a workers’ comp attorney, especially if the reimbursement amount is significant to you.

4. Document every step. If you need a structured roadmap through a broader claim dispute, our guide on appealing a workers’ comp denial explains timelines, hearings, and evidence.

When you ask for reconsideration, set a respectful timeline in your message (for example, a 14-calendar-day window) and request that the insurer specify any further documents needed. This approach shows diligence and helps prevent another delay. If your case includes ER care or emergency transport, our resource on going to the emergency room after a work injury can help you gather the right records for reimbursement.

Real-world examples and scenarios

Scenario 1 — Routine treatment commute

Facts: You attend weekly physical therapy 15 miles one way (30 miles round trip). Each visit, you record the date, start/end odometer readings, and the clinic address, and you keep appointment confirmations from the provider portal.

Steps: At month’s end, total your round-trip miles and multiply by the per-mile rate to calculate your reimbursement. Include receipts for parking or tolls, and email or upload the packet to your adjuster/portal with your claim number.

Expected outcome: Reimbursement at the insurer’s per-mile rate. For example, 30 miles × $0.70 = $21.00 per visit (verify your current rate through the IRS mileage rates and your adjuster). If you are navigating early treatment scheduling, see the immediate steps in our post-injury action guide.

Scenario 2 — One-time QME exam out of town

Facts: Your QME is 100 miles away and may require an overnight stay. You forward the QME notice to your adjuster and request authorization for mileage, parking, tolls, and lodging/meals if necessary.

Steps: Confirm directions and parking with the QME office. Ask your adjuster for written permission for lodging if the appointment time makes same-day travel impractical. Keep all itemized receipts. After the appointment, submit a packet with the QME notice, mileage log, and receipts.

Expected outcome: Mileage, tolls, and parking reimbursed; lodging/meals reimbursed if pre-approved. For QME process basics, see the DWC and our explainer on what a QME is and why it matters. If you need more practical detail on how to get to QME exam, revisit the checklist above.

Scenario 3 — Emergency ambulance to the ER

Facts: A sudden complication requires ambulance transport to the emergency room.

Steps: Obtain the ambulance bill and a medical note stating why the ambulance was medically necessary. Submit these with your claim number and any ER discharge paperwork that ties the emergency to your work injury.

Expected outcome: Ambulance costs are generally paid when medically necessary and connected to the accepted injury. If your carrier questions necessity, ask your treating doctor for a brief note connecting the emergency to your injury. For additional context about ER visits in comp cases, see our guide to the emergency room after a work injury.

Across all scenarios, the same principles apply: request authorization early for non-routine travel, document each expense, and follow up in writing if processing stalls.

Conclusion

Transportation support is a practical lifeline in California workers’ compensation. Whether you are driving to weekly therapy, arranging a long-distance trip for a QME, or documenting fares and parking, careful preparation reduces barriers to care and speeds up reimbursement. Keep your mileage log updated, save every receipt, and ask for written authorization when you need non-routine travel. Verify mileage rates each year, request clear processing timelines, and escalate delays with a calm, documented approach. If disputes arise, the DWC can provide guidance, and consulting an attorney may make sense in complex or high-stakes situations. Above all, do not skip treatment because of transportation worries — ask, document, and persist until you get an answer.

This guide provides general information only and is not legal advice. Rules and reimbursement rates can change. Verify current mileage rates and procedures with the California Division of Workers’ Compensation (DWC) or consult a qualified workers’ compensation attorney for case‑specific advice.

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

Does workers comp cover my bus fare or Uber?

Yes — workers comp covers transportation for medical appointments when reasonable and necessary, including public transit and rideshare with receipts and, for taxis/rideshare, often prior authorization. This entitlement is summarized by the California Workers’ Compensation Institute. See what’s included in covered transportation costs.

How much per mile will I get in California?

Insurers commonly use the IRS standard mileage rate; for 2025 that was $0.70 per mile. Always verify the current rate with the IRS mileage announcement and confirm with your adjuster. You can also see references via Brex’s California mileage page and the Employers.org update. Learn the calculation in how mileage reimbursement works.

Who schedules and pays for my QME? How do I get there?

The claims administrator typically schedules the QME and should pay travel reimbursement for appointments related to the accepted injury. For how to get to QME exam, share your QME notice with your adjuster, request travel authorization in writing, and follow the QME travel steps. For official QME information, visit the DWC.

What if I can’t get to a medical appointment?

Request transportation help medical appointments workers comp from your adjuster in writing as soon as you know about the appointment. Ask about insurer-arranged transport, pre-approved rideshare, or public transit reimbursement, and document all communications. See the detailed checklist in Transportation help — detailed steps.

How long until I get reimbursed?

Timing varies by insurer. Ask your adjuster for a written processing timeline and follow up if there is no response in 14 calendar days. If delays continue, contact the DWC for guidance. For tips on tracking and follow-up, review Filing claims and paperwork.