HOW TO: Calculate Mileage Reimbursement
In a Workers’ Compensation case, the employee is entitled to mileage reimbursement at a specified rate when traveling to and from doctors’ appointments and physical therapy. If you need to calculate mileage reimbursement, use this guide.
_____ If it’s an uncontested case, then call the client to see if mileage has been submitted or when was the last time it was submitted and the last time they were paid.
_____ Get the bill payment history for all of the Medical Providers by faxing a request to each provider.
Follow up in 2 weeks and then weekly thereafter until we get the bill payment history.
_____ MapQuest round trip mileage from the client’s home to the medical provider’s address.
_____ Organize the information on the Mileage Reimbursement Form (P:DocumentsWC clients1Guidelines and formsAdmin Forms and LettersMILEAGE REIMBURSEMENT FORM.doc)
The information should be organized chronologically, according to appointment date
_____ Add up total miles.
_____ Using the VWCC mileage benefits chart, multiply the total round-trip mileage by the reimbursement rate of the corresponding year.
_____ Add any reimbursement from Parking, Bridge Tolls, Public Transportation, etc. (if applicable)
_____ Give completed Mileage Reimbursement form along with MapQuested directions to the paralegal for review.
Send out a copy of the bill payment history’s and mileage chart with a cover letter to the adjustor. CC the client just the cover letter.
Follow up in 2 weeks and then weekly until the client gets his mileage check. If more than 8 weeks pass, notify the paralegal.