Best Practices for Submitting Your Mileage Reimbursement Requests

To submit for mileage reimbursement to the Office of Workers’ Compensation Programs (OWCP) as an injured federal worker, follow these steps based on the information available on the web:

Use the Correct Form:

Form OWCP-957A: This is the “Medical Travel Refund Request – Mileage” form used specifically for claiming mileage reimbursement. You can find this form on the U.S. Department of Labor’s OWCP website under resources for injured workers.

Document Your Travel:

Mileage Log: Keep a detailed log of your travel. This should include the date, destination, purpose of travel (e.g., physiotherapy, rehab), starting location, and the total miles driven for each trip.

Include Proof of Travel:

While not always explicitly required, it’s good practice to have some form of proof like odometer readings or mapping software printouts showing the distance traveled.

Complete the Form:

Fill out the OWCP-957A form with your personal information, including your name, claim number, and details of each trip. You are allowed to record three trips per form.

Submit the Form:

Mail: Send the completed form to:
U.S. Department of Labor, OWCP/DFEC, PO Box 8300, London, KY 40742-8300
Electronically: If available and you have access to the Employees’ Compensation Operations and Management Portal (ECOMP), you can upload the form there. However, always check if electronic submission is an option for your specific case.

Claim Number:

Make sure to include your claim number on every page of documentation you send. This helps in processing your request efficiently.

Check Current Rates:

The reimbursement rate for mileage can change, so check the current rate on the General Services Administration (GSA) website or through OWCP updates. As of the information available, the rate might differ, but it’s generally aligned with federal travel reimbursement rates.

Wait for Processing:

After submission, OWCP will review your request. Reimbursement can take several weeks to process.

Follow-Up:

If you haven’t received your reimbursement or need to check on the status, you can contact the OWCP office handling your claim. You’ll need your claim number for this.

Remember, if your treatments or travel distances require special considerations (like travel over 100 miles round trip or needing air travel), you might need to get prior authorization from OWCP. Also, keep all receipts and documents in case of further inquiries or audits.

If you encounter issues or need further clarification, you might want to contact your agency’s workers’ compensation coordinator or directly reach out to OWCP for guidance.