EEOICPA does provide reimbursement for local mileage, out-of-pocket co-pays, and for travel (airfare, hotels) for medical services and treatment for covered conditions. In this blog post, we’ll walk through key time saving steps to maximize your chances of receiving full reimbursement in a timely manner.
DOL requests a claimant submit request(s) for travel in advance, a Pre-Travel Authorization request; this is not mandatory. For clients who do regularly travel, I suggest they draft a simple memo/request estimating their costs, date(s), reason for travel, and send to DOL directly, preferably 30-45 days in advance of planned travel Your dates and details may change after the fact, and that’s OK. You do not necessarily need to send an amended request.
There are a few example documents linked below: The first is a sample of a Pre-Authorization Request, and the second is DOL’s typical response letter format.
Download Example Pre-Authorization Request
Download Example DOL Response Letter
A travel request, in whatever format sent, should closely follow these example formats and include the following:
- Worker Name, CaseID, Approved Condition
- Travel Destination Name/Facility
- Reason for Travel, brief description of procedure services
- Dates Required to be on site at medical facility
- Dates necessary for travel (sometimes you have to be there the day prior for tests, sometimes you do not finish procedures until after 5pm and have to stay an extra night).
- You can estimate costs for airfare, hotel, ground transportation while there, local travel from home to airport/parking; You do not need to be exact.
Write your Pre-Travel Authorization request as if the person on the receiving end knows nothing about your travel plan or medical conditions. Submit to a Resource Center, or District Office, via fax or mail, or simply upload via the electronic document portal.
As part of your planning, or while at the medical facility, the medical team usually can provide a summary of the agenda/scheduled procedures, on their letterhead. Such a document is helpful in providing supporting information for the initial approval request, but more so, important as summary information after the appointment(s) when you do submit your expenses. Having Intake or Discharge paperwork is useful as well, as long as you help the recipient “read” by highlighting Start Date, End Date, Facility Name, your Name, etc.
If you do get an approval letter from DOL, remember to send a copy of that same confirmation letter with your expense reimbursement package request. Put your expense reimbursement “package” together as if the person on the receiving end knows nothing about your travel or medical conditions. Include a cover page summarizing contents and specific documents included. If you are requested to provide additional information, resubmit the entire package again. Don’t assume the next recipient will simply add a document to your prior claim.
The standard expense forms, OWCP-915 for Out-Of-Pocket Expenses, OWCP-957A for Local Mileage, and OWCP-957B for Travel (Airfare, Hotel, Rental Car, Ground Transportation, Meals) are available on the DOL EEOICPA Web Site, or you may contact a Resource Center to send blank forms. Once appropriate form(s) are completed, include relevant receipts/proof of purchase/payment when you submit your expense requests. Please keep hotel bills, airfare purchase receipts showing full travel plan. Provide credit card statements with specific applicable charges clearly marked/identified.
Note: An SF1199A form is a Direct Deposit form required to be on file once you start submitting reimbursement requests. DOL prefers to electronically transfer funds as they are approved. It can take 60+ days to get reimbursed.
When you put together your first expense reimbursement request, I suggest sending it to a Resource Center and asking them to review for correction/amendment. If “good to go”, they will submit for you.
You may submit expense form(s) online through the electronic document portal, or you can mail request packages directly to DOL at the London, KY address:
U.S. Department of Labor OWCP/DEEOIC
PO Box 8306
London, KY 40742-8306
You can learn about all the resource centers here: https://www.dol.gov/agencies/owcp/energy/regs/compliance/ResourceMeetings/ResourceCenters
The most common resource centers used by my clients are noted below:
Denver Resource Center
8758 Wolff Court, Suite 101
Westminster, Colorado 80031
Telephone: (720) 540-4977 Fax: (720) 540-4976 Toll Free: (866) 540-4977
Espanola Resource Center
412 Paseo De Onate, Suite “D”
Espanola, NM 87532
Telephone: (505) 747-6766 Fax: (505) 747-6765 Toll Free: (866) 272-3622