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New DOL Medical Travel Refund Forms: What Small Business Owners and HR Managers Need to Know

The U.S. Department of Labor has announced a proposed extension of information collection for medical travel refund requests under the Office of Workers’ Compensation Programs (OWCP). If your business is subject to workers’ compensation requirements, understanding these new forms—OWCP-957A and OWCP-957B—is essential for maintaining compliance and supporting your injured employees.

What Is This Department of Labor Regulatory Update?

In June 2026, the Department of Labor published a notice regarding the extension of two information collection forms related to workers’ compensation medical travel reimbursement. The OWCP-957A form handles mileage-based travel reimbursements, while the OWCP-957B form addresses expense-based reimbursements for medical travel. These forms allow employees who receive workers’ compensation benefits to request reimbursement for travel expenses incurred when attending necessary medical appointments.

This update is part of the Department’s ongoing effort to streamline paperwork processes and reduce administrative burden on employers and employees alike, in accordance with the Paperwork Reduction Act of 1995.

Which Businesses Are Affected?

Any employer operating under federal workers’ compensation programs is potentially affected by this regulatory update. This includes:

• Federal contractors and subcontractors
• Longshoremen and harbor workers’ employers
• Businesses with federal employees on staff
• Any organization required to maintain workers’ compensation coverage

Even if you currently have no employees filing medical travel reimbursement requests, staying informed about these forms ensures you’re prepared when situations arise.

What Must Employers Do to Comply?

Employers must familiarize themselves with the OWCP-957A and OWCP-957B forms and establish clear procedures for processing employee medical travel refund requests. Your HR team should understand the distinction between mileage reimbursements and expense-based reimbursements, as each form serves different purposes. Additionally, you should maintain accurate documentation of all submitted forms and ensure timely processing of legitimate claims.

Proper documentation is critical. Using HR software like BambooHR HR software can help you track and organize workers’ compensation claims and reimbursement requests efficiently.

Three Practical Compliance Steps for Your Business

Step 1: Develop Clear Medical Travel Reimbursement Policies

Create a written policy outlining how your company handles medical travel reimbursement requests. Define what qualifies as reimbursable medical travel, establish timelines for submission and approval, and specify whether you’ll use mileage (OWCP-957A) or expense (OWCP-957B) reimbursement methods. This clarity prevents confusion and ensures consistent treatment of all employee requests.

Step 2: Train Your HR Team on Form Completion

Ensure your HR staff thoroughly understands how to complete both OWCP-957A and OWCP-957B forms correctly. Errors or incomplete submissions can delay employee reimbursements and create compliance issues. Consider providing training materials and keeping updated templates readily accessible. Templates are available through LegalZoom employment agreements, which also offers workers’ compensation resources.

Step 3: Implement a Documentation System

Establish a centralized system for storing and tracking all medical travel reimbursement requests and approvals. This might include digital filing systems, spreadsheet tracking, or dedicated HR management software. Good documentation protects your business by creating an audit trail and demonstrating your commitment to regulatory compliance.

Moving Forward

Staying ahead of Department of Labor updates protects your business and ensures your employees receive the benefits they’re entitled to. By implementing these three steps now, you’ll be well-positioned to handle medical travel reimbursement requests smoothly and compliantly.