To get reimbursed for travel and medical expenses by WorkplaceNL, you must submit an official Travel and Medical Expense Claim form along with your original itemized receipts. Mileage is covered at standard provincial rates, but major travel (like flights or hotels) requires prior approval from your case manager.
Recovering from a workplace injury is challenging enough without having to worry about how to pay for gas to get to the physiotherapist or the upfront cost of crutches. In Newfoundland and Labrador, the workers’ compensation system is designed to ensure you are not left out-of-pocket for necessary medical treatments.
However, WorkplaceNL will not simply hand you a blank cheque. The reimbursement process is highly administrative and strictly governed by policy. If you do not fill out the right forms or if you lose your original receipts, you could lose hundreds of dollars. This guide explains how to properly submit your expenses to ensure quick and full reimbursement.
Step-by-Step Process in Newfoundland and Labrador
Whether you live in Gander and need to travel to St. John’s for a specialist, or you simply need to buy prescription medication in Happy Valley-Goose Bay, follow these exact steps to secure your reimbursement.
Step 1: Save All Original, Itemized Receipts
📍 A standard credit card slip that just says the total amount is not enough. WorkplaceNL requires the itemized receipt that shows exactly what was purchased. If you buy medication, ask the pharmacist for the official printed prescription receipt. If you take a taxi or stay in a hotel, keep the detailed invoice. Put all these receipts in a safe folder immediately.
Step 2: Obtain Prior Approval for Major Travel
WorkplaceNL will cover mileage for local trips to approved medical appointments. However, if your doctor refers you to a specialist outside your immediate geographic area (often defined as travelling more than 50 kilometres), you must contact your WorkplaceNL case manager before you travel. If you book a flight or a hotel without prior authorization, they may flatly deny the claim.
Step 3: Complete the Expense Claim Form
Download the “Travel and Medical Expense Claim” form from the WorkplaceNL website. You must fill in the dates of travel, the medical facility you visited, and the total kilometres driven. Attach your original receipts (or upload clear photos if submitting through the online portal). You must submit these forms regularly; do not wait until the end of the year, as strict deadlines apply.
| Expense Type | Coverage Rules | Documentation Required |
|---|---|---|
| Mileage (Personal Vehicle) | Covered per kilometre based on provincial rates | Dates, locations, and total km driven |
| Prescription Medication | Covered if directly related to the work injury | Itemized pharmacy receipt |
| Meals and Accommodations | Covered only for approved out-of-town medical travel | Hotel invoice, itemized food receipts (no alcohol) |
How Much Does it Cost in Newfoundland and Labrador?
💰 While you do not pay a fee to submit these forms, knowing the limits of what WorkplaceNL will pay is crucial to avoiding out-of-pocket losses.
- Mileage Rates: WorkplaceNL pays a set rate for driving, typically aligned with the provincial government rate, which is currently around $0.35 to $0.55 CAD per kilometre.
- Meal Allowances: If you must travel out of town for treatment, meal allowances are capped per day (often roughly $40 to $60 CAD). Extravagant restaurant bills will not be fully covered.
- Medical Devices: Crutches, braces, or specialized footwear must usually be pre-approved, otherwise you risk paying the full $100 to $500 CAD cost yourself.
How Long Does the Process Take?
You must submit your receipts to WorkplaceNL within six months of the date the expense was incurred. If you miss this deadline, the expense will be rejected. Once you submit a properly completed form with all the required receipts, WorkplaceNL typically processes the reimbursement and deposits the funds into your bank account within 2 to 4 weeks.
Frequently Asked Questions (FAQ)
Can I claim mileage for driving to my local pharmacy?
Generally, yes. You can claim the kilometres driven from your home to pick up prescriptions that are strictly related to your approved workplace injury.
Will WorkplaceNL pay for my spouse to travel with me?
WorkplaceNL will usually only cover an escort’s travel expenses if your medical doctor explicitly states in writing that you are medically incapable of travelling alone due to your injury.
Are over-the-counter painkillers covered?
If your doctor specifically recommends taking an over-the-counter medication (like Tylenol or Advil) for your work injury, WorkplaceNL may reimburse you, provided you have the original store receipt and it is noted in your medical file.
What if my doctor refers me to a specialist in Halifax?
Out-of-province medical care requires explicit, prior written authorization from WorkplaceNL. They will usually cover flights, hotels, and meals, but only if the required treatment is not reasonably available within Newfoundland and Labrador.
Can I get an advance on my travel expenses?
In cases of severe financial hardship where major travel is required (such as flights to the mainland), you can contact your case manager to request an advance, though this is granted on a case-by-case basis.
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