Expense Reimbursements
Expense Reimbursements for Nurses in California
Nurses and other healthcare workers often spend their own money on work-related expenses — from scrubs and medical equipment to mileage for patient visits to using their cell phones to track and submit their hours. California law makes it clear: your employer must reimburse you for all necessary work expenses you incur in the course of your job. Yet many healthcare employers ignore or underpay these reimbursements, leaving nurses and other healthcare workers to shoulder costs that legally belong to the employer.
At RN Counsel, we fight for those who have been denied expense reimbursements. We understand the scope of expenses that come with working in the healthcare field and know how to hold hospitals, clinics, and staffing agencies accountable for every dollar they owe.
The Law on Expense Reimbursements
Under California Labor Code Section 2802, employers are required to reimburse employees for all necessary expenses or losses incurred in direct consequence of the discharge of their duties or in obedience to employer directions.
In plain language:
If you spend your own money on something you need to do your job, your employer must pay you back.
What Counts as a “Necessary” Work Expense for Nurses?
Necessary expenses for nurses can include, but are not limited to:
Uniforms and Scrubs
If the employer requires a specific type, color, or brand.
Cell Phone Use
If the employer requires using personal cell phones to track and submit work hours or for any other work-related reason.
Medical Equipment
Stethoscopes, blood pressure cuffs, thermometers, penlights, etc.
Footwear
Specialty nursing shoes or slip-resistant footwear mandated by the employer.
Travel Expenses
Mileage, tolls, and parking for traveling nurses or home health visits.
Technology Costs
Tablets, laptops, or internet service required for charting or telehealth services.
Vaccinations or Medical Tests
If required by the employer for work eligibility.
Background Checks and Fingerprinting
Costs paid out-of-pocket as a condition of employment.
How Employers Violate Reimbursement Laws
Common ways employers fail to reimburse nurses include:
1. Flat Allowances Instead of Actual Costs
Employers sometimes give a small uniform allowance that doesn’t cover actual expenses. California law requires full reimbursement, not partial.
2. Delaying or Denying Requests
Some employers create burdensome reimbursement processes or reject claims without valid reason.
3. Shifting Costs to Employees
Requiring nurses to provide their own supplies, technology, or PPE without reimbursement.
4. Failing to Reimburse Mileage at the Legal Rate
California follows the IRS standard mileage rate (updated annually), and underpaying this rate is a violation.
5. Claiming “You Can Deduct It on Taxes”
This is irrelevant — the law requires the employer to reimburse directly, not leave it for the employee to claim later.
Special Considerations for Traveling Nurses
Traveling nurses often face unique reimbursement issues. While travel stipends are common, they must be sufficient to cover actual required expenses. If the stipend is less than your actual costs, you may still be entitled to additional reimbursement.
Examples:
- Housing: If provided housing is inadequate or unavailable and you must obtain your own.
- Transportation: If you are required to drive between multiple assignments in a single day or drive unusually long distances to get to work.
- Licensing in Multiple States: If your employer requires multi-state licensure for assignments.
Employer Obligations and Penalties
When employers fail to reimburse expenses:
- You may recover the full amount owed, plus interest.
- You may be entitled to attorney’s fees and costs under California law.
- If the failure to reimburse also caused you to be underpaid (because the expense effectively reduced your wages below minimum wage), additional wage penalties may apply.
- Class action claims may be possible if multiple employees experienced the same violations.
Real-World Example: PPE Costs During COVID-19
During the COVID-19 pandemic, some hospitals required nurses to provide their own PPE — from N95 masks to face shields — without reimbursement. This was a direct violation of California Labor Code Section 2802. In such cases, nurses could recover the cost of PPE plus interest for delayed reimbursement.
Steps to Take if You’ve Paid for Work Expenses
- Keep All Receipts: Proof of purchase is key.
- Document Employer Requirements: Save emails, policies, or communications showing that the expense was mandatory.
- Submit Reimbursement Requests in Writing: This creates a paper trail.
- Track Mileage Accurately: Use a mileage app or log.
Speak to an Attorney Early: If your employer delays, denies, or retaliates, legal help is critical.
RN Counsel: Recovering Reimbursements for Nurses
At RN Counsel, we know the financial burden employees face when employers cut corners on reimbursements. We have successfully represented nurses in recovering unpaid expenses, interest, and penalties from hospitals, clinics, and staffing agencies.
When you choose us, you get:
- Attorneys who focus exclusively on protecting nurses
- Proven strategies for reimbursement and wage claims
- Aggressive advocacy to recover every dollar you’ve spent for work
- No upfront costs — we only get paid if we win
If you’ve been forced to cover work-related expenses out of your own pocket, you may be entitled to full reimbursement. These claims often have strict time limits, so act now.
📞 Call RN Counsel today at (424) 252-4711 for a free, confidential consultation with one of our qualified attorneys. Let us review your expenses, calculate what you’re owed, and take swift action to recover your money.
FAQs: Expense Reimbursements for Nurses
My hospital gives a uniform allowance — is that enough?
Only if it fully covers the cost of required uniforms. If not, you are entitled to the difference.
Can my employer require me to buy my own stethoscope?
Yes, but they must reimburse you if it’s required for your job.
What if I lose a receipt?
You may still be entitled to reimbursement if you can provide reasonable proof of the expense.
Do mileage reimbursements have to follow the IRS rate?
Yes. Paying less than the IRS standard rate is a violation unless the employer can prove actual costs are lower.
What if I’m classified as an independent contractor?
If you are misclassified and really function as an employee, you may still be entitled to reimbursement.