Upcoming Courses Near You
Finding courses near you...
CE Reimbursement
CE Reimbursement Guide for Pelvic Health Clinicians | Herman & Wallace
How to Get Your Continuing Education Reimbursed
A step-by-step guide for pelvic health clinicians — including a downloadable reimbursement form, a sample email to your manager, and the talking points that help your employer say yes.
You invest in continuing education to deliver better care. Many employers will invest right alongside you — but only if you ask, and only if you ask well. Most denials we hear about aren't denials of the idea. They're the result of a request that arrived without the right information at the right time.
Free Download
CE Reimbursement Request Form
A clean, one-page PDF that captures everything most employers want to see — participant info, program details, accreditation statement, justification, and supervisor sign-off.
Tip: Save a copy, fill it in digitally, and email it to your supervisor with the message template below.
Why Employers Fund Continuing Education
Framing matters. Reimbursement is rarely approved on the strength of personal interest alone — it's approved when leadership sees a return for the practice, the patient, and the team. Use the points below to anchor your request in business and clinical value.
Talking points: the ROI of approving your request
- Better outcomes for an underserved population. Pelvic health is one of the fastest-growing specialty areas in rehab. Trained clinicians shorten time-to-resolution for incontinence, pelvic pain, prenatal and postpartum care, and post-surgical recovery.
- New revenue streams for the clinic. Adding a credentialed pelvic health provider lets the practice accept referrals it currently turns away — including OB/GYN, urology, colorectal, and oncology partners.
- Reduced referral leakage. Patients who can't be served in-house are referred out and often don't come back. Internal capacity keeps episodes of care — and revenue — under one roof.
- License and credentialing maintenance. Most state boards require continuing education for license renewal. Funding CE is, in part, funding the team's ability to keep practicing.
- Recruiting and retention. Professional development is consistently among the top three factors clinicians cite when choosing — and staying with — an employer.
- Evidence-based, peer-reviewed instruction. Herman & Wallace courses are taught by faculty actively practicing in the field, with content updated against current research and clinical guidelines.
Your Step-by-Step CE Reimbursement Checklist
Follow these six steps in order. Most clinicians complete the request in under 30 minutes.
- Choose your course and capture the details. From the course page, copy the program title, dates, format (live or on-demand), CE contact hours, and total cost (tuition + any travel).
- Check your employer's policy. Most practices have a written CE benefit (annual dollar amount, paid time, or both). HR, your supervisor, or the employee handbook is usually the fastest source. Note the deadline and submission method.
- Fill out the reimbursement form. Use the downloadable form on this page. The accreditation statement is already included for you, so your employer can verify the program is a recognized CE activity.
- Write your justification. In the "Justification for Funding" section, connect the course to a specific gap in knowledge, skills, or practice — and to a measurable outcome the practice cares about. The talking points above are written to be lifted directly into this field.
- Send it with a short, confident email. Use the template below. Attach the completed form. Keep the message short and the ask explicit.
- Follow up — once. If you haven't heard back in five business days, send a single, friendly follow-up. After approval, save the signed form for tax records and post-course documentation.
Sample Email to Your Manager
Copy, paste, and personalize the bracketed fields. Most clinicians send this in one or two minutes.
Subject: Request for CE reimbursement — [Course Name], [Dates]
Hi [Manager's first name],
I'd like to request reimbursement to attend [Course Name] through Herman & Wallace Pelvic Rehabilitation Institute on [Dates]. The course is [X] CE contact hours and the total cost is $[Amount].
This program directly supports [specific patient population or service line we see / want to grow]. Completing it will let me [specific skill or scope, e.g., "evaluate and treat post-prostatectomy incontinence" or "take direct referrals from our OB partners"], which I expect to [outcome — reduce referral-out volume, open a new appointment type, shorten plan-of-care duration, etc.].
I've attached the completed Continuing Education Reimbursement Request form, which includes the program details and accreditation statement. Happy to talk through it whenever works for you — and I can hold the registration spot for [date] if you'd like to confirm by then.
Thank you for considering it.
[Your name] • [Title] • [License #, if relevant]
What to Include on the Reimbursement Form
The form is structured to anticipate every question a finance team or supervisor is likely to ask. Here's what each section is for.
- Participant information. Your name, title, department, and employer of record. This is what your finance team will match against payroll.
- Program details. Provider, title, dates, format, cost, and CE contact hours. Pull these directly from the course page so they match the official record.
- Accreditation / CE statement. Already filled in. This is the line that proves the activity is a recognized continuing education program — keep it on the form.
- Justification for funding. Check whether the program addresses a gap in knowledge, skills, or practice (most courses address all three), then write two to four sentences linking the course to your patient population, scope of practice, or a specific clinic goal.
- Sponsorship request. State the dollar amount you're asking the employer to cover and whether you're also requesting paid professional development time.
- Signatures. Sign and date the participant line; leave the supervisor / approver block for your manager.
Ready to submit?
Download the form, fill it in, and attach it to the email above.
Frequently Asked Questions
What is a CE reimbursement, exactly?
A CE reimbursement is when an employer covers — fully or partially — the cost of an approved continuing education activity. Reimbursements typically include tuition and may also cover travel, lodging, exam fees, and paid time away from clinic to attend. Policies vary by employer, so confirm yours before submitting.
Who is eligible for CE reimbursement at most clinics?
Most reimbursement benefits are extended to W-2 clinical staff after a probationary period (commonly 90 days). Per-diem, contract, and 1099 clinicians usually aren't eligible through their staffing arrangement, but many negotiate a CE stipend into their contract directly.
How much will my employer cover?
Annual CE benefits at U.S. rehab clinics commonly fall in the $500–$2,500 range, plus one to five days of paid time. Many employers will fund above their stated cap when the request ties clearly to a clinic priority — for example, opening a new service line — so don't self-select out of asking.
What if my employer denies the request?
Ask for the reason in writing and treat it as data. Common fixable causes: timing (request submitted after the budget cycle closed), incomplete justification, or a perceived overlap with another team member's training. Adjust and resubmit. If a denial is final, ask whether your employer would consider partial coverage, paid time only, or rolling the request into next year's budget.
Can I get reimbursed for an on-demand or self-paced course?
Yes. Most policies treat live and on-demand CE the same as long as the program is from an accredited provider and you can document completion. Herman & Wallace issues completion certificates with CE contact hours for both formats.
Are CE expenses tax-deductible if my employer doesn't cover them?
Possibly. Self-employed clinicians can typically deduct CE costs as a business expense. W-2 employees in the U.S. cannot deduct unreimbursed CE on their federal return under current rules, though some states still allow it. This is general information, not tax advice — confirm with a tax professional for your situation.
How far in advance should I submit my request?
Aim for at least four to six weeks before the course start date. That gives your supervisor time to route approvals, your finance team time to schedule payment, and you time to register at the early-bird rate if there is one.
What if I leave the job after my employer pays for the course?
Some employers include a clawback clause requiring repayment if you depart within a defined window (commonly 6–12 months). If your offer letter or handbook is silent, ask before signing the form. It's a fair question and asking it early prevents friction later.
Can students or new graduates use this same process?
Yes — and many employers will fund CE for clinicians in their first year as part of onboarding. Frame the request around how the course accelerates your path to independent caseload management or a specific service line.
Get started in under 15 minutes
Pick the course you want, download the form, send the email. Most reimbursement requests fail simply because they're never made — yours doesn't have to be one of them.
Questions about a specific course or your eligibility? Contact our learner support team — we're happy to help you tailor your request.