Reasonable Accommodation Policy Template (U.S.)

Purpose

As an equal opportunity employer, we believe that everyone, regardless of their abilities, should enjoy the same benefits and privileges of employment. So here we’ll break down what qualifies as reasonable accommodations and how to request assistance — should you need any.

This policy applies to [all employees].

What are "Reasonable" Accommodations?

Reasonable accommodations are any assistance given to qualified employees with disabilities to help them do their job.

However, if the assistance will provide undue hardships on the company, then they no longer qualify as “reasonable.”

Our Reasonable Accommodations Policy

Pursuant to the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and state law, [company name] will reasonably accommodate employees with disabilities and pregnant employees, as defined by law. Failure to reasonably accommodate employees with disabilities and pregnant employees is a violation of federal and/or state law as well as company policy.

Procedures

To ensure that an employee with a disability can perform or continue to perform (if the disability occurs after employment) their job responsibilities, a reasonable accommodation by [Company name] may include, but is not limited to, the purchase of special equipment, changing the physical layout of the workplace, restructuring job responsibilities and duties and modifying the work schedule.

To ensure that a pregnant employee can continue to perform her job responsibilities, a reasonable accommodation by [Company name] may include, but is not limited to, more frequent breaks, private non-bathroom space for expressing breast milk, light-duty, restructuring job responsibilities and duties, and modifying the work schedule.

Even though the employee provides input concerning the accommodation process, [Company name] will determine what constitutes a reasonable accommodation on a case-by-case basis and reserves the right to request additional independent medical examinations, evaluations, or other appropriate information at the company's expense.

Medical information is treated as confidential and will be shared with management only on a need to know basis. [Company name] will not provide accommodations without appropriate documentation.

In limited instances, a requested accommodation may pose an "undue hardship" on the company which prevents the accommodation from being offered. The determination of whether an accommodation creates an "undue hardship" is contingent upon a number of variables and is made by [HR]. Supervisors must contact [HR] before disciplining, transferring, terminating, or relieving an employee of job responsibilities due to disability or pregnancy.

Need to request an employee accommodation form? [link to form]

Questions? Comments? Concerns?

Have a question about this policy? Reach out to a [member of our HR/contact person].