June 2025 Newsletter

How to Handle a Reasonable Accommodation Request.

When an employee gives notice that they are having difficulty completing their work due to a medical condition or some disability, they could be asking for a reasonable accommodation. These requests should be treated seriously, with care, and in compliance with federal and state laws.

What is a reasonable accommodation?

Generally, this is a change in the work environment or the way work is usually completed that enables an employee to perform the essential functions of the job. Some of the more common examples are:

1.     Acquiring or modifying equipment

2.     Modifying work schedules

3.     Proving paid/unpaid leave

4.     Making facilities accessible

What should an employer do if an employee requests an accommodation?

If covered by the Americans with Disabilities Act (“ADA”), meaning you employ fifteen or more employees, and an employee makes a request, then you should do the following:

1.     Discuss the situation with the employee to determine whether they have a disability as defined by law

2.     Determine what limitations the disability creates on their ability to do their work

            This is what the ADA calls the interactive process. Remember, employees need not use the phrase ‘reasonable accommodation’ and these requests do not have to be made in writing.

            Do I have to allow the requested accommodation?

               The requested accommodation must be reasonable and not cause an undue hardship for the employer. Undue hardship must be based on an individual assessment of current circumstances. It should be based on several factors, including:

1.     The nature and costs of the accommodation

2.     The overall financial resources of the facility, number of individuals employed at the facility, the effect on expenses and resources of the employer

3.     The type of operation of the employer

4.     The impact of the accommodation on the operation of the location

This analysis is not ‘one size fits all’ and every case must be individually considered. Legal counsel is always advisable when considering ADA reasonable accommodation requests.