Can employees submit requests electronically?

Yes. Electronic requests are valid if the platform preserves an audit trail and records can be reproduced. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) provided intent and consent are captured.

What medical documentation is appropriate?

Provide only documentation necessary to establish the need and expected duration of the accommodation. Avoid broad diagnoses; limit disclosures to treating provider notes that relate directly to functional limitations.

Who reviews and decides on requests?

Typically HR leads intake and documentation, the manager assesses essential functions, and legal may review complex cases. Document each reviewer and the basis for the decision.

How should medical records be stored?

Store medical documentation separately from personnel files with restricted access. Use encrypted systems and maintain retention per HIPAA and federal guidance (45 CFR §164.530(j)).

Can an accommodation be denied?

Yes, if it would impose undue hardship or is not reasonable. Denials should be documented, explain the rationale, and include alternative options considered.

How can an employee appeal a decision?

Include an internal appeal path with timelines for reconsideration and escalation to higher HR or executive review; document each appeal step to create a clear record.

Electronic Signature
Templates
HR
HR Accommodation Policy

HR Accommodation Policy

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HR ACCOMMODATION POLICY

Purpose and Scope

This policy establishes the employer's obligations and procedures for providing reasonable accommodation to qualified individuals with disabilities, as required by applicable law. It applies to all employees, applicants, and contractors seeking workplace accommodations to perform essential job duties.

Definitions

"Disability" means a physical or mental impairment that substantially limits one or more major life activities. "Reasonable accommodation" means a modification or adjustment to the job, work environment, or the manner in which duties are performed that enables a qualified individual with a disability to perform the essential functions of the position, unless the accommodation would impose undue hardship.

Personal Information

Full Legal Name Home Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Start Date

Salary

Employment History (Most Recent)

Employer 1 — Company Employer 1 — Job Title Employer 1 — Dates Employed Employer 1 — Responsibilities Employer 1 — Reason for Leaving

Prior Employment (Second Most Recent)

Employer 2 — Company Employer 2 — Job Title Employer 2 — Dates Employed Employer 2 — Responsibilities Employer 2 — Reason for Leaving

Education

Degree Institution Graduation Date

References

Reference 1 — Name Reference 1 — Phone Reference 1 — Email Reference 1 — Relationship Reference 2 — Name Reference 2 — Phone Reference 2 — Email Reference 2 — Relationship Reference 3 — Name Reference 3 — Phone Reference 3 — Email Reference 3 — Relationship

Requesting an Accommodation — Procedure

Employees or applicants who believe they need an accommodation should notify Human Resources or their immediate supervisor as soon as practicable. Notification may be verbal or written; however, providing information in writing helps ensure accurate documentation.

Date of Request Accommodation Requested Functional Limitations / Medical Information (if applicable)

I will provide medical certification or supporting documentation if requested.

Preferred Accommodation Options

This request is urgent and requires expedited review.

Interactive Process

The employer will engage in a timely, good-faith, individualized discussion with the individual requesting accommodation to determine effective reasonable accommodations.

Interactive Contact — Name Interactive Contact — Title Interactive Contact — Phone

I authorize release of medical information to the extent necessary to evaluate this accommodation request (limited to relevant information).

Decision and Implementation

Decision Made By Decision Date

Accommodation Granted Accommodation Denied

If Granted, Accommodation Description Implementation Date

Appeals

An employee or applicant who disagrees with an accommodation determination may request a review within the timeframes established by employer policy. Requests for review should be submitted in writing to Human Resources.

I request an appeal/review of the accommodation decision.

Appeal Reason / Basis for Review

Responsibilities

Employer Responsibilities Supervisor Responsibilities Employee Responsibilities

Recordkeeping and Confidentiality

Medical records and documentation obtained in connection with accommodation requests will be maintained separately from personnel files and treated as confidential to the extent required by law. Information will be disclosed only on a need-to-know basis.

I acknowledge that I have read and understand the recordkeeping and confidentiality provisions.

Legal Notices

At-Will Employment: Nothing in this policy alters the employment relationship; employment remains at-will where applicable and may be terminated by either party as permitted by law. Equal Opportunity: The employer prohibits discrimination and retaliation in employment practices and will provide reasonable accommodations in accordance with applicable law.

I acknowledge the At-Will Employment statement.

I acknowledge the Equal Opportunity and anti-retaliation statement.

Applicant / Employee Certification and Authorizations

I certify that the information I have provided on this form is true and complete to the best of my knowledge. I authorize the employer to contact prior employers and references to verify information provided, and I authorize limited release of medical information to the extent necessary to process and evaluate my accommodation request. I understand that false statements may result in discipline up to and including termination.

I certify that all information provided is true and complete.

I authorize the employer to contact previous employers and references as necessary to verify information provided.

Policy Review

Reviewed By Review Date

Employee Acknowledgment and Signature

Printed Name:

Signature:

Date:

What an HR Accommodation Policy Covers

An HR Accommodation Policy documents an employer’s standardized process for receiving, evaluating, and implementing requests for reasonable accommodation from employees and applicants. It explains how to request an accommodation, who reviews requests, what documentation may be required, how confidentiality is preserved, and how decisions are recorded. The policy aligns workplace practice with federal obligations under the Americans with Disabilities Act (42 U.S.C. §12112) and related state laws, and sets expectations for timelines, interactive meetings, and record retention.

Why a Clear Policy Matters for Compliance and Consistency

A written HR Accommodation Policy promotes consistent decision-making, reduces legal risk, protects employee privacy, and creates predictable timelines. It helps HR document the interactive process and produce defensible records if disputes or agency inquiries arise.

Who Typically Uses the HR Accommodation Policy

The policy is used by HR professionals, managers, legal counsel, and employees seeking adjustments to job duties or workplace conditions.

HR teams and benefits administrators responsible for intake, documentation, and policy enforcement.
Supervisors and managers who implement accommodations and coordinate with HR.
Employees and applicants who submit requests and provide supporting documentation.

Consistent use across these groups reduces misunderstandings, speeds requests, and supports legally defensible outcomes.

Core Elements to Include in a Professional HR Accommodation Policy

A complete policy defines scope, explains the request process, assigns roles, sets timelines, identifies acceptable medical documentation, and describes confidentiality and appeals procedures.

Scope

Define who is covered (employees, applicants, contractors), applicable laws (ADA, Rehabilitation Act), and the types of accommodations considered reasonable.

Request Process

Describe how to submit requests (written, verbal, electronic), where to send them, and what initial information is required to start the interactive process.

Interactive Process

Outline steps for HR and the manager to meet with the employee, evaluate needs, explore alternatives, and document the discussion and agreed actions.

Medical Documentation

Specify permissible medical information, who reviews it, how to protect PHI, and when independent medical advice is appropriate.

Decision & Implementation

Describe approval workflows, timelines for implementation, trial periods, and how accommodations are communicated to relevant parties.

Appeals & Review

Include a process for employees to request reconsideration, escalate disputes, and review decisions periodically or after workplace changes.

Required Information and Fields

Employee Name: Full legal name

Position: Job title and department

Accommodation: Detailed requested adjustment

Medical Docs: Type and date received

Effective Date: MM/DD/YYYY preferred

Confidentiality: Access restriction notes

Key Risks and Legal Consequences of Poor Documentation

Discrimination Claims: EEOC charges and litigation risk

Regulatory Penalties: Enforcement actions and fines

Privacy Breach: HIPAA exposure for mishandled PHI

Operational Risk: Unclear instructions causing unsafe work

Reputational Harm: Employee morale and public scrutiny

Financial Exposure: Settlement and defense costs

Step-by-Step: How to Process an Accommodation Request

Follow these four sequential steps to ensure timely, consistent handling from intake through implementation.

01

Submit Request: Employee submits written or electronic request with core details.
02

Acknowledge Receipt: HR confirms receipt and explains next steps.
03

Interactive Meeting: HR and manager meet with employee to discuss options.
04

Decide and Implement: Document decision, implement accommodation, and monitor effectiveness.

How Requests Move Through the Organization

This routing model clarifies responsibilities and typical handoffs for each accommodation request.

HR Intake: Collect request, log details, and begin documentation.
Medical Review: Review medical documentation as necessary and protect PHI.
Manager Coordination: Assess job duties and operational feasibility with supervisor.
Implementation: Provide equipment, schedule changes, or job modifications.

Digital Workflow Settings for Online Completion

Configure these settings in your HR system or eSignature platform to streamline intake and approvals.

Field	Configuration
Acknowledgement Email	Automatic to employee and HR contact upon submission
Response SLA	Set target acknowledgement within 3 business days
Document Storage	Encrypt and store in restricted HR folder
Reviewer Roles	HR lead, manager, and legal reviewer optional

Technical and Platform Considerations for eSubmission

Ensure the platform supports secure intake, audit trails, and restricted document access before accepting electronic requests.

File Formats: PDF and DOCX supported
Integrations: Salesforce, Microsoft 365, NetSuite
Security: AES-256 at rest; TLS 1.2/1.3 transport

eSignature Vendor Comparison for Policy Execution

Compare entry-level pricing and core capabilities that matter for routing, audit trails, and privacy when selecting an eSignature provider.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips to Make Your Accommodation Process Accurate and Efficient

Implement these practices to reduce delays, protect privacy, and create a defensible record of decisions.

Centralize Intake

Use a single HR intake point (email, portal, or form) to avoid lost requests, ensure consistent logging, and speed acknowledgment and routing to decision-makers.

Limit Medical Requests

Request only the medical information necessary to substantiate the need for an accommodation; avoid overly broad medical inquiries to reduce privacy risk.

Document Interactive Steps

Record dates, participants, options considered, and reasons for acceptance or denial; contemporaneous notes strengthen the employer’s position in disputes.

Review Regularly

Schedule periodic reviews of granted accommodations and policy language to account for operational changes, legal updates, or effectiveness issues.

Common Mistakes to Avoid When Preparing Accommodation Records

Failing to start or document the interactive process promptly, which can be raised as evidence of discrimination.
Requesting excessive medical information or retaining it in general personnel files, risking HIPAA and privacy violations.
Inconsistent decisions across similar cases, leading to claims of disparate treatment or bias.
Neglecting to secure electronic records with proper access controls, audit trails, and encryption.

Real-World Examples of How Policies Are Applied

These anonymized examples show common scenarios and outcomes when employers apply a consistent accommodation process.

Case Study: Office Accommodation

An employee requested ergonomic equipment after reporting chronic back pain

HR scheduled an interactive meeting within three days
The employer trialed a standing desk for 30 days, documented the outcome, and made the change permanent while limiting medical file access to HR.

Case Study: Schedule Change

A clinician requested a schedule shift for medical treatments

Manager and HR evaluated staffing impact quickly
HR approved a temporary schedule adjustment with review after 90 days and recorded monitoring metrics to assess operational impact.

Typical Timelines and Expected Response Deadlines

Set clear internal timelines so employees know when to expect acknowledgment, meetings, and final decisions.

Acknowledge Request:

Confirm receipt within 3 business days of submission

Schedule Interactive Meeting:

Hold meeting within 7 calendar days where feasible

Receive Documentation:

Request or receive supporting medical documents within 15 days

Decision Window:

Aim to decide within 30 calendar days of complete file

Implementation Start:

Implement agreed accommodations as soon as practical after decision

Frequently Asked Questions About the HR Accommodation Policy

Answers to common questions about submitting requests, required documentation, privacy, and electronic signatures for accommodation records.

Need help? Contact support

Can employees submit requests electronically?
Yes. Electronic requests are valid if the platform preserves an audit trail and records can be reproduced. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) provided intent and consent are captured.
What medical documentation is appropriate?
Provide only documentation necessary to establish the need and expected duration of the accommodation. Avoid broad diagnoses; limit disclosures to treating provider notes that relate directly to functional limitations.
Who reviews and decides on requests?
Typically HR leads intake and documentation, the manager assesses essential functions, and legal may review complex cases. Document each reviewer and the basis for the decision.
How should medical records be stored?
Store medical documentation separately from personnel files with restricted access. Use encrypted systems and maintain retention per HIPAA and federal guidance (45 CFR §164.530(j)).
Can an accommodation be denied?
Yes, if it would impose undue hardship or is not reasonable. Denials should be documented, explain the rationale, and include alternative options considered.
How can an employee appeal a decision?
Include an internal appeal path with timelines for reconsideration and escalation to higher HR or executive review; document each appeal step to create a clear record.

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HR Accommodation Policy

HR ACCOMMODATION POLICY

Company Information

Purpose and Scope

Definitions

Personal Information

Position Information

Employment History (Most Recent)

Prior Employment (Second Most Recent)

Education

References

Requesting an Accommodation — Procedure

Interactive Process

Decision and Implementation

Appeals

Responsibilities

Recordkeeping and Confidentiality

Legal Notices

Applicant / Employee Certification and Authorizations

Policy Review

Employee Acknowledgment and Signature

What an HR Accommodation Policy Covers

Why a Clear Policy Matters for Compliance and Consistency

Who Typically Uses the HR Accommodation Policy

Core Elements to Include in a Professional HR Accommodation Policy

Scope

Request Process

Interactive Process

Medical Documentation

Decision & Implementation

Appeals & Review

Required Information and Fields

Key Risks and Legal Consequences of Poor Documentation

Step-by-Step: How to Process an Accommodation Request

How Requests Move Through the Organization

Digital Workflow Settings for Online Completion

Technical and Platform Considerations for eSubmission

eSignature Vendor Comparison for Policy Execution

Practical Tips to Make Your Accommodation Process Accurate and Efficient

Common Mistakes to Avoid When Preparing Accommodation Records

Real-World Examples of How Policies Are Applied

Case Study: Office Accommodation

Case Study: Schedule Change

Typical Timelines and Expected Response Deadlines

Acknowledge Request:

Schedule Interactive Meeting:

Receive Documentation:

Decision Window:

Implementation Start:

Frequently Asked Questions About the HR Accommodation Policy