What Are Reasonable Accommodations?

Federal employees who are qualified individuals with a disability or who have a sincerely held religious belief are entitled to a “reasonable accommodation” under federal law.

According to the U.S. Department of Labor, a reasonable accommodation is defined as any effective change in the work environment or in the way things are typically done that allows an individual to apply for a job, perform the essential functions of a job, or enjoy equal employment benefits.

Federal agencies are required to provide a reasonable accommodation unless doing so would cause an “undue hardship.” An agency’s assessment, when done correctly, is fact specific and considers operational needs; documentation and clarity about essential functions are critical.

The duty to provide accommodations for disabilities comes from the Rehabilitation Act of 1973 (which applies the same standards as the Americans with Disabilities Act to federal agencies). The process is meant to be a flexible, back-and-forth discussion between you and your agency, often called the “interactive process.” Religious accommodations are addressed under Title VII.

Key Examples of Reasonable Accommodations

Below are examples of accommodations often requested by federal workers, consistent with EEOC guidance and resources such as the Job Accommodation Network (JAN).

Work From Home / Telework

• When It Applies: Telework or working from home can be a required accommodation if your disability makes it difficult or impossible to commute, or if your medical needs require you to be in a specific and the essential functions can be performed remotely in compliance with agency policies.
• The Law: An agency must allow telework for disability reasons if the essential functions of your job can be performed from another location, such as the employee’s home, even if the agency’s general policy discourages it.

Light Duty

• When It Applies: When an employee has a temporary medical restriction due to an injury, surgery, or condition that prevents them from performing a non-essential function of their job.
• The Solution: The agency may temporarily reassign or restructure the job by removing the non-essential duties or temporarily reassigning you to a different, vacant position for which you are qualified; however, the agency is not required to create a new job or permanently remove essential functions for the employee.

Accommodations for Specific Health Conditions

• Migraines: Providing an office with adjustable lighting, such as natural light, no fluorescent bulbs, a cover for your work area or cubicle, a quieter workspace, flexible scheduling to allow a later start time, or adjusting computer monitor settings and equipment.
• Musculoskeletal conditions Such as severe back pain, carpal tunnel, or other related conditions: Providing ergonomic equipment such as a specialized chair, an adjustable sit-stand desk, or a specialized keyboard and mouse. It can also include allowing flexible work breaks for stretching or changing positions.
• Parking: Reserving a closer, more accessible parking space to reduce the distance you must walk is a common request for mobility conditions.
• Wheelchair Accommodations: Such as offering a workspace that is functional for a wheelchair user, offering a wheelchair ramp and an accessible elevator if needed.

Religious Accommodations

• Title VII requires agencies to consider reasonable accommodations for sincerely held religious beliefs unless doing so would create an undue hardship—more than a minimal burden to the agency’s operations.
  • Scheduling: Allowing for schedule changes or granting leave to observe specific religious holidays, such as the Sabbath.
  • Dress and Grooming: Allowing exceptions to dress codes, such as wearing religious garments (a hijab, turban, or yarmulke) or maintaining religiously required facial hair.
  • Worship: Providing short, flexible breaks for daily prayers (e.g., for Muslim employees) if it can be done without disrupting the workflow.

Specific Protections for Pregnancy and Post-Partum Workers: The PWFA

The Pregnant Workers Fairness Act (PWFA), enacted in 2023, is a significant victory for workers in both the public and private sectors. It requires employers (with over 15 employees), including federal agencies, to provide reasonable accommodations for a worker’s known limitations related to, affected by, or arising out of pregnancy, childbirth, or related medical conditions (including post-partum recovery), unless the agency can prove undue hardship.

The PWFA defines specific guidelines for workers:

1. Lower bar for limitations: The limitation does not need to be a severe disability. It covers common, minor, or temporary issues like morning sickness, a temporary lifting restriction, or the need to pump breast milk.
2. No forced leave: Your agency cannot force you to take leave if there is an accommodation that allows you to keep working.
3. Temporary essential functions: The law allows for the temporary suspension of an essential function of your job if you can perform it again “in the near future” (generally defined as within 40 weeks). This is a major change that allows for more flexible light-duty options during pregnancy or recovery.

Common PWFA Accommodations:

• More frequent, longer, or flexible breaks to use the restroom, drink water, or rest.
• Providing a chair or stool to sit on while performing duties that normally require standing.
• Access to a private space (not a bathroom), time to pump breast milk (also covered by the PUMP Act), and refrigerated storage for breast milk. 
• Temporary reassignment or limiting exposure to hazardous materials.

Reasonable Accomodation Frequently Asked Questions (FAQs)