Employee Accommodation Agreement Template for United States

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Key Requirements PROMPT example:

Employee Accommodation Agreement

"I need an Employee Accommodation Agreement for a software developer who requires ergonomic equipment and a flexible work schedule due to a chronic back condition, to be implemented from March 1, 2025."

Document background
The Employee Accommodation Agreement serves as a formal documentation of reasonable accommodations provided to employees under U.S. federal and state laws. This agreement is typically implemented when an employee requires workplace modifications due to disability, medical condition, pregnancy, or religious beliefs. It ensures compliance with the Americans with Disabilities Act (ADA) and other relevant legislation while protecting both employer and employee interests by clearly defining the accommodation terms, duration, and review process.
Suggested Sections

1. Parties: Identification of employer and employee

2. Background: Context of accommodation request and basis for agreement

3. Definitions: Key terms including 'reasonable accommodation', 'undue hardship', and other relevant terminology

4. Accommodation Details: Specific description of the agreed accommodations being provided

5. Duration and Review: Time period for accommodation and process for reviewing effectiveness

6. Modification Process: Process for requesting changes to the accommodation

7. Confidentiality: Terms regarding the handling of medical information and accommodation details

8. Governing Law: Reference to applicable federal and state laws governing the agreement

Optional Sections

1. Alternative Accommodations: Details of alternative options if primary accommodation proves ineffective

2. Equipment Provisions: Specific details about equipment being provided, including maintenance and ownership

3. Work Schedule Modifications: Specific details about any modified work schedules or flexible arrangements

4. Remote Work Provisions: Details of remote work arrangements if part of the accommodation

5. Training Requirements: Any necessary training related to accommodation implementation

Suggested Schedules

1. Schedule A - Medical Documentation: Relevant medical documentation supporting the accommodation need

2. Schedule B - Equipment Specifications: Technical details and specifications of any equipment being provided

3. Schedule C - Cost Analysis: Breakdown of accommodation costs and documentation of reasonableness

4. Schedule D - Implementation Timeline: Detailed timeline for implementing the accommodation measures

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Clauses
Industries

Americans with Disabilities Act (ADA) 1990: Primary federal law governing disability accommodations in the workplace, including Title I on employment discrimination and the 2008 ADAAA amendments. Sets standards for reasonable accommodation requirements.

Rehabilitation Act of 1973: Federal law specifically covering federal employees and contractors, particularly Section 504. Establishes standards for reasonable accommodation in federal employment contexts.

Civil Rights Act of 1964 (Title VII): Federal law mandating religious accommodation requirements and providing protection against discrimination in the workplace.

Pregnancy Discrimination Act: Federal law establishing specific accommodation requirements for pregnant employees and protecting against pregnancy-based discrimination.

State Disability Laws: Various state-specific laws that may provide additional or broader protections for employees with disabilities beyond federal requirements.

Family and Medical Leave Act (FMLA): Federal law governing the intersection between workplace accommodations and medical leave requirements.

Worker's Compensation Laws: State and federal regulations governing the relationship between work-related injuries and required workplace accommodations.

State Privacy Laws: Laws governing the protection of employee medical information and confidentiality requirements in accommodation contexts.

EEOC Guidelines: Federal guidelines establishing interactive process requirements and undue hardship standards for workplace accommodations.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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