Reasonable accommodation under the ADA
The ADA interactive process is the single biggest source of avoidable EEOC charges. Ask HR AI structures the dialogue, documents the analysis, and flags where PWFA, FMLA, or state law expand the duty.
What Ask HR AI covers
- Essential-functions analysis
- Interactive process documentation
- Undue-hardship factors
- Common accommodations (schedule, remote, equipment, leave)
"An employee with anxiety asks for a permanent remote schedule — how do I handle the interactive process?"
Ask this in Ask HR AIHow to run the ADA interactive process
- Step 1 — Acknowledge the accommodation request. A request need not use magic words; treat any indication that a medical condition requires an adjustment as a trigger.
- Step 2 — Analyze essential functions. Use the job description and actual duties to identify which functions are truly essential.
- Step 3 — Explore accommodation options. Consider schedule changes, equipment, remote work, reassignment, or leave; involve the employee.
- Step 4 — Assess undue hardship. Document cost, disruption, and effect on operations.
- Step 5 — Document the outcome and revisit. Record the accommodation, effective date, and review schedule.
Frequently asked questions
Do I have to grant every accommodation an employee requests?
No. You must engage in an interactive process and provide a reasonable accommodation, but you can choose among effective accommodations and deny those that impose undue hardship.
Is remote work always a reasonable accommodation?
Not automatically. It depends on whether physical presence is an essential function and whether the role can be performed effectively remotely.
What is undue hardship?
Significant difficulty or expense considering the employer's size, resources, and the nature of the operation — a high bar that requires case-specific analysis.
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- Retaliation claims — The most common EEOC charge — how to identify protected activity, avoid materially adverse actions, and document non-retaliatory decisions.
- Drug testing and marijuana — Pre-employment, reasonable-suspicion, and post-accident drug testing across states with off-duty cannabis protections and safety-sensitive carve-outs.
- Pay transparency and pay equity — State and city pay range disclosure laws, pay equity analyses, and how to respond to an applicant's compensation question.
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- SafestHires blog — deeper dives on the topics above.
Ask HR AI is not legal advice. Confirm any final answers or suggested actions with your employment legal counsel before acting on them.