New York employers are legally required to provide reasonable workplace accommodations to support employees facing physical, mental or other challenges that may prevent them from performing their essential job functions. This aims to foster an inclusive work environment for all employees regardless of their disabilities.
When an employee asks for reasonable accommodation, knowing how to handle the request can save you a lot of legal and financial trouble. Here is what to do.
Understand your legal obligations
Familiarize yourself with what the law says regarding workplace accommodations. For instance, your business should not endure undue hardship, like excessive costs or significant disruption, to provide workplace accommodations. Familiarizing yourself with such requirements can help ensure legal compliance.
Respond promptly to the request
Acknowledge the accommodation request once you receive it. Delays can create misunderstandings or even legal complications. Assure the employee that you take their request seriously and will work to find a solution.
Gather relevant information
If the request is tied to a disability, you may ask for documentation from a healthcare provider, but avoid prying into unnecessary medical details. Remember to document every step and communication related to the matter and keep all information confidential.
Engage in an interactive process
Schedule an interactive dialogue with the employee to explore reasonable accommodations that meet their needs. Listen actively to their concerns and work together to identify viable solutions. Collaboration during this process demonstrates good faith and helps build trust.
Lastly, weigh the feasibility and cost of each option to find a balance that supports the employee while maintaining workplace efficiency. Once you and the employee agree on a suitable solution, implement it promptly. Follow up to confirm it works as intended, monitor and reassess when necessary.
Seek qualified legal guidance to avoid costly mistakes
Navigating workplace accommodation requests can sometimes be complex, especially when determining what qualifies as reasonable or balancing accommodations with business operations. Seeking qualified assistance can help you address challenging scenarios and do everything right to protect your business from legal risks.