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Reasonable Accommodation

A reasonable accommodation (the Army calls it “RA”) is any change to your job, your workspace, or the way things are usually done that lets you apply for a job, do your job, and enjoy the same benefits as everyone else. It’s your legal right — and Army policy — to ask for one.

Three different laws protect you here, depending on your situation:

• A physical or mental health condition — the Americans with Disabilities Act and the Rehabilitation Act
• Pregnancy, childbirth, or related conditions — the Pregnant Workers Fairness Act (PWFA)
• Your religion — Title VII covers sincerely held religious beliefs and observances

What Can Be Accommodated?

• A modified or flexible work schedule
• Working from home (as a medical accommodation — separate from telework as a perk)
• Assistive technology, screen readers, ergonomic equipment
• A modified job description or transfer to a different vacant position
• Changes to your physical workspace
• Extended or intermittent leave for medical treatment

How to Ask for One

1. 1

   Just ask — out loud or in writing

   Tell your supervisor you need a change because of a medical condition, pregnancy, or your religion. Under Army policy, the process officially starts the moment you ask — even verbally. That said, putting it in writing creates a record. You don’t have to use magic words or reveal your diagnosis; just describe the limitation and what kind of help you need. Job applicants: make your request to the HR representative handling the application process.

2. 2

   The “interactive process” begins

   Your supervisor (usually the decision maker) works with you and the EEO office’s Disability Program Manager or Reasonable Accommodation Coordinator to understand your limitations and explore what would work. They may ask for a note from your doctor describing what you can and can’t do — not your full medical history. This is a conversation, not an interrogation: the law requires the Army to genuinely work with you to find an effective solution.

3. 3

   You get a decision — and status updates along the way

   Army policy says requests must be processed promptly and you must be kept informed of where your request stands. If approved, get the accommodation in writing. If denied, they must give you a written reason — and the only legal reason is “undue hardship” (see below). Inconvenience is not undue hardship.

4. 4

   If they say no, you can fight it

   A denial is a discriminatory act. Contact an EEO Counselor within 45 days of the denial to protect your rights — the EEO complaint process explains what happens next. If your job is covered by a union contract, you may also be able to file a grievance.

What Counts as “Undue Hardship”?

For disability and pregnancy accommodations, undue hardship means significant difficulty or expense — measured against the resources of the whole Army, not just your office’s budget — or an accommodation so extensive or disruptive it would fundamentally change how the organization operates. It’s decided case by case. “We’ve never done that before” and “that’s inconvenient” don’t qualify.

Extra Help: Personal Assistance Services (PAS)

If you have a targeted (severe) disability, the Army can also provide help with daily living activities while you’re at work or on work travel — things like eating, using the restroom, getting in and out of a vehicle, or putting on a coat. This is on top of any reasonable accommodation. The official list of targeted disabilities is on OPM Standard Form 256.

Religious Accommodations

A religious accommodation is an exception to a rule or an adjustment to your schedule that lets you follow sincerely held religious beliefs or observances — for example, schedule changes for religious observance, dress or grooming exceptions, or time for prayer. Ask your supervisor the same way you would for any accommodation; the same interactive process applies. The Army can only say no if granting it would be a substantial burden in the context of its mission — for example, if it’s genuinely costly, compromises safety, hurts efficiency, infringes on other employees’ rights, or forces coworkers to unwillingly shoulder hazardous or burdensome work.

Resources

Last Updated: July 2026 · Adapted in plain language from “Army Policy and Procedures for Reasonable Accommodation” (army.mil, updated Feb 26, 2025) · Not an official Army website.