PWFA and PUMP Accommodation Kit

Handle pregnancy and nursing accommodation requests from the first conversation through a documented decision. The kit includes a policy, a bilingual request form, an HR guide and a manager guide, a six-tab tracker, and a readiness self-check. Built on the Pregnant Workers Fairness Act and the PUMP Act, the tools help you document decisions and keep sensitive medical information confidential.

Eight resources for handling requests and documenting decisions

You get a policy to adopt, two guides for HR and managers, a form that also records the interactive process, a tracker for important dates, a self-check to identify gaps, and a two-page Quick Reference. Each resource has a place in the accommodation process.

• Start Here. A two-page guide to the kit and the order to use its resources.
• Accommodation policy, 14 sections. An editable Word document covering the 15-employee PWFA threshold and the PUMP duty for employers of all sizes. It addresses how employees request accommodations without special wording, the interactive process, accommodations granted by default, limits on medical documentation, the rule against forced leave, nursing breaks and a private non-bathroom space, confidentiality, and retaliation.
• Request and interactive-process form, English and Spanish. An editable Word document employees can use to request an accommodation and HR can use to record the conversation and decision. It captures the limitation in general terms, with no diagnosis, and opens with a confidentiality reviewer note. A full Spanish version is included and flagged for review by a Spanish-speaking professional.
• HR interactive-process guide, 12 sections. An editable Word guide covering how to recognize a request, what qualifies as a known limitation, the four predictable assessments to grant by default, when documentation is and is not appropriate, undue hardship, and what to document. It also includes a neutral note on the litigation and more protective state laws.
• Manager guide and FAQ. An editable Word guide for line managers covering how to recognize and route requests, how to respond appropriately, PUMP break and space requirements, and confidentiality. Includes answers to seven common questions.
• Accommodation tracker, six tabs. Log each request, record the interactive process, track the one-year lactation window, reference accommodation options, and maintain a compliance log. Response times, status flags, and the coverage window calculate automatically. The workbook opens with a worked example and works in Excel or Google Sheets.
• Readiness self-check. A browser tool that asks two routing questions, scores eight practices, and identifies areas to address. It runs locally and uploads nothing.
• Quick Reference (PDF). A two-page guide to the workbook, explaining what each tab is for, what to enter, and how to read the result.

The request process, step by step

Start by adopting the policy and preparing managers. For each request, recognize the need, work through the interactive process, grant the accommodations the law provides by default, and document the decision. The kit organizes each step. HR evaluates the individual circumstances, with qualified counsel advising on complex cases.

• Establish the policy and prepare managers. Adopt the policy and share the short manager guide. Managers will have a clear reference for recognizing accommodation requests and responding from the first conversation.
• Recognize an accommodation request. An employee can ask through an ordinary conversation. A form, doctor's note, or special phrase is not required. Record the limitation in general terms and the requested accommodation on the form. Keep medical information with HR, separate from the personnel file.
• Grant the predictable assessments now. Water near the work area, extra restroom breaks, sitting or standing as needed, and breaks to eat and drink are reasonable in nearly every case. Grant them without documentation or delay, and log them.
• Discuss other accommodation requests. For requests beyond the four predictable assessments, use the HR guide and form to document the conversation, the options considered, and the outcome. Request only minimal documentation when appropriate. Keep the employee working when a reasonable accommodation makes that possible, rather than requiring leave.
• Track requests and lactation arrangements. Record each request and each nursing employee in the tracker. Monitor response times, follow-ups, and the one-year PUMP coverage window. Document when the private space and break time are in place.

Who it is built for

Built for

• An owner or small HR team at a company that has just crossed 15 employees and is now covered by the PWFA for the first time.
• An HR lead who wants one consistent way to handle pregnancy and nursing requests across managers, with the policy, the guides, the form, and the tracker in one place.
• A manager or people leader responding to an employee who asks to sit more, lift less, or take time to pump.

If you are looking for

• For broader medical leave and disability accommodation processes, including ADA and FMLA matters, see the Leave and Accommodation Kit.
• Compliance outside the United States. This kit is built on US federal law, and state rules vary and are often more protective, so confirm the rules where you operate.

Before you buy

What format are the files and can I edit them?

The policy, form, and two guides come as editable Word documents. The tracker is an editable Excel workbook that also works in Google Sheets. Start Here and Quick Reference are PDFs, and the self-check opens in any browser. The self-check runs locally and uploads nothing.

Does the PWFA apply to my company?

The PWFA covers employers with 15 or more employees; the PUMP Act applies at all sizes. The self-check asks your headcount first and tailors the points to it, and the policy and guides cover both duties.

Is this still valid given the court cases about the PWFA?

The core accommodation framework is in force and enforced. A federal court vacated the part of the EEOC rule treating purely elective abortion as a covered condition. A separate challenge to how the law was enacted is before a federal appeals court sitting en banc. That court heard argument in May 2026 and has not yet ruled. The kit explains both developments neutrally, directs you to follow what the agency currently requires, and includes its review date.

How does it protect employee privacy?

Each form and log records the limitation in general terms and the accommodation, never a diagnosis. The guidance calls for confidential records kept separately from the personnel file and directs managers to send medical information to HR.

Is the Spanish form ready to hand out?

The kit includes a complete Spanish translation, flagged for review by a Spanish-speaking HR or legal professional before use. Handle completed forms confidentially and separately from the personnel file, just as you would the English version.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

What happens after I buy?

Your download link appears immediately after checkout. Your receipt arrives by email with the same link. Open the Start Here page first for the recommended order. For setup questions, email support@truestephr.com.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Word and Excel or free equivalents, including LibreOffice, Google Docs, and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates help you run a clear, consistent, and defensible HR process. Rules vary by jurisdiction and change over time, so adapt each template to the facts of your situation to avoid unintended legal exposure. Have qualified counsel review your policies, notices, and individual decisions against applicable law before you act. General HR information, not legal advice.