PWFA and PUMP Accommodation Kit

Handle a pregnancy or nursing accommodation the way the law now expects, from the first request to a documented decision you can stand behind. The kit gives you 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 and designed to keep medical detail out of the wrong hands.

Seven pieces that carry an accommodation from the first request to a clean record

A policy to adopt, two guides that tell HR and managers what to do, a form that doubles as the interactive-process record, a tracker that watches the dates, and a self-check to find the gaps first. Built to be used together.

• Start Here. A one-page map of the kit and the order to use it. Read it first.
• Accommodation policy, 14 sections. An internal policy that sets the 15-employee PWFA threshold and the all-sizes PUMP duty, how an employee asks without magic words, the interactive process, the accommodations granted by default, the limits on medical documentation, the rule against forced leave, nursing breaks and a private non-bathroom space, confidentiality, and retaliation. Editable Word document.
• Request and interactive-process form, English and Spanish. One form the employee uses to request an accommodation and HR uses to record the conversation and the decision. It captures the limitation in general terms with no diagnosis, opens with a confidentiality reviewer note, and includes a full Spanish version flagged for review by a Spanish-speaking professional. Editable Word document.
• HR interactive-process guide, 12 sections. The working guide for whoever runs the process: recognizing a request, what a known limitation is, the assessments to grant by default, when documentation is and is not appropriate, undue hardship, what to write down, and a neutral note on the current litigation and on more protective state law. Editable Word document.
• Manager guide and FAQ. A short playbook for line managers: how to recognize and route a request, what to avoid saying, the PUMP break and space basics, confidentiality, and seven common questions answered. Editable Word document.
• Accommodation tracker, six tabs. A workbook that logs each request, records the interactive process, tracks the one-year lactation window, keeps an options reference, and holds a compliance log. Response times, status flags, and the coverage window calculate for you, and it opens on a worked example. Works in Excel or Google Sheets.
• Readiness self-check. A browser tool that asks two routing questions, scores eight practices, and returns the gaps to close. It runs locally and uploads nothing.

The method in the order a request runs

Adopt the policy, then run every request the same way: recognize it, work the interactive process, grant what the law grants by default, and keep the record. The kit structures each step; HR makes the calls, and counsel covers the close ones.

• Set the policy and brief managers. Adopt the policy so the rules are written down, and give managers the one-page guide so a request does not stall or get mishandled at the first conversation.
• Take the request without magic words. An employee does not need a form, a doctor’s note, or any special phrase to ask. Capture the limitation in general terms and the accommodation on the form, and keep medical detail 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.
• Work the interactive process for the rest. For anything beyond those four, use the HR guide and the form to document the conversation, the options considered, and the outcome, and ask for only minimal documentation when it is appropriate at all. Do not move someone to leave if a reasonable accommodation lets them keep working.
• Track the dates and the lactation window. Put each request and each nursing employee in the tracker so response times, follow-ups, and the one-year PUMP coverage window are watched, and so the private space and the break time are recorded as in place.

Who it is built for

Built for

• An owner or lean HR team at a company that has just crossed 15 employees and now carries the PWFA duty 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 who needs to know what to do, and what not to say, when an employee asks to sit more, lift less, or take time to pump.

If you are looking for

• The broader set of medical-leave and disability-accommodation processes, ADA and FMLA among them, rather than pregnancy and nursing specifically. The Leave and Accommodation Kit covers that ground.
• 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, the form, and the two guides ship as editable Word documents, the tracker is an Excel workbook that also works in Google Sheets, the Start Here is a PDF, and the self-check opens in any browser. Everything is editable and yours to keep, and 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 that treated purely elective abortion as a covered condition, and a separate challenge to how the law was enacted is before a federal appeals court sitting en banc, which heard argument in May 2026 and has not yet ruled. The kit notes this neutrally, tells you to follow what the agency currently requires, and shows its review date.

How does it protect employee privacy?

Every form and log captures the limitation in general terms and the accommodation, never a diagnosis. The records are treated as confidential and kept separate from the personnel file, and managers are told to route any medical detail to HR.

Is the Spanish form ready to hand out?

It is a complete translation provided for convenience and flagged for review by a Spanish-speaking HR or legal professional before use. Keep it confidential and separate from the personnel file, the same as the English version.

What is the refund policy?

Digital products are covered by a 14-day money-back guarantee. See the refund policy for the full terms.

What happens after I buy?

Checkout delivers an instant download link, and a receipt with the same link arrives by email. Open the Start Here page first; it tells you the order to work in. Questions or want a hand getting set up? 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 Extract All on Windows, double-click on a Mac), and open the Start Here file first. PDFs open in any reader, and the editable files work in Microsoft Word and Excel or their free equivalents, including LibreOffice and Google Docs and Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

This kit is a set of working tools and editable templates for running an HR process in a clear, consistent, and defensible way. It is not legal advice, and it is not a substitute for qualified counsel on your specific situation. The rules in this area vary by jurisdiction, they change, and applying a template to the wrong facts can create the exact exposure you are trying to avoid. Have your policies, your notices, and any individual decision reviewed against applicable law before you act on them.