Real pages from the kit files. The example requests are illustrative.
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: a policy to adopt, a bilingual form that is also the record, guides for HR and managers, and a tracker that watches the response times and the one-year lactation window.
One-time purchase, no subscription. Instant download.
Built by expert HR practitioners and leaders
- A policy you adopt once: fourteen sections covering both duties, the 15-employee PWFA threshold and the all-sizes PUMP rules, how an employee asks without magic words, the four accommodations granted by default, the limits on medical documentation, and the rule against forced leave
- A bilingual request form that is also the record: the employee asks in plain words, HR documents the interactive process and the decision on the same form, and a full Spanish version follows the English one
- Guides for HR and for managers: a 12-section interactive-process guide for whoever runs the process, and a short manager playbook with what to avoid saying and seven common questions answered
- A six-tab tracker that watches the dates: response times, status flags, and the one-year lactation window calculate for you, with an options reference and a compliance log alongside
- A readiness self-check: a browser tool that asks two routing questions, scores eight practices, and returns the gaps to close, running locally and uploading nothing
The kit structures the request, the process, and the record. It does not decide that a situation complies, and it routes the close calls, undue hardship and any denial among them, to qualified employment counsel.
Policy and form templates, guides, a tracker, and general business information, not legal or tax advice. The PWFA and the PUMP Act are federal law, parts of the pregnancy-accommodation rule are in litigation, and many states are more protective, so confirm the current rules that apply to you and have qualified employment counsel review your policy and any close call before you rely on a determination.
Last reviewed June 2026
Seven pieces that carry an accommodation from the first request to a clean record
Adopt the policy, put the form in front of managers, run each request with the guides, and log it as you go. The self-check tells you where you stand before the first request arrives. Built to be used together.
Start Here
A one-page map of the kit: confirm which laws reach you, adopt the policy, route every request through the form, work the process with the guides, and track the dates, with the counsel moments named.
The Accommodation Policy (14 sections)
An internal policy that sets the 15-employee PWFA threshold and the all-sizes PUMP duty, the no-magic-words request, the interactive process, the four default accommodations, documentation limits, no forced leave, nursing breaks and a private non-bathroom space, confidentiality, and retaliation. Editable Word with a print-ready PDF.
The Request and Interactive-Process Form (English and Spanish)
One form the employee uses to ask and HR uses to record the conversation and the decision. It captures the limitation in general terms with no diagnosis, opens with a confidentiality note, and includes a full Spanish version flagged for review by a Spanish-speaking professional. Editable Word with a print-ready PDF.
The 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 document, and a neutral note on the litigation and on more protective state law. Editable Word with a print-ready PDF.
The Manager Guide and FAQ
A short playbook for line managers: how to recognize and route a request, an avoid-these list for the first conversation, the PUMP break and space basics, confidentiality, and seven common questions answered. Editable Word with a print-ready PDF.
The Accommodation Tracker (6 tabs)
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, and it opens on a worked example. Works in Excel or Google Sheets.
The Readiness Self-Check
A browser tool that asks two routing questions, scores eight practices against both laws, 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; you make 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 short guide so a request does not stall or get mishandled at the first conversation. The avoid-these list covers what not to say before HR is in the room.
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 the 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 virtually every case under the EEOC rule. 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 window are watched, and the private space and break time are recorded as in place. Unnecessary delay can itself violate the rule, so the response clock matters.
Built on the current federal rules and careful where it counts
Accommodation disputes trace back to the same patterns: a request nobody recognized because it came in plain words, a manager who asked for a diagnosis, a simple stool request that sat for weeks, and an employee moved to leave when a small change would have kept them working. The fix is one consistent process with the record kept as you go, and this kit gives you all of it, with the moments to stop and get qualified help marked.
The kit tells you when to call a lawyer
Most requests can be taken, granted, and logged in-house with the policy, the form, and the tracker. Some calls carry real exposure, and the kit marks them, so you get qualified input before you act rather than after.
Who does what
Pregnancy and nursing accommodations split the work between you, the kit, and your counsel. Here is the split, stated plainly.
- The kit structures the process; you run it. The policy, the form, the guides, and the tracker keep every request consistent. Taking the request, working the conversation, and keeping the log current are yours to do.
- The tracker watches the dates; you act on them. Response times, follow-up flags, and the one-year window calculate on their own. A flag is a prompt to move, never proof the duty was met.
- The kit flags the legal lines; counsel rules on them. A denial, an undue-hardship call, forced leave, or an adverse action near a request is a signal to get qualified input. The kit tells you when a matter needs a lawyer; counsel tells you what to do about it.
- The kit states the federal floor; counsel confirms your states. The PWFA and PUMP duties are built in as of the June 2026 review date, and many states are more protective. Confirm the rules for every state where you operate before you rely on them.
- The kit keeps medical detail out of the file; you keep it that way. Every form and log captures the limitation in general terms and the accommodation, never a diagnosis, stored separately from the personnel file. Managers share only the operational fact of a change.
Who it is built for
Who this kit fits, and where to go if that is not you.
Built for
- An owner or HR team of one 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’re 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.
- An investigation process for when a complaint follows a request, retaliation or interference among them. The Employee Relations and Workplace Investigations Kit is built for that work.
Before you buy
What format are the files and can I edit them?
Is this legal advice?
Does the PWFA apply to my company?
Is this still valid given the court cases about the PWFA?
How does it protect employee privacy?
Is the Spanish form ready to hand out?
What is the refund policy?
What happens after I buy?
Can I expense this purchase to my business?
Most customers buy TrueStep HR tools for business use, and a tool you use for work often qualifies as a deductible business expense. Whether it does for you depends on your situation, so confirm with your accountant or tax professional. Your receipt arrives by email at checkout and works as documentation.
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Take the next request the way the law expects
Adopt the policy, hand managers the guide, take the request in plain words, grant the predictable four without delay, and keep the record and the dates in one tracker, in files you keep, with the counsel moments marked.
Policy templates, guides, and a tracker, not legal or tax advice. Last reviewed June 2026.