Federal Retirement Thrift Investment Board Reasonable Accommodation Procedures

Office of Resource Management (ORM) Document Number ORM.391

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 Reasonable Accommodation Procedures

Reasonable Accommodation Procedures

Federal Retirement Thrift Investment Board 

Effective Date: December 31, 2020
Federal Retirement Thrift Investment Board Reasonable Accommodation Procedures

Office of Resource Management (ORM) Document Number ORM.391

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Reasonable Accommodation Procedures

TABLE OF CONTENTS

1. Overview ......................................................................................................................................................... 3

2. Roles and Responsibilities............................................................................................................................... 4

3. Applicable Policies .......................................................................................................................................... 5

4. Procedures........................................................................................................................................................ 5

5. Revision History ............................................................................................................................................ 11

6. Approval ........................................................................................................................................................ 11

7. Appendices .................................................................................................................................................... 11
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1. Overview

The Federal Employees’ Retirement System Act of 1986 (FERSA) authorized the Federal 

Retirement Thrift Investment Board (FRTIB), an independent agency of the U.S. Executive Branch, 

to administer the Thrift Savings Plan (TSP), one of the three components of the new Federal 

Employees’ Retirement System (FERS). The TSP is a defined contribution plan for U.S. Federal 

civilian employees (including those covered by the older Civil Service Retirement System (CSRS))

as well as members of the uniformed services. FRTIB and TSP are collectively referred to as the 

Agency. The mission of FRTIB is to administer the TSP solely in the interest of its participants and 

beneficiaries. 

The Office of Resource Management (ORM) supports and manages human resources and 

administration activities for FRTIB in accordance with Office of Personnel Management (OPM) 

regulations and other applicable Federal regulations. ORM serves as a strategic partner with FRTIB 

leadership to drive the design of innovative, effective administrative services and human resource 

programs that support FRTIB employees and its overall mission. The Human Resources Division 

(HRD) is a sub-office within ORM that manages the key business processes related human resources 

programs and initiatives. .

Executive Order 13164 requires all Federal Agencies to establish procedures on processing requests 

for reasonable accommodation. The Order supports implementation of the requirement of the 

Rehabilitation Act of 1973 that requires agencies to provide reasonable accommodation to qualified 

employees or applicants employees and applicants with disabilities unless the accommodation would 

pose an “undue hardship.” The FRTIB is committed to providing reasonable accommodations to its 

employees and applicants for employment to ensure that individuals with disabilities enjoy equal 

access to all employment opportunities.

This document sets forth FRTIB’s procedures related to processing, determining eligibility for, or 

otherwise handling reasonable accommodation requests submitted by FRTIB employees, their 

authorized representatives, and applicants for employment. These procedures apply to requests for 
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Personal Assistance Services (PAS) as well.1 These procedures affect all offices. The FRTIB office 

responsible for these procedures is ORM. 

2. Roles and Responsibilities 

Director of Resource Management – responsible for ensuring an effective process for handling 

reasonable accommodation requests and issuing final decisions for reconsideration. 

Human Resources Officer - responsible for establishing the Reasonable Accommodation policy and 

procedures to facilitate the provisions of reasonable accommodation to qualified employees or 

applicants with disabilities.

Reasonable Accommodation (R/A) Coordinator – responsible for providing guidance to all FRTIB 

employees, FRTIB Officials, family members, and others concerning these procedures and the 

Reasonable Accommodation policy; receiving and processing requests for reasonable accommodation in 

accordance with all applicable rules and regulations; determining the need for medical documentation;

approving and/or denying reasonable accommodation requests; notifying the requestor of the decision;

coordinating with appropriate FRTIB staff to acquire the accommodations; maintaining reasonable 

accommodation records; and preparing annual reports for the Human Resources Officer. The R/A 

Coordinator is in the Human Resources Division. The contact information for the Reasonable 

Accommodation Coordinator is: April Lane, 77 K Street NE, Washington, DC 20002, 

April.Lane@FRTIB.gov, 202.864--8684.

FRTIB Officials – responsible for referring reasonable accommodation requests to the R/A Coordinator, 

participating in the reasonable accommodation process, engaging in the interactive process, working 

with the R/A Coordinator in determining whether to grant or deny reasonable accommodation requests, 

and ensuring implementation of an approved accommodation.

1 The process for requesting PAS, the process for determining whether such services are required, and FRTIB's right to deny such 

requests when provision of the services would pose an undue hardship, are the same as for reasonable accommodations.
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Employees and Applicants with Disabilities - responsible for requesting reasonable accommodations, 

engaging in the interactive process with FRTIB Officials concerning a request for reasonable 

accommodation and, if requested, promptly providing medical documentation to support a request for 

reasonable accommodation.

3. Applicable Policies

• Reasonable Accommodation Policy

• EEO Program Directive

• Grievance System Policy

 

4. Procedures

4.1 Requesting an Accommodation

RA-1 The employee submits a request orally, in writing, or through a family member, health 

professional, or other authorized representative, to his or her immediate supervisor, the 

R/A Coordinator, or any other supervisor in the employee’s chain of command. An 

applicant for employment submits a request orally or in writing to any FRTIB employee 

involved in the application process or the R/A Coordinator. An individual need not have 

a particular accommodation in mind before making a request. For provided 

accommodations that are needed on an ongoing or repeated basis (e.g. sign language 

interpreters), the agency many not require the employee to submit a written request for 

recordkeeping purposed each time the accommodation is needed.

RA-2 The recipient of a request notifies the R/A Coordinator within five workdays that an 

employee or applicant has made an oral request for reasonable accommodation, or 

forwards the written request to the R/A Coordinator, and notifies the employee or 

applicant that his or her request has been forwarded to the R/A Coordinator for 

evaluation. If the R/A Coordinator is the recipient of the request, the R/A Coordinator
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notifies the employee or applicant that his/her request has been received and is 

undergoing evaluation.

4.2 Processing Reasonable Accommodations (Interactive Process)

IP-1 The R/A Coordinator initiates the interactive process by contacting the individual 

making the request, and where appropriate, other FRTIB personnel to discuss the 

process and time frames for determining whether an accommodation will be 

provided; the nature and extent of the individual’s impairment; and potential 

accommodations.

IP-2 During the interactive process, the R/A Coordinator determines whether medical 

documentation is necessary to proceed on the accommodation request, and if such 

documentation is necessary directs the individual to have his or her health care 

provider complete the Reasonable Accommodation Medical Certification form 

(Attachment B). In addition to the Reasonable Accommodation Medical Certification 

form, the R/A Coordinator provides the employee a copy of his or her position 

description to provide to the health care provider along with other documentation, if 

appropriate, to explain the nature of the requestor’s job, the essential functions the 

individual is expected to perform, and other relevant information. If medical 

documentation is not required, proceed to Step GD-1.

IP-3 The individual promptly provides the R/A Coordinator with documentation prepared 

by his or her health care provider explaining the nature of the disability, the need for 

the reasonable accommodation, and how the requested accommodation, if any, will 

assist the individual to apply for a job, perform the essential functions of the job, or 

enjoy the benefits and privileges of the workplace.

IP-4 Once the medical documentation is received, the R/A Coordinator will evaluate the 

documentation. If necessary, the R/A Coordinator may have the medical 
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documentation reviewed by a medical expert of the FRTIB’s choosing at the FRTIB’s 

expense. If the medical documentation received is deemed insufficient to establish 

the existence of a disability or to explain the reason for the specific requested 

accommodation by the R/A Coordinator or the medical expert, the R/A Coordinator 

requests the individual to provide additional medical documentation. First however, 

the R/A Coordinator explains to the individual seeking the accommodation, in 

specific terms, why the provided information is insufficient, what additional 

information is needed, and why it is necessary for determining the reasonable 

accommodation request. If the medical documentation is sufficient, proceed to Step 

GD-1.

IP-5 The individual asks their health care provider to submit the missing information. 

Alternatively, the individual signs a limited release to permit the R/A Coordinator to 

contact the health care provider directly. The R/A Coordinator submits a list of 

specific questions to the individual’s health care provider or contacts them directly. 

As an alternative, if appropriate, the R/A Coordinator offers the individual the option 

of being examined by a physician of the FRTIB’s choosing. If the medical 

documentation received is sufficient, proceed to Step GD-1. 

IP-6 If the individual fails to comply with his or her responsibility under this section, 

proceed to Step GD-2.

4.3 Granting and Denying a Reasonable Accommodation Request

The FRTIB will make every attempt to determine whether to grant or deny accommodations 

within twenty workdays of the date the R/A Coordinator receives the request or as soon as 

practical under the circumstances. The twenty workday time period does not include the time 

period during which the FRTIB is awaiting receipt of medical information from the employee or 

an opinion from a medical expert of FRTIB’s choosing. When the FRTIB is unable to meet the 

twenty workday time period, the requesting individual will be advised of the reason for the 
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delay, including any extenuating circumstances that justify the delay, and an approximate date on 

which a decision or the provision of the accommodation will be made. 

GD-1 After considering all relevant information and completing the interactive process the 

R/A Coordinator, in consultation with the supervisor, determines whether the 

accommodation request should be granted or denied. The decision to grant and/or 

deny a request for a reasonable accommodation will be communicated to the 

requestor by the R/A Coordinator in the Human Resources Division. If requested, the 

R/A Coordinator will make the notice available in an accessible format as needed. If 

the decision is to grant a reasonable accommodation request, proceed to step GD-3. 

GD-2 If the R/A Coordinator, in consultation with the supervisor, concludes a request 

should be denied because the requester is not a “qualified individual with a 

disability,” the accommodation would cause an undue hardship, or the requester did 

not comply with his or her responsibility under Section 4.2, the R/A Coordinator 

issues a written notice to the employee indicating that the request for accommodation 

is being denied. If the denial is based on undue hardship, the R/A Coordinator 

obtains the concurrence of the Director of Resource Management. The R/A 

Coordinator ensures the written notice includes reasons for denial, procedures 

available for dispute resolution, and notification that the employee has the right to file 

an EEO complaint or grieve the decision using the administrative grievance 

procedure, as appropriate. If a decision is being made that a reasonable 

accommodation will be denied based on cost, the R/A Coordinator and management 

officials must consider all resources available to the agency as a whole, excluding 

those designated by statute for a specific purpose that does not include reasonable 

accommodations. Proceed to step IT-1.

GD-3 If the R/A Coordinator, in consultation with the supervisor, determines that an 

accommodation should be granted, whether it was the requested accommodation or 

an alternative effective accommodation, he or she promptly informs the individual 
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that the request will be granted, provides an estimated time frame for the 

implementation process, and works with the appropriate FRTIB staff (e.g., 

administrative officer, IT staff, etc.) to arrange for the use of resources to provide the 

accommodation, including the use of FRTIB’s centralized fund set aside for this 

purpose. Proceed to step IT-1. The FRTIB will strive to provide the actual 

accommodation that has been determined to be appropriate as a result of the 

interactive process as quickly as possible, but no later than fifteen working days from 

the date the request is granted, absent extenuating circumstances. Examples of 

extenuating circumstances include purchase of equipment, architectural barrier 

removal, job reassignment, etc. When there is a delay, the FRTIB will strive to 

provide temporary measures to assist the requesting individual on an interim basis. 

Where an accommodation can be provided in less time than the fifteen working days 

authorized, the failure to respond promptly to the request may result in a violation of 

the Rehabilitation Act. Absent extenuating circumstances, FRTIB will provide the 

requested accommodation or deny the employee’s request within thirty-five work 

days. The time limit begins to run when the accommodation is first requested.

4.4 Dispute Resolution

DR-1 If a request is denied and an applicant or employee wishes to request reconsideration, he or 

she submits a written request to the Director of Resource Management within 10 workdays of 

receiving a denial. If the individual wishes to file an EEO complaint or pursue a grievance, 

the individual follows the procedures established in accordance with the Agency’s EEO 

Program and/or Administrative Grievance System.

DR-2 The Director of Resource Management reviews the available material and either affirms or

 reverses the initial decision. Absent extenuating circumstances, the Director of Resource 

 Management renders a decision within ten workdays of receipt of the request. If the 

 Director of Resource Management reverses the decision, proceed to step GD-3.
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DR-3 If the Director of Resource Management affirms the decision, he or she promptly 

informs the R/A Coordinator. 

DR-4 The R/A Coordinator provides the employee or applicant with a written response in 

accordance with step GD-2.

DR-5 If the requesting individual wishes to pursue an EEO complaint for the denial of an 

accommodation, he or she must address his or her concerns through the Agency’s EEO 

complaint process through the Agency’s EEO Counselor within 45 days of the denial, 

regardless of whether the applicant or employee participates in an informal dispute resolution 

process. If the requesting individual fails to adhere to the 45 day timeframe requirement, the 

individual’s right to file a complaint will be lost.

4.5 Information Tracking and Report

IT-1 The R/A Coordinator tracks and maintains custody of all records obtained or created 

during the processing of a request for reasonable accommodation, including medical 

records in accordance with the Reasonable Accommodation policy and FRTIB record 

retention schedule. The records will be used to determine whether FRTIB is complying 

with the nondiscrimination and affirmative action requirements imposed under Section 

501, and are available to EEOC upon request. Details about each request for reasonable 

accommodation must include, at a minimum: (1) reasonable accommodation requested, if 

any; (2) the job sought by the requesting applicant or held by the requesting employee; 

(3) whether the accommodation was needed to apply for a job, perform the essential 

functions of a job, or enjoy the benefits and privileges of employment; (4) whether the 

request was granted; (5) identify of the deciding official; (6) if denied, the basis for such 

denial; and (7) the number of days taken to process the request.

IT-2 Applicants and employees may contact the R/A Coordinator in the Human Resources 

Division to obtain the status of their reasonable accommodation request.
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IT-3 The R/A Coordinator provides an annual report to the Human Resources Officer

containing the information indicated in the Reasonable Accommodation policy. 

Retention is to be in accordance with the Agency’s record retention schedule and will be 

either in hardcopy or electronic format, or a combination of both.

6. Revision History

Date Version Author Comments

(briefly summarize change)

12/29/2015 0 Kristin Hanmer Initial Version

4/21/18 1 Kristin Hanmer 

Adding verbiage to cover Personal Assistance 

Services per new EEOC regulations 29 C.F.R. 

§ 1614.203

(d)(5) and language based on EEOC guidance

12/13/20 2 Kelly Powell/Kristin 

Hanmer Adding language based on EEOC guidance

7. Approval

Name: ______________________________________ Date: _________________

Gisile Goethe

Title: Office Director, ORM

8. Appendices

Appendix A: Sample Documents 

• Attachment A - Reasonable Accommodation Medical Certification Form

(available in accessible formats as required)
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Appendix B: Reference Material 

• The Rehabilitation Act of 1973, as amended, 29 U.S.C. §§ 701

• The American with Disabilities Act Amendments Act of 2008 (ADAAA) 

• Executive Order 13164

• Genetic Information Nondiscrimination Act of 2008 (GINA)