At Walmart, we understand that sometimes a medical condition can make your work difficult. We’re committed to creating an environment where all associates are safe and productive, even those with disabilities. Sometimes that means providing an accommodation - a change in policy, practices, or the environment that help an associate with a disability to perform the essential functions of their job without creating an undue hardship for the company.
It’s the Accommodation Team’s job to provide the resources you need to help do your work effectively. We also help associates find appropriate new jobs within Walmart, and assist applicants with disabilities during the hiring process.
How the process works:
As a manager or people partner, you play an essential role in the accommodation process. Do not wait! If you see someone struggling or become aware of an associate or applicant who needs help due to a medical condition, start a conversation with them. It is your job to engage in the interactive process.
A manager or people partner will often be in the best position to recognize that an associate might benefit from an accommodation and then initiate the process. You should listen for associates who report difficulty performing their jobs due to medical reasons. There are no magic words which associates need to use to request an accommodation. Associates will sometimes mention medical limitations when they are missing work or having difficulty performing their jobs:
- “I’m having trouble going up and down the ladder when I have to get items in the back room”
- “I can’t come in to work when I have migraine headaches but I’m out of intermittent leave”
- “When I stand for long periods of time my back starts to hurt so I need to sit down”
- “Sometimes I start feeling light-headed while working and I need to step away for a quick snack”
Once you recognize an associate might benefit from an accommodation, initiate the interactive process with the associate. This is a meaningful, collaborative and empathetic discussion about how the associate’s medical condition is limiting them and what sort of accommodation or adjustment we might be able to provide them. The key question to ask when engaging in this interactive process is “How can we help?”.
As a member of management, you’re required to report potential violations of the ADA and company policies directly to your leadership or to Ethics at 1-800-WM-ETHIC or ethics@walmart.com.
Managers are able to meet many common accommodation needs as Job Adjustments (JAs) without going through the formal accommodation process. A JA is a change that is easily made and will not negatively affect the business, such as the use of a stool behind a counter or providing a magnifying glass to help with reading small print. JAs don’t include requests to be excused from performing an essential function of a job.
The available JAs depend on the type of facility in which you work. Please refer to the JA Form for your area for more information:
Supporting medical documentation is needed to support a job adjustment unless the associate’s medical condition is observable or generally known. Associates whose limitations are due to pregnancy, childbirth, or related medical conditions do not need to provide supporting medical documentation for job adjustments.
If you’re unable to provide a JA which meets the associates’ needs, direct the associate to call the Accommodation Service Center at Sedgwick (ASC) at 1-855-489-1600 M-F between 8-5pm CST to request a reasonable accommodation. You can also request an accommodation on behalf of an associate, as can a family member or care giver of the associate.
If an associate indicates that they cannot perform an essential function of their job or presents medical restrictions from their health care provider which indicates that they cannot perform the essential functions of their job, do not immediately place the associate on leave of absence. Instead, first determine whether there is an open posted vacant job in your facility the associate can satisfactorily and safely perform during the request process. Is there is no open position in your facility contact ASC at 855-489-1600 for further assistance. Otherwise, associates should continue working while their accommodation is pending.
Once the associate calls Sedgwick, you’ll receive an email notifying you of the request. Attached to this email will be a Manager Observation Form in which you’ll be asked to provide Sedgwick with information regarding the associate’s history and any other details which will help analyze the request.
Sedgwick may also reach out to you to explore accommodation options or seek your assistance in setting up time for them to speak to your associate regarding their request. Before Sedgwick finalizes a decision in which the associate will be offered a workplace accommodation, you will receive a proposed decision. Communicate any concerns to Sedgwick promptly. The decision will be finalized and sent to the associate after two (2) days.
Once the decision is finalized, you’ll need to schedule time with your associate to cover the decision. Any approved accommodation will need to be implemented as soon as possible. Discuss the implementation timeline with the associate when you meet with them to discuss the decision. Contact your Sedgwick examiner if you have any questions regarding implementation.
If your associate disagrees with a decision, they can request reconsideration by calling the Accommodation Service Center (ASC) at 855-489-1600.
The obligation to engage in an interactive process doesn’t end when the approved accommodation has been implemented. Sedgwick will follow up with you around three weeks after an accommodation has been approved to see how things are working. Afterward, you should periodically check in with your associate to ensure the approved accommodation is effective and appropriate.
If an accommodation has been approved for a set period of time, Sedgwick will notify you before the accommodation expires. This notification will include instructions for what the associate needs to do if the accommodation is still needed.
- Approved accommodations can be revisited if they aren’t being effective. Likewise, accommodations can be revisited if circumstances have changed so that the approved accommodation is no longer reasonable. Reach out to Sedgwick if an accommodation needs to be revisited.
- Be proactive. Do not wait for someone to bring the need to you. Know your people and be an advocate for your team members.
- Working together, we can build a sense of belonging for everyone. That starts with recognizing and appreciating the unique talents that every person brings to work.
- You set the tone for your team. When you’re open and welcoming to people with disabilities and known limitations related to pregnancy, childbirth, or related medical conditions, your team will follow your lead. Use the resources available to you and rely on the ASC for support.
Thank you for helping to make our company an employer of choice for people of all abilities.
You may call 855-489-1600 Monday-Friday, 8 a.m. – 5 p.m. for help with:
- Accommodation claim status updates.
- Concerns with an accommodation claim decision.
- Questions about an approved accommodation.
- Guidance on next steps for current claims.
- Help with initiating an accommodation request.
You may fax information to Sedgwick at 859-280-3264 or email information to Sedgwick at WalmartForms@SedwickSIR.com.
You play an essential role in the accommodation process. You are in the best position to recognize when you need assistance performing your job, what barriers presented by your condition are affecting you, and what sort of accommodation(s) might work best for you. The accommodation process can’t go forward without your input and participation.
A manager or people partner will often be in the best position to help you initiate the accommodation process. You should let your supervisor know that you need an adjustment or change at work for a reason related to a medical condition. You don’t need to use the word “accommodation” to make this request.
Your manager or people partner will engage in an interactive process with you. This is a meaningful, collaborative and empathetic discussion about how your medical condition is limiting you and what sort of accommodation or adjustment might be available. You don’t need to provide specifics about your medical history or your symptoms if you aren’t comfortable. You will be encouraged to provide any suggestions as to how you might best be accommodated.
You may request job assistance in a variety of ways. You can make the request directly, or a family member, friend, job coach, health professional, or other person may make a request on your behalf. The request may be made verbally or in writing. If you don’t wish to talk to your manager or people partner about your medical condition, you can skip right to Step Three by calling Sedgwick at 855-489-1600 M-F between 8-5pm CST.
Your manager may be able to provide you with a Job Adjustments (JAs) which meets your needs without going through the formal accommodation process. A JA is a change that is easily made and will not negatively affect the business, such as the use of a stool behind a counter or providing a magnifying glass to help with reading small print. JAs don’t include requests to be excused from performing an essential function of a job.
The available JAs depend on the type of facility in which you work. Please refer to the JA Form for your area for more information:
Supporting medical documentation is needed to support a job adjustment unless your medical condition is observable or generally known. Associates whose limitations are due to pregnancy, childbirth, or related medical conditions do not need to provide supporting medical documentation for job adjustments.
If your manager is unable to provide a JA which meets your needs, you’ll be directed to call the Accommodation Service Center at Sedgwick (ASC) at 1-855-489-1600 M-F between 8-5pm CST to request a reasonable accommodation.
To expedite the claim creation process, you should have your:
- Walmart Information Number (WIN
- Home address
- Telephone number
- Personal email address (if you would like to receive claim correspondence via email)
- The name, telephone number, and fax number of your health care provider.
If you don’t have or don’t know any of this information, you can still call to open a claim.During this call, you’ll have an opportunity to explain how your condition is limiting you and what sort of accommodation you are requesting to assist you. The agent may also suggest and request your input on other accommodations which might be able to assist you.
Once you have called Sedgwick, you’ll receive a letter acknowledging your request. This letter will include a Medical Packet with a Medical Questionnaire and a Medical Release form. Supporting medical information is needed to support most requests. Give the Medical Questionnaire to your health care provider and fill out and sign the Medical Release form.
Follow up with your health care provider to ensure timely completion and return of your medical documentation to Sedgwick within 20 days of your request. All completed forms and supporting documents should be faxed to 859-280-3264 or attached as an email to Walmartforms@sedgwicksir.com.
Sedgwick may also reach out to you to explore accommodation options or obtain more information about your situation. Your participation in these ongoing interactive discussions is crucial to identifying the right accommodation to help you.
Sedgwick will communicate the final decision directly to you. Your manager will also schedule time with you to cover the decision. Any approved accommodation will be implemented as soon as possible. Discuss the implementation timeline with your manager when you meet with them to discuss the decision. Contact your Sedgwick examiner if you have any questions regarding implementation. If you disagree with a decision, you can request reconsideration by calling the Accommodation Service Center (ASC) at 855-489-1600.
The obligation to engage in an interactive process doesn’t end when an approved accommodation has been implemented. Sedgwick will follow up with you around three (3) weeks after an accommodation has been approved to see how things are working.
If your accommodation has been approved for a set period of time, Sedgwick will notify you before the accommodation expires. This notification will include instructions for what you need to do if the accommodation is still needed.
Approved accommodations can be revisited at any time if they aren’t meeting your needs. Likewise, accommodations can be revisited if circumstances have changed so that the approved accommodation is no longer reasonable. Let your manager or Sedgwick know if an accommodation isn’t working for you and we’ll get the process started to take another look at your needs.
Getting started
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Go to mySedgwick.com to explore videos about disability accommodations.
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Accommodation forms
Forms and resources for associates in Puerto Rico
Accommodation resources
Are you running out of leave?
The longest leave of absence LOA you can take for medical leaves is 52 weeks. Check the LOA section for more information about extensions or call the Accommodation Service Center at 855-489-1600
