1. ADA Accommodations December 2017
Welcome associates! We are excited to share with you this year’s 2018 Annual Enrollment.
As you know, at Walmart we’re changing the way we work, and benefits are no exception. Today, we’ll walk you through important details about our benefits and give you the scoop on some great new digital tools we’re offering this year to help you have a great enrollment experience.

2. Accommodation Process Overview
Accommodation Service Center
Accommodation Policy
Applicants
Pregnancy
Job Adjustments
Reassignment
Return from Leave of Absence
Centralized Intake
Tools and Resources

3. Accommodation Teams
Accommodation Service Center (ASC) – Home Office responsible for overseeing the Accommodation in Employment (Medical Related) Policy.
Sedgwick Accommodation Service Center (SASC) – Sedgwick team who has trained with the Accommodation Service Center to review Requests for Accommodation submitted by Walmart associates.
Sedgwick Return from Leave of Absence (RLOA) – Sedgwick team which assists facilities in identifying Job Adjustments which will allow associates on leave to return to work with restrictions.

4. Accommodation in Employment Policy
Goal
To provide associates who have a disability with reasonable accommodations to enable them to perform the essential functions of their jobs, seek new jobs within Walmart, and enjoy the benefits and privileges of employment; and to reasonably accommodate applicants during the hiring process.
Key Terms
Disability means a physical or mental impairment that substantially limits one or more major life activities. It also includes a temporary disability caused by pregnancy.
Reasonable accommodation means a change in policy, practices or the environment which enable an associate with a disability to perform the essential functions of his/her job without creating an undue hardship for the company.
Essential job functions are the fundamental duties of a position: the things a person holding the position must be able to successfully perform with or without an accommodation.
Job adjustments are items that are generally easily achievable and should typically be granted unless doing so would cause a negative impact on operations.

5. Applicants Requiring Accommodations
Job applicants are not required to disclose any medical conditions for which they may later require an accommodation during the job application process.
Facility management should approve reasonable accommodations to assist applicants with completing the job application process, such as assistance of a job coach or sign-language interpreter.
A job offer should be extended to the best candidate so long as that person has indicated that they are able to perform the essential functions of the position, either with or without accommodation.
Once the job offer has been made and accepted, you can proceed with the interactive process to determine what, if any, accommodation the associate will need to assist him or her in performing the job functions.
Question: Are language interpreters covered under the Accommodation in Employment (Medical-Related) Policy? A: No, not speaking a certain language is not a medical disability
Provide application materials in an accessible format
Provide readers or sign language interpreters
Adjust or modify application policies or procedures
Ensure that recruitment, interviews, tests and other components of the application process are conducted in accessible locations and formats
Provide or modify equipment or devices
EXAMPLES:
John, who is blind, needs a reader to assist him in completing the application documents and pre-employment tests.
Tara has multiple sclerosis and cannot tolerate prolonged exposure to warm temperatures. She needs to wait indoors until we are ready to process her application.
Thomas, who has a developmental disability, needs a job coach to assist him with completing the application documents and pre-employment tests.

6. Pregnancy
The Accommodation in Employment (Medical Related) Policy has been revised effective October 15, 2017, to include the following pregnancy-related language:
If, due to pregnancy, childbirth, breastfeeding or a related condition, you are unable to perform the essential functions of your job with another reasonable accommodation, you may be eligible for Temporary Alternative Duty (TAD).
Temporary Alternative Duty (TAD) is defined as a temporary position or modified job duties.
Ensure that a request for job assistance from an associate due to pregnancy, childbirth, breastfeeding or a related condition is handled under the Accommodation in Employment (Medical Related) Policy. If the associate requires assistance that cannot be provided with a job adjustment, the reasonable accommodation process should be followed.

7. Job Adjustments Management or Human Resources May Grant
Job Adjustments (JAs) are items that are generally easily achievable and should typically be granted unless doing so would cause a negative impact on operations. If an associate has a medical condition that is observable or already known, or s/he provides medical documentation establishing a medical condition with a need for accommodation, management or the People Team Manager may grant a JA. Some examples are:
A stool for associates in appropriate areas, or a taller/shorter stool or chair to accommodate physical size.
Exceptions to dress code policy if dress is appropriate to the position and does not pose safety risk.
Use of personal assistive devices (e.g., walkers, canes, oxygen tanks, etc.) and purchase of special Personal Protective Equipment (PPE) so long as space and safety allow.
Water bottle or emergency food at work station where guidelines allow.
Accessible long-term parking if associate has obtained a valid disabled parking permit. (Per the Workplace Standards Policy, temporary parking can be approved at the AA’s discretion.)
Purchase of minor equipment/ergonomic devices that allow associates to continue work (e.g., floor mats, foot stools for office positions, magnifying glasses, fans, non-latex gloves, cushioned or ergonomic seat covers or chairs, gel wrist pads or ergonomic keyboards, etc.).

8. Reassignment Determination
Reassignment will occur only if there is no effective reasonable accommodation that can be provided in the associate’s current job or when an accommodation in their current job would create an undue hardship
The reassignment determination identifies suitable reassignment positions for the associate.
Suitable positions include lateral or lower-level positions that the associate can perform with their restrictions with or without a reasonable accommodation.
The reassignment determination provides up to 12 weeks of reassignment leave during weekly job search.
If the associate rejects a reassignment position, the reassignment leave and job search ends.
If a Suitable Position Is Immediately Open:
The placement into an open and vacant position for which he/she is qualified and able to perform the essential functions with or without a reasonable accommodation.
Pay is to be appropriate to the new position.
If No Suitable Position Is Immediately Open:
ASC will search weekly for a suitable position.
If a position becomes available, ASC will notify the Facility Manager who will communicate a job offer to the associate.
If declined, the associate is terminated (unless the associate files for and is approved for LOA).

9. Return from Leave of Absence
Associate provides Return to Work Certification to Sedgwick
RLOA team analyzes certification to determine if the associate can RTW with current medical limitations
Claim is escalated to SASC/ASC as needed if associate limitations conflict with the associate’s essential functions
FMLA and Accommodation Leave:
Intermittent Leave of Absence
Leave of Absence Over One Year

10. Accommodation Process
Job Adjustment
Analysis (Facility)
Acknowledgement
Letter (ASC)
Pre-Determination
Process (ASC)
Implement and Tracking
(Facility and ASC)
Recognize Need
(Facility)
Intake Call
(ASC)
Facility Notification
(ASC)
Decision & Notification
(ASC)
HR Benefits Fundamentals

11. Facility and Associate Responsibilities
Recognize Need
Engage associates, asking them how you can help them if they ask or appear in need of assistance
Consider approving Job Adjustment
Associates can skip directly to calling the ASC ( )
Intake Call
Associates will call ASC to request an accommodation ( )
Associates will need their WIN
Associates should be allowed to call on the clock
Job Adjustment
Analysis
Can the associate’s needs be met through a job adjustment?
If not, associate should call ASC ( )
If HR representative has questions, please call HR Shared Services for advice. ( )

12. Notification Protocols
Facility Notification
ASC will send an to the facility regarding the type of accommodation requested and will include the medical packet
Facility input is encouraged
Acknowledgement
Letter
ASC will send associates a medical packet via mail or
Associates will have 20 days to have medical questionnaire and release completed and submitted to ASC
Pre-Determination Process
ASC will work directly with associate, facility and health care provider to explore reasonable accommodation options

13. Determination Protocols
Decision and Notification
ASC will send a proposed decision to the facility for review (48 hours)
ASC will communicate a final decision to associates
Implement & Tracking
ASC will follow up with the associate and facility on accommodations’ effectiveness
ASC will contact the facility when the accommodation is set to expire
Sedgwick will send a letter to the associate when the accommodation leave is to expire
Facility will implement any approved accommodations; if guidance is needed, call HRSS ( )

14. Your Responsibilities
The People Partner team and management are responsible for:
Recognizing when associates need assistance
Missed work or failure to meet performance expectation due to medical condition
Example – associate is consistently late to work due to morning sickness
Perform a job adjustment analysis and implement in situations you can
Review the ASC-proposed accommodation decision and respond to the ASC promptly
Implement the finalized accommodation
If a job adjustment cannot be provided, direct the associate to call the Accommodation Service Center (ASC) at to request accommodation Monday to Friday from 8:00am – 5:00pm CST

15. Tools and Resources Online Call Ask ADA - Accommodations Service
WIRE > Knowledge Center > Policies, Accommodation in Employment (Medical Related) Policy or
Accommodation Requests and Status
Accommodation Service Center
Policy Questions and Accommodation Implementation Assistance
HR Shared Services

16. Thank you! “We’re all working together; that’s the secret.”
– Sam Walton
Thank you for your time today, and we hope this has helped you feel more confident about the decisions you will be making this Annual Enrollment.