Moving from Hybrid to Fully Remote Because of a Long Commute and Doctors Note? - HR Insights
- Regina Dyerly, SHRBP, PHR
- 2 days ago
- 2 min read
Moving from Hybrid to Fully Remote Because of a Long Commute and Doctors Note?
Question:
An employee hired for a hybrid role (onsite three days, remote two days) claims their 1 hour and 20-minute commute each way worsens a back injury. They have stated they will provide a doctor’s note but have not yet submitted one and are requesting to work fully remote.
Can a doctor’s note and a long commute justify moving from hybrid to fully remote? How should this be handled?
Answer:
When an employee requests to work fully remote due to a medical condition, employers must engage in the ADA interactive process to determine whether remote work is a reasonable accommodation.
However, if onsite work is an essential function of the job and fully remote work creates an undue hardship, the request may be denied—but only after following the proper process.
HOW IT SHOULD BE HANDLED:
1. Begin the Interactive Process
Since the employee has cited a medical condition affecting their ability to commute, follow the ADA-required steps:
Acknowledge the request and inform the employee that accommodations are evaluated on a case-by-case basis.
Request medical documentation supporting the need for an accommodation. If they haven’t provided a doctor’s note yet, set a clear deadline.
Engage in a conversation about possible accommodations that meet both the employee’s needs and business requirements.
2. Assess the Request Against Job Requirements
Because onsite work is an essential function of the role, consider the following when evaluating the request:
The job description and whether in-office presence is explicitly required.
The impact of remote work on team morale, collaboration, and communication.
Whether modifying the onsite schedule (rather than full remote work) could be a viable accommodation.
3. Determine if Fully Remote Work Poses an Undue Hardship
If three days onsite is a core requirement, allowing full remote work may be an undue hardship if it:
Disrupts operations by negatively affecting team collaboration, workflow, or service delivery.
Creates inequity among employees who are required to be onsite.
Requires significant restructuring to maintain team performance.
If allowing full remote work would cause these issues, you are not required to approve the request—but you must explore and offer alternative accommodations.
4. Explore Alternative Accommodations
Instead of fully remote work, consider:
Flexible scheduling (adjusted start/end times to ease commute strain)
Reducing onsite days (e.g., two days instead of three if feasible).
Providing ergonomic support to help with comfort while onsite.
Allowing a temporary accommodation and re-evaluating after a set period.
5. Communicate and Document the Decision
Once you have reviewed the medical documentation and considered alternative solutions:
If an alternative accommodation is feasible, present it to the employee in writing.
If fully remote work is denied, explain why it would cause an undue hardship and document the decision.
Ensure all communication is well-documented in case of future challenges.
Key Takeaway
Employers must engage in a good-faith interactive process, but they are not required to approve accommodations that eliminate essential job functions or cause an undue hardship. If onsite work is clearly defined as a job requirement, focus on reasonable alternatives rather than a full remote arrangement.
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