Travel Accommodation Requests

A disability is defined as a mental or physical condition that substantially limits a major life activity as compared to most people. 

Major life activities include, but are not limited to caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, working and the proper functioning of major bodily systems.  

Any person whose travel is sponsored by The Ohio State University—including employees, students, applicants, visitors, guests, speakers, and other university-affiliated travelers—may request a travel accommodation when needed for a qualifying disability. 

Travel accommodation requests are reviewed on a case-by-case basis. The specific accommodation approved will depend on the individual's disability-related limitations, the nature and requirements of the travel, and the effectiveness of the accommodation in providing equal access to the travel-related activity. 

Requests should be submitted as soon as a travel need becomes known. Early submission allows sufficient time for: 

• Interactive discussions 

• Review of supporting documentation 

• Coordination with departments, travel services, and vendors 

Last-minute requests will still be reviewed, but accommodation options may be more limited if travel is imminent. 

We do not approve specific classes of airfare (e.g., First Class, Business Class, or Premium Economy) as an accommodation. Instead, it is helpful to understand the specific seating features or dimensions needed to address the traveler's disability-related limitations. 

When submitting a request, consider providing information about accommodations such as: 

• Seat pitch (distance between seats) 

• Seat width 

• Location within the aircraft (e.g., aisle seat, window seat, bulkhead row, proximity to the restroom) 

• Unique seat features (e.g., movable armrests, ability to elevate legs, etc.) 

Providing quantifiable seating requirements helps the university evaluate accommodation needs and identify effective seating options across different airlines and aircraft configurations. Medical documentation should explain how the requested seating features relate to the traveler's disability-related limitations. 

Not necessarily. Each request is reviewed individually through an interactive process. The university will determine whether the requested accommodation is reasonable and effective in enabling the employee to participate in work-related travel. 

In some cases, an alternative accommodation may be offered if it effectively addresses the employee's needs. 

Yes. In most cases, travel accommodation approvals are granted for a specific period of time, even when the underlying condition is chronic or ongoing. Approval durations are determined on a case-by-case basis and are often established for several years. 

Once an approval expires, travelers may request a renewal. The renewal process provides an opportunity to review whether the accommodation remains effective and appropriate, and whether any changes in the individual's condition, travel needs, or accommodation requirements should be reassessed. 

Travelers are encouraged to submit renewal requests before their current accommodation approval expires to help avoid any interruption in accommodation services. 

Under most circumstances, the ADA office does not review travel accommodation requests retrospectively or after travel has already occurred. Travelers are encouraged to submit accommodation requests as soon as a travel need becomes known and before travel arrangements are finalized whenever possible. 

If there were extenuating circumstances that prevented a request from being submitted in advance, or if you have questions about a past travel-related accommodation need, please contact the ADA office to discuss your situation. Each inquiry will be considered based on its specific facts and circumstances. 

The ADA Office provides funding support for employee travel accommodations. Funding responsibilities vary based on the accommodation type and should be discussed during the request and review process. 

For employee travel, the sponsoring department is responsible for covering up to the first $1,000 of the approved accommodation-related cost. Any approved accommodation cost exceeding $1,000 may be reimbursed to the department through the ADA Workplace Accommodation Fund, provided the required documentation is submitted. 

Required documentation includes: 

• Proof of the accommodation-related expense 

• A cost comparison from the date of purchase showing the standard travel cost and the accommodated travel cost 

Travelers and departments are expected to select the most economical travel option that meets their approved accommodation needs. Failure to do so may result in denial of financial support from the ADA Coordinator's Office. 

Reimbursement requests are subject to review and must comply with applicable university procedures and documentation requirements.