How to I handle a simple PWFA accommodation request?

The core issue

This is a straightforward pregnancy accommodation under the PWFA: reduce her schedule to 30 hours per week as the doctor ordered, effective immediately, through delivery.

Steps for this potential path

1. Approve the accommodation now. Notify her in writing that you are granting her request to reduce to 30 hours per week effective [date], consistent with her medical restriction, under the PWFA. Keep it simple and confirming — this is not a maybe, it's a yes.
2. Document the interactive process. Prepare a short memo to file noting: the doctor's note and restriction, the discussion with the employee, the accommodation granted (30-hour schedule through delivery), and that this meets her stated need without undue hardship. Attach the doctor's note. This is your PWFA compliance record.
3. Adjust her schedule in writing. Confirm her new weekly schedule in hours and days — work with her to set a predictable 30-hour schedule that works for coverage and for her. Make clear her hourly rate remains the same; her pay will be proportional to hours worked.
4. Address benefits now. Check your health and other benefit plan terms for any hours threshold (often 30 hours for ACA purposes, but verify your plan). If 30 hours keeps her eligible, state that in writing and move on. If it drops her below a threshold and she would lose coverage, that is itself part of the accommodation analysis — consult counsel immediately, because conditioning the accommodation on loss of health insurance during pregnancy will not hold up under the PWFA. You may need to maintain her benefits as part of the accommodation.
5. Keep delivery and post-delivery leave separate. When she notifies you of delivery or shortly before, that is when you provide FMLA and NJFLA paperwork and handle leave. Do not combine the accommodation conversation with the leave conversation now — they are separate events.
6. Check in as delivery approaches. A month out, touch base to confirm the schedule is still working and to prompt her to let you know when she delivers so you can handle leave at that time.

Key considerations

The PWFA requires this accommodation unless you can show undue hardship, which is a high bar and very unlikely for a temporary 10-hour reduction for a strong performer in an administrative role at a 100-person employer. The doctor's note is sufficient; do not ask for more medical detail. New Jersey law runs in parallel and may be more protective, but it points the same direction here — grant it. If reducing her hours costs her health coverage under your plan's eligibility rules, consult counsel before proceeding; removing health insurance as a condition of accommodating a pregnancy restriction is likely not defensible and may require you to maintain coverage as part of the accommodation. Post-delivery leave under FMLA and NJFLA is a future matter — handle it separately when the time comes.