Fitness-for-Duty Evaluations

Union Pacific maintains the final authority for determining whether an employee is fit for duty based upon any functional work restrictions imposed by HMS. To determine Fitness for Duty, employees may be required to participate in medical tests and evaluations.

Evaluations completed by HMS may include, but are not limited to various components such as:

1. Regulatory medical certification requirements
2. Drug screen
3. Medical, psychological and/or functional evaluations
4. Obtaining additional medical records for review by HMS
5. Other information as deemed necessary by HMS

A Fitness-for-Duty evaluation may be initiated by HMS or through a manager-initiated referral to HMS. Employees requesting a Medical Leave may also be required to complete a Fitness-for-Duty Evaluation prior to returning to work or in the event of a Serious Health Condition or Event.

Regulatory Medical Evaluations

Employees with designated job assignments may be required to have Regulatory Medical Evaluations, based on requirements of federal and/or state government regulations.

Applicable government regulations to be used by HMS as references in carrying out regulatory evaluations, may include, but not limited to, the following: 

• Federal Motor Carrier Safety Administration (FMCSA) - Compliance with commercial motor vehicle licensing requirement
• Federal Aviation Administration (FAA) - Compliance with FAA Regulations for Pilots
• Federal Railroad Administration (FRA) - Compliance with medical certification requirements for Locomotive Engineers, Conductors, and Remote Control Locomotive Operators; Compliance with other FRA medical requirement for covered employees; Compliance with Hearing Conservation Program requirements for covered employees
• Occupational Safety and Health Administration (OSHA) - Compliance with regulations on worker exposure to potential workplace hazards; Compliance with specific medical certification requirements, including but not limited to, hazardous materials workers and use of respirators and other personal protective equipment

New medical regulatory requirements that come into effect, and apply to Union Pacific employees, will automatically be included in these processes and policies. HMS will apply applicable regulatory requirements regarding medical evaluations for employees. HMS may use additional guidelines or other materials produced by government agencies, or other sources, as references in carrying out regulatory evaluations. 

Job Transfer

An employee who transfers from an existing Union Pacific job assignment to a different job assignment outside of the provisions of the collective bargaining agreement will be evaluated for Fitness for Duty before beginning the new job if the transfer is:

1. To a Dispatcher position or an Operating Department field position (including all Transportation, Engineering, and Mechanical positions - craft professional and management);
2. To a position requiring regulatory certification; and/or
3. To other selected positions, where it is determined that a Job Transfer Evaluation is needed, based on physical and functional requirements of the job.

Pre-placement (post offer) and Return to Work After 1-Year Absence

Before they begin work, post-offer applicants may be required to participate in a Pre-Placement Medical Evaluation after a conditional job offer is made if all such applicants in the same job category are required to do so. Post-offer applicants will be subject to a drug screen and evaluations deemed appropriate by HMS. In addition, some employees may also be subject to Regulatory Medical Evaluations based on requirements of federal and/or state government regulations.

An employee absent from work for a period of 12 months or longer for any medical or non-medical reason, must undergo a medical evaluation, including drug screen before returning to work.

Manager Initiated Fitness-for-Duty Review

A Manager may request a Fitness-for-Duty evaluation by HMS based on credible information which raises a concern about the employee's ability to safely perform his or her job duties. The Manager may remove the employee from service during the review period.

Other

Additional Fitness-for-Duty Evaluations are conducted whenever it is deemed necessary to determine an Employee’s Fitness for Duty on a case-by-case basis.

Employee Requested Medical Leave and Reporting Requirements

Craft Professional Employees

The purpose of the Medical Leave Reporting Requirements is to determine the medical appropriateness of an employee's requested leave due to a medical condition of the employee and ensure the employee is medically and functionally able to perform his or her job upon his or her release from his or her treating healthcare provider to return to work.

• Requests for a medical leave of absence of four (4) days or more must be submitted to HMS via eHealthSafe for review and approval.
• Pursuant to Union Pacific processes and policies, an employee must provide adequate medical documentation to HMS to support the need for a medical leave of absence.
• Prior to returning to work from a medical leave of absence the employee must fully inform his or her treating provider of: (1) his or her job duties; (2) the physical and mental requirements of the job; and (3) all safety-sensitive job duties the employee performs in his or her job.
• To assist with expediting an employee’s return to work, an employee who has been off work due to a medical leave of absence should submit a fully complete Return-to-Work Medical Status Form 1600 to be reviewed by HMS as soon as his or her treating healthcare provider clears him or her to return to work (with or without restrictions).
• HMS will provide employees with additional directions regarding medical information and/or records that may be required for review in addition to the Return-to-Work Medical Status Form 1600.
• An employee will not be allowed to return to work until he or she has been advised by HMS that he or she is cleared to return to work.

Management Employees

All Management Employees requiring a medical leave of absence should refer to the Short-Term/Long-Term Disability (STD/LTD) policy for health-related absences.

Last Updated: October 1, 2025