1-2021i - Reporting Instructions Processing for Living in Receiving State at the Time of Sentencing

Effective: February 2, 2021

Updated: December 16, 2025

At Issue

States continue to apply inconsistent practices when processing reporting instructions for individuals living in the receiving state, including:

• Denying or rejecting requests solely because a timeframe was missed

• Misclassifying requests avoiding the “living in receiving state” workflow

• Failing to document residence verification or required forms

Missing a timeframe does not change eligibility under Rule 3.103(a) and should not automatically disqualify an individual from reporting instructions. These practices reduce efficiency, create supervision gaps, negatively impact ICOTS data quality and do not align with established compliance enforcement policies.

Rule 3.103 (as amended October 1, 2025, effective April 1, 2026) 

Under Rule 3.103, reporting instructions may be issued for supervised individuals who live in the receiving state at the time of sentencing or following the disposition of a violation or revocation proceeding.

Key requirements include:

• Eligibility (3.103(a))
  At the discretion of the sending state, individuals who live in the receiving state at the time of sentencing or after violation or revocation disposition qualify for reporting instructions.

• Required Forms (3.103(b))
  The sending state must ensure all required Rule 3.107 forms are signed prior to departure, obtained electronically, or coordinated with the receiving state when proceedings occur via electronic hearing.

• Request Content (3.103(c))
  Reporting instructions requests must include:

  • The individual’s current address and contact information, and

  • Documentation or details verifying the individual’s receiving-state residence.

• Timeframes (3.103(d)–(f))

  • Request for reporting instructions: within 10 business days of:

    1. Sentencing,

    2. Disposition of a violation or revocation, or

    3. Release to supervision (if within 90 days of sentencing).

  • Receiving state response: within 2 business days of receipt.

  • Transfer request: within 15 business days of granted reporting instructions.

Best Practices

States should adopt the following practices to ensure compliance, efficiency, and accurate ICOTS records:

1. Use the Correct Reporting Instructions Reason

• Select “Living in Receiving State” when the individual meets the criteria in Rule 3.103(a), regardless of whether the request is transmitted outside the required timeframe.

2. Document and Explain Delays

• When requests are submitted outside the applicable timeframe, the sending state should provide a clear explanation.

• Receiving states should not issue blanket denials based solely on untimeliness.

3. Ensure Required Documentation Is Included

• Confirm the request includes address/contact information and documentation verifying receiving-state residence, as required by Rule 3.103(c).

• Verify Rule 3.107 forms are completed or properly coordinated when electronic hearings occur.

4. Submit Notices of Departure and Arrival Timely

• Submit a Notice of Departure immediately when the individual is already in the receiving state to ensure accurate location tracking and avoid supervision gaps.

5. Support Compliance Monitoring

Consistent use of this workflow:

• Reduces unnecessary denials and rework

• Improves transfer efficiency

• Supports accurate dashboard reporting and compliance monitoring

• Identifies training needs related to Rule 3.103 timeframes and documentation

• Ensures timeframe noncompliance is addressed through established compliance processes rather than through denials