BOP Program Statement 5140.43 § 2

a. Voluntary Surrenders. When a court orders or recommends a voluntary surrender

commitment, U.S. Courts, U.S. Probation, and USMS electronically transfer sentencing

documents and information to the Designation and Sentence Computation Center (DSCC), which

enters the designation.

Once designated, Correctional Systems staff access designation material through the e-Designate

website and forward it to appropriate staff.

Correctional Systems staff execute the Judgment in a Criminal Case (J&C) upon receiving the

inmate. The original executed J&C is returned to the USMS per 18 U.S.C. § 3621(c).

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If an inmate surrenders to a facility which is not the designated institution, the DSCC is

contacted to obtain commitment documentation. Correctional Systems staff identify the inmate

with this documentation, assume custody, and coordinate movement to the designated institution.

If factors are present which would preclude staff from assuming custody, the Regional

Correctional Programs Administrator should be contacted for guidance.

b. Unescorted Transfer to a Federal Institution or Contract Facility. The sending

institution’s unit staff forward the following documents to the receiving institution at least 14

days before transfer:

■ Original Transfer Order (BP-A0399).

■ Bureau Electronic Medical Record (BEMR) Exit Summary or Medical Summary of Federal

Prisoner/Alien in Transit (BP-A0659).

■ Copy of Furlough Application − Approval and Record (BP-A0291), which includes the

inmate’s travel schedule.

■ Authorized Unescorted Commitments and Transfers (BP-A0385) with recent photograph

attached, when transferring to a contract facility.

Unit staff record the preparation and mailing of these documents in the inmate’s Central File and

ensure they are at the receiving institution before the inmate’s departure.

After the inmate leaves the institution, Correctional Systems staff at the sending institution notify

Correctional Systems staff at the receiving institution by telephone of the inmate’s departure and

document notification in the Judgment and Commitment file:

■ Date and time of notification.

■ Name of staff member contacted.

■ Name of staff member making contact.

If unable to reach staff by telephone, GroupWise is used.

All files (J&C, Inmate Central File, Medical Record, etc.) remain at the sending institution until

the receiving institution notifies the sending institution or SENTRY confirms the inmate’s

arrival. Upon confirmation of arrival, Correctional Systems staff forward the files immediately

by trackable mail with signature confirmation.

c. Unescorted Transfer to an RRC or Community-Based Program. Sending institution unit

staff forward the following to the RRC at least 14 days before transfer:

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■ Authorized Unescorted Commitments and Transfers, with recent photograph attached.

■ Copy of Furlough Application − Approval and Record, which includes the inmate’s travel

schedule.

■ Original Transfer Order.

■ Receipt of facility rules and regulations and signed subsistence agreement, if applicable.

The unit team ensures SENTRY drug, parole hearing, and custody level assignments are

accurate.

The Supervisory Correctional Systems Specialist (or designee) at the sending institution

monitors SENTRY to confirm the inmate’s arrival at the RRC or community-based program.

Residential Reentry Management staff admit the inmate to the receiving facility in SENTRY on

the day of arrival (or the next workday if arrival is after normal business hours). If SENTRY is

inoperable, Correctional Systems staff must be notified by GroupWise or telephone.

Ordinarily, within 24 hours of confirmation of the inmate’s arrival, staff forward required release

paperwork, completed as much as possible by unit staff and reviewed by the CMC or

Supervisory Correctional Systems Specialist for accuracy.