Town Hall of Orlat Commune Sibiu*

• The reception, registration, and forwarding for resolution of requests for granting the monthly allowance for raising the child up to the age of 2 years, or up to the age of 3 years in the case of a child with a disability;
• The reception, registration, and forwarding of requests for granting the insertion incentive and the monthly incentive for raising and caring for the child;
• The reception, registration, and forwarding of requests regarding the modification, termination, or suspension of the allowance/incentive for raising and caring for the child.

5.2. Documents used

The rights representing allowances are granted on the basis of an application, compulsorily accompanied by a copy of the applicant’s identity document and the birth certificate of the child for whom the right is requested or, as the case may be, the family booklet, certified as a true copy of the original, and, as the case may be, supporting documents.


5.3. Required resources

5.3.1. Material resources

• Offices
• Appropriate equipment and computing technology (computer with printer)
• Photocopier
• Stationery, files, binders, printed forms

5.3.2. Human resources

• Qualified and trained staff, employed according to the staffing list approved by the Local Council

5.3.3. Financial resources

• The financial resources for the payment of the allowance for raising the child/insertion incentive and the state allowance for children are provided from the state budget through AJPIS

5.4. Working procedure

5.4.1. Planning the operations and actions of the activity

• The beneficiary addresses the CAS personnel for granting the right to leave and the monthly allowance for raising children and state allowance or monthly incentive. They are informed about the legal provisions, the deadlines for submitting the file, the granting of the right, the way to complete the application, declarations, and certificates;
• The applicant’s request, accompanied by supporting documents, is checked by the specialist staff within the CAS, the documents are certified as true copies of the original, with the CAS stamp applied, "certified copy", date, name, and signature of the verifier, handed to the applicant, who submits it to be registered with the Municipality registry. There, a number is assigned, and it is certified by the mayor;
• Through the correspondence folder, the file returns to the CAS and is registered in the special register, with all fields filled in;
• By the 5th of the month following the submission of the application, the CAS forwards the file, based on a list signed by the mayor and the CAS director, drawn up in 2 copies, to AJPIS;
• After registration, verification, issuing the written decision, and putting the file into payment, the AJPIS staff confirms receipt of the file by applying the date and signature, and returns 1 copy to the municipality.

5.4.2. Carrying out the operations and actions of the activity and signing the documents

• Carrying out the operations is done according to the planning;
• The persons within CAS who draw up the documents bear full responsibility for their data and content, and in the case of entering erroneous data or information, will be civilly, administratively, or criminally liable for these, according to the law.

5.4.3. Valorization of activity results

• Timely forwarding of the lists with applications for granting the allowance for raising the child/insertion incentive and state allowance for children, accompanied by supporting documents, to AJPIS for putting the beneficiaries into payment.

All documents and records of this procedure are archived according to the legal norms.

​• Ensures a thorough description within the institution regarding the Disadvantaged Operational Program, with the institution's employees benefiting from complete and coherent information about the implemented program.
• Provides assurance regarding the existence of the appropriate documentation for carrying out the activity.
• Ensures the continuity of the activity, including in conditions of staff fluctuation.
• Supports the audit and/or other authorized bodies in auditing and/or control actions, and the manager, in decision making.
• Other purposes.

2. Scope of application

• Specification (definition) of the activity to which the operational procedure refers: The Operational Program for the Assistance of Disadvantaged Persons 2014-2020 (POAD) has a total allocation of over 518 million euros and aims to reduce extreme poverty by distributing basic food (in the form of food packages and prepared meals), school supplies for children, layettes for newborns, clothing and footwear, and hygiene products to the most disadvantaged persons.
• Explicit delimitation of the procedured activity within the portfolio of activities carried out by the public entity: The activity is relevant in importance, being separately procedured within the institution.
• Listing the main activities on which and/or which depend on the procedured activity: All other activities within the institution depend on the procedured activity, due to the role this activity has in the proper and timely execution of all processes.
• Listing the departments supplying data and/or benefiting from the results of the procedured activity:

o Data supplying departments: All structures;
o Result supplying departments: All structures.

Departments involved in the activity process: Social Assistance.

The activity consists of analyzing the request and the documents submitted, a visit to the applicant's home within a maximum of 15 days from the submission of the VMG file, in order to conduct the social investigation, to verify the accuracy of the data mentioned in the application. Following the social investigation, the Social Assistance Department prepares the report for granting social aid for the issuance of the order and the granting of the rights provided by law to the beneficiaries.

The reports and orders for granting, suspending, resuming and terminating social aid are within the competence of the Social Assistance Department. Payment is made by the County Agency for Payments and Social Inspection following the monthly transmission of documents by the Social Assistance Department. Activities concerning the preparation of documents for granting, suspending, resuming and terminating social aid are within the competence of the Social Assistance Department, which is subordinate to the Local Council. The Social Assistance Department has the role and responsibility to ensure the conduct of this activity in accordance with legal provisions.

The staff of the department within social assistance verifies the data and documents submitted by the beneficiary and synthesizes the information in the social investigation.

5.2 Documents used

• List of documents required for the preparation of the file for granting social aid
• Application and declaration on own responsibility for granting social aid
• Social investigation
• Report
• Order of granting/termination/suspension/resumption
• Calculation sheet
• Centralized payment situation regarding the granting of social aid
• Work plan
• Monthly situation regarding persons benefiting from social aid and activities carried out according to the work plan
• Table of granting/termination/suspension/resumption
• Address to the County Agency for Payments and Social Inspection
• Notification

The form of support for families with low incomes who are raising and caring for children up to 18 years old, which is granted by the mayor's order.

2.2. It is delimited from the other activities governed by forms required by specific legislation, namely Law no. 277/2010 regarding the family support allowance and Government Decision 38/2011 for approving the methodological norms for applying the provisions of Law no. 277/2010 regarding the family support allowance.

The documents mainly serve for the request/verification, establishment/modification/suspension/cessation/resumption of the right to family support allowance.

The instructions for completing the forms are found in the specific legislation.

The request and the own responsibility statement must be accompanied by supporting documents regarding the family composition, its income, and, as the case may be, regarding the attendance of school courses by the children in care.

The family representative presents, as the case may be, copies of certificates or, as appropriate, authenticated for conformity with the original, the following documents:

a) The birth certificates of the children in care of families defined in art. 2 of the law;
b) The marriage certificate;
c) The court decision for granting custody for adoption, according to the law;
d) The court decision approving the adoption, according to the law;
e) The court decision or, as the case may be, the decision of the child protection commission for placement, according to the law;
f) The decision of the general director of the Social Assistance and Child Protection Department or, as the case may be, the court decision for placement in emergency regime, according to the law;
g) The court decision to establish guardianship or, as the case may be, the order of the guardianship authority, according to the law;
h) The supporting act certifying the quality of legal representative of the minor person lacking full exercise capacity of civil rights, for the situation provided in art. 12 para. (3), namely parent, guardian, curator, another person designated as legal representative by the decision of the general director of the Social Assistance and Child Protection Department or, as the case may be, by court decision;
i) The court decision by which the spouse is declared missing;
j) The court decision by which the spouse is preventively arrested for more than 30 days or is serving a custodial sentence and does not participate in the maintenance of the children;
k) As the case may be, other supporting documents regarding the family composition.

The responsibilities of CAS in monitoring the upbringing and care of the child whose parents have gone to work abroad:

a)      Monitors the maintenance of personal relationships of children with parents who have gone to work abroad;

b)      Organizes parenting education programs for the parent who is caring for and raising the child after the other parent has left to work abroad, as well as for those appointed to take care of and raise children with parents working abroad, and for those who have returned to the country after a period of more than one year living abroad with their parents.

c)      Organizes quarterly or whenever necessary meetings with those caring for and raising the children, as well as with the parent caring for and raising the child after the second parent has left to work abroad.

d)      Facilitates and supports the maintenance of a permanent contract between the representatives of the educational institution attended by the child and the person under whose care the child was left by the parents;

e)      Encourages the parent or, where appropriate, the person caring for the child and the teaching staff to establish learning agreements, appropriate to their needs, which should explicitly include the goals, expectations, and responsibilities of the school and the family;

f)       Supports the parent or, where appropriate, the person caring for the child in using counseling methods that facilitate family communication, problem solving, etc.

Operational procedure Regarding the identification of children who require classification in the degree of disability, child with special educational needs