Town Hall of Orlat Commune Sibiu*

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

5.2. Documents used

The entitlements representing the allowances are granted based on an application, obligatorily accompanied by a copy of the applicant's identity document and the birth certificate of the child for whom the entitlement is requested or, as applicable, the family register, certified for conformity with the original, and, if applicable, supporting documents.


5.3. Necessary resources

5.3.1. Material resources

• Offices
• Suitable equipment and IT technology (computer with printer)
• Photocopier
• Stationery, folders, binders, printed forms

5.3.2. Human resources

• Qualified and trained personnel, employed according to the job structure approved by the Local Council

5.3.3. Financial resources

• Financial resources related to 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 method

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 the state allowance or the monthly incentive. He/she is informed about the legal provisions, submission deadlines, granting terms, how to fill out the application, declarations and certificates;
• The applicant's request accompanied by supporting documents is checked by the CAS specialist staff, the documents are certified for conformity with the original by applying the CAS stamp, "conforming with the original", date, name and signature of the person who checks them; they are handed to the applicant who submits them for registration at the City Hall registry. There, a number is assigned and the documents are certified by the mayor;
• Through the correspondence folder, the file returns to CAS and is registered in the special register, all sections are filled in;
• By the 5th of the month following the application submission, CAS forwards the file, based on a delivery note signed by the mayor and the CAS director, drawn up in 2 copies, to AJPIS;
• After registration, verification, issuance of the written decision and payment of the file, AJPIS personnel confirm receipt of the file by applying the date and signature, and send 1 copy to the City Hall.

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

• The operations are carried out according to the planning;
• The CAS personnel who prepare the documents bear full responsibility for the data and their content, and in case of inserting erroneous data or information, they will be civilly, administratively or criminally liable for them, according to the law.

5.4.3. Valorization of the activity results

• Timely transmission of the delivery notes with the requests for granting the allowance for raising the child/insertion incentive and state allowance for children, accompanied by supporting documents to AJPIS for payment of the beneficiaries.

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

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

2. Scope

• Specification (definition) of the activity to which the operational procedure refers: The Operational Program for Aiding Disadvantaged Persons 2014-2020 (POAD) has a total allocation of over 518 million euros and aims at reducing extreme poverty by distributing basic foodstuffs (in the form of food packages and prepared meals), school supplies for children, layettes for newborns, clothing and footwear items, and hygiene products to the most disadvantaged persons.
• Explicit delimitation of the processed activity within the portfolio of activities carried out by the public entity: The activity is relevant in terms of importance, being distinctly processed within the institution.
• Listing the main activities on which the processed activity depends and/or which depend on the processed activity: All other activities within the institution depend on the processed activity, due to the role this activity plays in the correct and timely conduct of all processes.
• Listing the departments supplying data and/or benefiting from the results of the processed 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 application and the documents presented, visiting the applicant's domicile within a maximum of 15 days from the submission of the VMG file, for carrying out the social investigation, in order 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 decision and granting of the rights provided by law to the beneficiaries.

The reports and decisions 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 related to preparing documents for granting, suspending, resuming, and terminating social aid are under the competence of the Social Assistance Department subordinated 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 presented by the beneficiary and summarizes the information in the social investigation.

5.2 Documents used

• List of documents required for preparing the file for granting social aid
• Application and declaration on own responsibility for granting social aid
• Social investigation
• Report
• Decision for granting/terminating/suspending/resuming
• Calculation sheet
• Centralized payment report regarding the granting of social aid
• Work plan
• Monthly report regarding persons benefiting from social aid and activities carried out according to the work plan
• Award/termination/suspension/resumption list
• 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 the age of 18, which is granted by order of the mayor.

2.2. It is distinct from other activities processed through forms imposed by specific legislation, namely Law no. 277/2010 regarding the allowance for family support and GD 38/2011 for the approval of methodological norms for the application of the provisions of Law no. 277/2010 regarding the allowance for family support.

The documents serve mainly for requesting/verifying, establishing/modifying/suspending/terminating/resuming the right to the family support allowance.

The instructions for filling out the forms are found in the specific legislation.

The application and the statement on own responsibility are accompanied by supporting documents regarding the family composition, its income and, where applicable, regarding school attendance by the children dependent on the family.

The family representative presents, as appropriate, in copy or, as the case may be, certified for conformity with the original, the following documents:

a) Birth certificates of the children dependent on the families defined at art. 2 of the law;
b) Marriage certificate;
c) Court decision for entrustment for adoption, according to the law;
d) Court decision for approval of adoption, according to the law;
e) Court decision or, as the case may be, decision of the commission for child protection regarding placement, according to the law;
f) Decision of the general director of the Social Assistance and Child Protection Department or, as the case may be, court decision regarding urgent placement, according to the law;
g) Court decision for establishment of guardianship or, as the case may be, order of the tutelary authority, according to the law;
h) Supporting document attesting the quality as legal representative of the minor person lacking full capacity to exercise civil rights, for the situation provided in art. 12 (3), namely parent, guardian, curator, other 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 order;
i) Court decision by which the husband/wife is declared missing;
j) Court decision by which the husband/wife is preventively arrested for a period longer than 30 days or is serving a prison 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 duties of CAS in monitoring the way of raising and caring for the child with parents gone to work abroad:

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

b)      Organizes parental education programs intended for the parent who takes care of the child after the other parent has left to work abroad, as well as for persons designated to take care of children with parents gone to work abroad, as well as for those who have returned to the country after staying abroad with their parents for a period longer than one year.

c)      Organizes quarterly meetings or whenever necessary with persons who take care of the children, as well as with the parent who takes care of the child after the second parent leaves to work abroad.

d)      Facilitates and supports maintaining permanent contact between 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, as the case may be, the person to whom the child was left and the teaching staff to establish learning agreements, appropriate to their needs, which explicitly include the goals, expectations, and responsibilities of the school and family;

f)       Supports the parent or, as the case may be, the person under whose care the child was left in the use of counseling methods to 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