Volunteer Essentials: Troop Finances | Girl Scouts San Diego
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Chapter 5: Troop/Group Finances

How Troops/Groups Finance Their Activities:

Girl Scout troops finance their activities by participating in the cookie program and the fall product program, by collecting dues, and by planning money-earning projects.

Fall Product Program

The fall product program gives troops and individually registered members (IRMs) the chance to earn startup funds for the new Girl Scout membership year by reaching out to friends and family, asking for their support through the purchase of nuts, chocolates, and magazines. All proceeds stay in San Diego and Imperial counties to benefit local Girl Scouts. Learn more about this program or available training.

Girl Scout Cookie Program

The Girl Scout Cookie Program is the largest financial girl-led entrepreneurial program in the world. Girls who participate learn essential skills like goal-setting and money management while earning funds that finance the Girl Scout activities they choose. Learn more about this program or available training.

Troop Dues

Troops can set dues and decide how often to collect them (e.g. weekly, monthly, annually). Troop dues help the troop get up and running and cover costs like supplies. When setting dues, help girls consider an amount that will work for everyone. Some troop families may be unable to pay dues—that’s OK.

Money Earning Projects

Money-earning projects are projects that Girl Scout troops plan and organize in order to earn funds. They must be approved by Girl Scouts San Diego, but unlike the cookie program and the fall product program, they are not sponsored by Girl Scouts San Diego. See the money-earning project application for project ideas and a helpful checklist.

Money-earning projects allowed by program level:

  • Daisies (Kindergarten) = 0
  • Daisies (First grade) = 1 project
  • Brownies = 1 project  
  • Juniors = 2 projects
  • Cadettes, Seniors, Ambassadors = 3 projects*

*Additional projects for older girls may be approved by the council finance support specialist. Email troopbanking@sdgirlscouts.org.

These money-earners aren’t allowed:

  • Games of chance, such as raffles, or contests
  • Product demonstrations, such as Avon, Mary Kay, Tupperware, Pampered Chef, candle parties, etc.
  • Sales generating profits for a specific company or business besides Girl Scouts, such as M&M, Krispy Kreme, See’s Candies, Pizza Hut, Papa John’s, Rubio’s or other restaurants, catalog sales, mall promotions, etc.
  • Funds may not be collected or raised in order to benefit other organizations or non-profits

In order to protect our organization’s 501(c)(3) tax-exempt status, Girl Scouts do not participate in any money-earning activities that can be construed as unrelated business income. Contact customercare@sdgirlscouts.org when in doubt.

Approval instructions:

Complete a Money-Earning Project application at least four weeks prior to the project date. Include these completed documents with your application:

If you expect the income from the project to exceed $500, send your application and completed documents to the council finance support specialist at troopbanking@sdgirlscouts.org for pre-approval.

When you’ve wrapped up a money-earning project:

Complete the evaluation section of the Money-Earning Project Application and include it when you complete and submit your troop’s Annual Financial Report for the year. Don’t forget to reflect! Discuss the project with girls. Was the budget on target? What did they discover? With whom did they connect? In what way did they take action? What would they have done differently?

Selling or Endorsing Commercial Products

Volunteers and girls operating in an official Girl Scout capacity cannot endorse, provide a testimonial for, or sell commercial products. Commercial products are any products sold at retail.

Troop Money Belongs to the Troop

No matter how many girls participate in product programs and no matter who participates in or chooses not to be a part of money-earning projects, all money earned belongs to the whole troop. Troop money is deposited in one troop account and is used for activities that benefit all girl members. Money never belongs to any one girl. It’s an IRS rule that the troop operates in a way that benefits all girls, not any one person.

If girls want to use troop funds to support their Bronze, Silver, or Gold Awards, that’s okay, as long as the troop approves. In this case, the troop would still meet the IRS rule, since the funds support the project, not the girls themselves. Have girls create and sign a letter agreeing to use troop funds to pay for award project supplies. Keep the letter with troop records.

Activities that Don't Require Funds

Girls can and should have opportunities to do activities that don’t have an emphasis on money-earning and spending. Take Action projects, for example, give girls a chance to learn leadership and help in their communities without spending much money. Take Action projects are a part of each Girl Scout Journey and all three Highest Awards: Bronze, Silver, and Gold. 

 

Banking:

All troop funds must flow through a Wells Fargo troop checking account, not through a personal bank account. Troop leaders can set up a Girl Scout troop account at any Wells Fargo branch.

Open a Girl Scout Troop/Group Account

Pre-requisites: You can open an account as soon as you have:

  • Registered as a volunteer
  • Received a clear background check
  • Held your first troop parent meeting

To open an account, you’ll need two signers (at least one must be the leader, co-leader, or troop treasurer). Signers must:

  • Be registered Girl Scout members
  • Be unrelated to each other
  • Have a clear background check

Step 1: Complete a Bank Account Request Form
Enter the requested information on the Bank Account Request form.

A council finance support specialist will email you an Account Open Request Authorization form and a Wells Fargo Girl Scout Account Check List. You will need this form in order to open an account.

Step 2: Meet at the Bank
Plan to meet with the Wells Fargo branch to set up an account. Both signers must be present to open the account. Bring these with you:

  • Girl Scout troop number
  • Social Security number (Wells Fargo uses your SSN to approve the account)
  • Driver’s license (or state-issued ID)
  • Second ID (e.g., credit card, passport, military ID)
  • Money for initial deposit ($50 if possible, but talk to the bank if your amount is smaller)
  • Account Open Request Authorization Form

Be sure to confirm that you are setting up a Wells Fargo Choice Business checking account with online statements. Decline additional services like bill pay and rewards. These aren’t available with Girl Scout troop accounts.

Step 3: Sign up for Online Banking
Make banking easy. Sign up for online banking at wellsfargo.com/biz once you have opened your account.

Special Interest Group Guidelines

A Wells Fargo group account may be opened to serve a special interest groups like mariners, trailblazers, and advanced travel groups.  

Step 1: Identify Account Signers. To open an account, you’ll need two signers. Signers must:

  • Be registered Girl Scout members
  • Be unrelated to each other
  • Have a clear background check on file with Girl Scouts

Step 2: Request approval. Complete the online Bank Account Request form. On this form, you’ll provide:

  • Purpose of the group
  • Names of account signers
  • The address of the Wells Fargo branch you’ve chosen.

The form will automatically be routed for approval. Once approved, the council finance support specialist will respond and provide the authorization form you’ll need to open the Wells Fargo group bank account.

Questions? Trailblazing groups contact backpacking@sdgirlscouts.org. All other groups contact Adult Learning at training@sdgirlscouts.org.

Step 3: Raise and collect funds once the account is open.

Step 4: Monitor the account. Ensure that all income and spending goes through the account and that all funds are appropriately designated and spent in a timely manner. A balance of $25 is required to keep the account active.

Step 5: Maintain records. Maintain check book registers and retain receipts.  

Step 6: Reconcile transactions annually and after the event ends. Submit the Financial Tracking Worksheet each year by June 1st and within 30 days of the trip/event end. Include receipts and the most recent bank statement. Email these documents to troopbanking@sdgirlscouts.org.

If an account balance of more than $25 remains at trip end, you can carry the balance over and use it for the next trip/event. Indicate your plans for the funds on the Financial Tracking Worksheet.

 If you need to change or remove an account signer, contact troopbanking@sdgirlscouts.org.

Keep an Eye on Your Account Balance

You can open a Wells Fargo troop checking account by depositing $50. If your troop has less, the bank will work with you. However, if your troop account has a zero balance for 30 days, it may be closed.

It’s a good idea to check your account each month. You can make sure that:

  • All troop money is in the account.
  • The account is being used according to Girl Scout guidelines.
  • Your account isn’t overdrawn.
  • Fees aren’t being applied.
About Account Service Fees

Your troop account is a Wells Fargo Choice Business checking account with online statements. No monthly service fee is charged to the account. If you are charged a $10 monthly account fee, visit the bank in person and ask to have the charge reversed. Only account signers can make this request, and it must be made within 30 days of receiving your bank statement.

If you make a deposit of more than $7,500, a fee of $.30 per $100 deposited will be applied to your troop account. It’s possible that your account may incur this fee, particularly during the cookie program and the fall product program. This fee is acceptable.

Add or Remove an Account Signer

To add a signer, have the signer register as a Girl Scout member at sdgirlscouts.org. Once the membership and background check for the new signer are complete, request to add a new signer. A finance support specialist will process your request and email an updated Account Open Request Authorization (AORA) form.  A current signer on the account and the new signer must visit the bank branch together and bring the updated AORA form.

To remove a signer, complete a request to remove a signer right away. 

How to Use the Troop Debit Card

Request a debit card and one box of checks when you open your Wells Fargo troop checking account. These are available at no cost. You’ll receive the card within 5 days of opening a troop account. Use the debit card or the checks issued with your account for all troop expenses. It’s important to manage your troop debit card use. Before accepting a troop debit card, be aware that:

  • Only authorized troop account signers can use the debit card.
  • You are responsible for all purchases and charges made with the card.
  • You are responsible for service fees, unauthorized expenses, insufficient fund charges, and fees for lost/stolen/missing cards.
  • If you misuse the card, you are responsible for money owed to the troop and you may lose your leadership role.
  • If you have a personal account with Wells Fargo, you may want to customize the card.

Follow these best practices:

  • Use the card for official Girl Scout business only. Using it for other purposes violates Girl Scout policy.
  • Document spending with itemized receipts (not ATM receipts).
  • Spend only within the limits of the troop budget.
  • Reconcile spending monthly.
  • Contact Wells Fargo if you lose the card or if it’s stolen.
When to Use Cash

Cash should be used sparingly. You may need to use some cash when you travel with your Girl Scout troop or when helping girls learn about money management. Use the troop debit card for most purchases.

Accepting Credit Cards

Your Girl Scout troop can accept credit cards for these items:

  • Troop dues
  • Family portion of activity or event costs
  • Cookie booth activity
  • Payment for money-earning project activity (e.g. a gift-wrapping booth)

You’ll use a mobile credit card reader to process this type of payment. You can accept the card and swipe it. If the sale is authorized, funds will transfer from your customer’s account to the processing company and then to your troop’s bank account. 

Help your troop come up with the pros and cons of credit cards by discussing guidelines for accepting credit cards:

  • Factor in credit card processing fees. These fees are the troop’s responsibility. Make sure using the card is worth it.
  • Have adults (not girls) process the credit card.
  • Use card readers at cookie booths, but not when going door-to-door, unless all troop members have access to a card reader, all funds post to the troop account, and the troop agrees to accept all fees.
  • Don’t add on fees like a $0.25 charge per customer. It’s against California state law.
  • Take care with cardholder info. No writing, storing, photographing, or saving credit card data. Card readers should be encrypted and should not store data either.
  • Stay off public Wi-Fi. It’s not safe for making credit transactions online.
  • Deposit funds into the Wells Fargo troop checking account, never into a personal account.
  • Consider chip or strip card readers. Your troop is liable if you accept a credit card with a chip but read only the magnetic strip with your card reader. Keep in mind that the processing fees may also be higher for running the magnetic strip on a card that has a chip. Check with your vendor.

If your troop decides to accept credit cards, you’ll need a Wells Fargo troop checking account in place to begin. Then, research credit card reader vendors. It’s a good idea to consider these points:

  • Which vendor provides the best rate
  • Which vendor has the best customer support
  • The cost and fees of a swiper vs. EMV chip reader
  • Whether the phone or tablet you’ll be using is compatible and the cost of standard data charges (data charges are the troop’s responsibility)

Once you’ve chosen a vendor, work with the vendor to get set up. You may be prompted for your social security number during the setup process. Use the Girl Scout San Diego tax ID number (#95-1644585) instead.

Using Third Party Payment Providers

Your Girl Scout troop may choose to use a third-party payment provider. If so, open an independent account, not an organizational or non-profit account. The account can be used for collecting dues and troop activity payments. The account cannot be used for cookie program or fall product program activity. Research the costs before you set up the account. All third-party payment provider fees are the troop’s responsibility. When choosing a provider, consider ease-of-use and their dispute resolution policies.

Close a Girl Scout Troop/Group Account

See step 5 in Disbandment Steps below.

 

Budgeting with Your Troop:

Step 1: Set Goals

Ask the girls what they hope to accomplish through their money-earning activities. Do they have goals in mind? Are the goals realistic? If not, help them define more realistic goals. How will they know when they’ve met the goals?

Step 2: Create a Budget

Create a budget with your troop. Tally up expenses (like needed supplies, admission fees, travel, etc.) and troop income from dues and proceeds from the cookie program and the fall product program. Use the Troop Budget Planning Worksheet.

Step 3: Project Earnings

Subtract expenses from income to see how much money your troop needs to earn.

Step 4: Discuss Plans

Have the troop brainstorm to make decisions about future plans. Can the troop earn enough money through product programs? If not, what other ways might the troop earn what they need? Will they consider a money-earning project like a collection drive (used cell phones or ink cartridges)? Or Christmas tree recycling? Guide them to consider whether their ideas are possible and discuss safety.

Step 5: Write it Out

If the troop decides on a money-earning activity, fill out a Money Earning Application and submit it to your service unit along with the Event Budget Worksheet. Work on these with the troop. It’s a great way for girls to understand income and expenses.

Financial Ability by Program Level

Girl Scouts believes that all girls—from kindergartners to high school seniors—should have opportunities to hone their money management skills. You can play a role by guiding girls at each Girl Scout program level.

What Girl Scout Daisies Can Do:
The troop volunteer handles money, keeps financial records, and does all group budgeting. Parents/guardians may decide to contribute to the cost of activities.

  • Girls set goals and participate in council-sponsored product programs.

What Girl Scout Brownies Can Do:
The troop volunteer handles money, keeps financial records, and shares some of the group budgeting responsibilities.

  • Girls discuss the cost of activities (e.g., supplies, fees, transportation, rentals, etc.).
  • Girls set goals and participate in council-sponsored product programs.
  • Girls may decide to pay dues.

What Girl Scout Juniors Can Do:
The troop volunteer retains overall responsibility for long-term budgeting and record-keeping, but shares or delegates all other financial responsibilities.

  • Girls set goals and participate in council-sponsored product programs.
  • Girls decide on troop dues, if any. Dues are collected by girls and recorded by a group treasurer (selected by the girls).
  • Girls budget for the short-term needs of the troop, on the basis of plans and income from the troop dues.
  • Girls budget for more long-term activities, such as overnight trips, group camping, and special events.
  • Girls budget for Take Action projects, including the Girl Scout Bronze Award, if they are pursuing it.

What Girl Scout Cadettes, Seniors, and Ambassadors Can Do:

  • Girls estimate costs based on plans.
  • Girls determine the amount of troop dues (if any) and the scope of money-earning projects.
  • Girls set goals for and participate in council-sponsored product programs.
  • Girls carry out budgeting, planning, and troop money-earning projects.
  • Girls budget for extended travel, Take Action projects, and leadership projects.
  • Girls may be involved in seeking donations for Take Action projects, with council approval.
  • Girls keep their own financial records and give reports to parents and group volunteers.
  • Girls budget for Take Action projects, including the Girl Scout Silver or Gold Awards, if they are pursuing them.
Changing Plans: COVID-19

If your troop has scheduled travel plans or activities delayed due to COVID-19, please complete this document and submit to customercare@sdgirlscouts.org by July 31.

 

Tracking and Reporting Finances:

Record Keeping

Girl Scout troop leaders or troop treasurers must keep records of their troop finances up-to-date and accurate. This means tracking all money received and spent in a timely manner. It also means organizing and holding on to these items for four years:

  • Receipts
  • Bank statements
  • Checkbook register
  • Cookie program and the fall product program reports and receipts
  • Financial Tracking worksheets

Share your troop’s finances with girls, volunteers, and troop families often. Sharing info about troop finances helps avoid conflict. Parents, girls, troop volunteers, service unit managers and treasurers, and Girl Scout San Diego staff can request to see troop finances at any time.

Tracking Troop Income and Spending

All troops are required to use the Troop Financial Tracking Worksheet to keep track of their income and spending. Track your Girl Scout troop’s financial data, including income, expenses, bank account balance, and product program money on this worksheet. Update the worksheet often—anytime your troop makes a financial transaction or receives funds. It’s the easy way to stay on top of financial reporting.

Generally, troop treasurers use the worksheet to record troop finances. Treasurers should provide an up-to-date worksheet to the troop leader or assistant leader to aid them in completing the Annual Financial Report. A copy of the Financial Tracking Worksheet will be required with the Annual Financial Report.

Need help? See the Quick Reference Guide or an example. Your service unit treasurer is also a great resource.

Submitting Your Troop’s Annual Financial Report

Girl Scout troop leaders or assistant leaders submit their troop’s Annual Financial Report on the Volunteer Toolkit Finances tab. The report is due by June 1.  Attach these documents along with the report:

  • Your Troop Financial Tracking Worksheet
  • Your troop’s April bank statement
  • Reconciliation Form (if your bank statement balance is different from your Financial Tracking Worksheet
  • Money-earning project application (if you’re troop did a money-earning project)
  • Troop Disbandment Report (if your troop is aging out or won’t continue)

Important browser and device info: Be sure to use a desktop or laptop computer and Firefox or Google Chrome as your browser. Other devices and browsers aren’t supported and may not work.

Don’t skip completing the Annual Financial Report. It’s an important step. Troops who don’t supply a completed Annual Financial Report by June 1:

  • Can’t apply for money-earning projects.
  • Aren’t eligible for financial assistance for girls in need.
  • May not have leader or troop treasurer roles renewed.

Troop parents can see troop financials in their view of the Volunteer Toolkit and can request to see records of the troop’s finances at any time.

Reimbursement for Troop Expenses

It’s best to use the troop ATM/debit card or troop checks for all Girl Scout troop expenses. However, if you’ve spent your own funds on behalf of the Girl Scout troop, complete a Check Request form. Have the form co-signed by a signer on the troop account (other than you).

Attach all receipts and keep the form for your records. Then have the co-signer write a reimbursement check made out to you.

Complete the check request process within 60 days. After 60 days, the Check Request form must be signed by your service unit treasurer or the finance support specialist at Girl Scouts San Diego.

An ATM receipt won’t work as a receipt for reimbursement. You’ll need a detailed receipt that shows how the cash was spent. Also, avoid making troop checks out to “cash.” That practice doesn’t meet IRS or financial guidelines.

Borrowing Money from the Troop Account

Girl Scout troop funds are not for personal use. Volunteers who misuse troop funds or product program proceeds for their own benefit will be released from their Girl Scout role and won’t be able to volunteer for Girl Scouts in the future. Girl Scouts San Diego may also pursue collection efforts to recover troop money. Girl Scouts San Diego may take other action, too, like filing a police report or referring the matter to the district attorney.

How Troop Changes Affect Troop Funds

Leaders and troop treasurers often have questions about how changes in a Girl Scout troop affect troop funds. Check out the chart below to find out.

If this happens: Then:
A girl changes troops Money remains with the original troop. A girl who joins an existing troop will participate in the activities planned by her new troop. However, the council volunteer relations manager reserves the right to review and reallocate troop funds in a fair and equitable manner when assisting with a conflict that requires removing a girl from one troop and placing her in another.
Troops merge Funds from both troops are combined into one account.
A troop adds a new girl
  • All girls benefit from the troop funds equally, including new troop members.
  • If families in the troop contributed a startup fee, you can ask the family of the new girl to do the same.  But you can’t turn a girl away from your troop if her family cannot pay.
  • Troops planning an extended trip for several years should consider if it’s possible to include another traveler. If not, invite the new girl in the troop to pay her own way, or to join after the trip, or choose to join another troop.
A troop bridges The troop account is not affected.
A troop splits All troop assets are split pro-rata between the two troops, depending on girl membership at the time the troop splits.
A troop disbands Girls decide how to use remaining troop funds. Funds cannot be given as cash or in the form of gift cards or merchandise. See “When Your Troop Disbands,” to learn more.
A troop’s leadership changes

The troop account is not affected. However, the outgoing leader must:

  • Contact your service unit or the finance support specialist at Girl Scouts San Diego.
  • Submit an Annual Troop/Group Financial Report and/or Financial Tracking Worksheet prior to leaving the leadership role.
  • Coordinate with the new leader to set up a new signer on the bank account.

 

Financial Assistance and Donations:

Financial Assistance

Let families know that all girls can participate in Girl Scouts. Financial assistance is available to help pay for items like these:

  • First-year Girl Scout membership fees (subsequent year fees can be paid with troop funds)
  • Girl's Guide to Girl Scouting or girl Journey book
  • Basic uniform pieces
  • Local service unit events
  • Council-sponsored events (i.e., STEM events, Incredible Race, etc.)
  • Council-sponsored resident and day camps

Financial assistance can’t be used to cover costs a troop can’t handle, like big travel. If the troop can’t pay for an activity, that’s a sign! The troop should plan a less expensive activity instead. Or the troop can plan ahead.

If the troop has already participated in the cookie program and the fall product program, the girls might consider a money-earning project to help cover their annual membership, activity, and event costs

Adult members may also apply for assistance to cover certain training fees, startup costs for books, and some uniform pieces. Learn more or apply

Soliciting Funds

Girl Scouts San Diego maintains the official 501(c)(3) status as a nonprofit organization. Girl Scout troops and service units are not legal entities and are not nonprofit organizations. Have questions about soliciting funds? Contact the council finance support specialist at troopbanking@sdgirlscouts.org

Receiving Monetary Donations

As a nonprofit, Girl Scouts San Diego has legal obligations regarding donation solicitation. To protect our nonprofit status, all donations must be routed through the Girl Scout San Diego accounting department to ensure that donations are property recorded and accounted for. To satisfy Internal Revenue Service rules and sound accounting policy, all donations of $250 or more must be officially acknowledged by Girl Scouts San Diego.

Here’s how donations work:

If the donation is $249.99 or less, then your troop can accept the full donation. The donation is not tax deductible. The same donor cannot repeat the donation in the same membership year.

If the donation is $250 or more, send the full donation to Girl Scouts San Diego. Donations of $250 or more must be received by council to comply with Internal Revenue Service laws. $249.99 will be sent back to your troop. Girl Scouts San Diego will send a tax receipt to the donor. The remaining funds will be used to benefit Girl Scout San Diego members and volunteers. Have donors identify the troop along with their donation to ensure that it is clear who is to receive the gift.

Receiving In-Kind Donations (supplies or equipment)

Organizations, businesses, and people can offer in-kind donations to a Girl Scout troop. These donations are usually equipment or supplies, like remnants from a fabric shop or paint from a home improvement store. It’s a good idea to get a receipt that shows the value of the in-kind donation. Include this value as income on your Troop/Group Annual Financial Report.

Have the troop thank the donor with a card. Girls can also invite donors to a meeting or ceremony, or work with the donor on a Take Action project. 

Giving Donations

Girl Scout troops can give some of their troop funds to organizations they want to support. The Girl Scout San Diego Campership Fund or Opportunity Fund, local or international service organizations, and environmental projects are options. All giving should be girl-led. Girls should discuss and vote on who will receive the funds and how much.

Participating in Political Activities

Volunteers and girls may not participate directly or indirectly in political campaign work when in an official Girl Scout capacity or when representing themselves as a Girl Scout. Prohibited activities include letter writing campaigns, political rallies, circulating petitions, and carrying political banners.

This doesn’t mean that Girl Scouts can’t be civic-minded. See the Civic Action Toolkit, for appropriate methods of civic engagement.

 

Disbanding a Troop:

All Girl Scout troops disband eventually. Girls age out and some troops stop functioning well. Troops are considered disbanded when their registration has expired and they haven’t re-registered for six months.

If your Girl Scout troop disbands (or ages out) follow these steps to take care of girls and troop finances.

Disbandment Steps

Step 1: Complete the online Disbandment form. A troop support specialist will contact you to guide you through the process.

Step 2: Explore new troop options. Find out if girl or adult members want to find new troops. A pro-rated amount of troop funds will follow a girl to her new troop. Also, check to see if girls would like to continue as individually registered Girl Scouts.

The funds in the troop bank account will be pro-rated by the number of girls on roster at the time of disbandment. Those funds will be sent to the Service Unit and they will disburse each girl's pro-rated amount to their new troop or the funds will remain with the service unit if they are no longer continuing.

Step 3: Dispose of the troop’s equipment. Let girls have a say about troop equipment. For example, if your Girl Scout troop owns camping equipment, the girls might decide to give it to a troop that is just starting out. Service units often have a “help yourself” table at monthly meetings where Girl Scout items no longer needed are placed for troops who can use them.

Step 4: Guide Girls to use remaining troop money. Graduating high school students can get a lifetime Girl Scout membership. Or, the troop may decide to do a final activity. Or they can donate the funds to a charity they would like to support.

They can also donate to these options:

  • Their service unit
  • Another Girl Scout troop
  • S.H.A.R.E.
  • The Juliette Low World Friendship Fund

Troop and service unit funds are never given to girls or volunteers as cash. Nor can troop funds be used to purchase gift cards. Tax implications apply when cash or gifts cards are given to an individual or another organization, no matter how nominal the amount.

Need help making these decisions? Contact your service unit treasurer or the council finance support specialist at troopbanking@sdgirlscouts.org.

Step 5: Close the Wells Fargo troop checking account if your troop plans not to continue. Before you close the account, make sure all checks and other debits have cleared.

  • If the account has a balance, the troop can decide what to do with the money that remains. Then, visit the original bank branch to close the account in person.
  • If your account has unspent funds, ask the bank to make out a cashier’s check to your service unit. Plan to provide the service unit with the check within three business days.
  • If you have girls who wish to continue in Girl Scouts, the service unit treasurer will distribute funds to the troops who accept the girls.
  • When troops choose not to continue, unused troop funds that are left in troop accounts become the property of Girl Scouts San Diego.

Step 6: Complete disbandment documents including a Financial Tracking Worksheet and Disbandment Report. These notify the service unit about the disbandment and indicate plans for funds and girls. Submit documents to the service unit treasurer within 30 days of your last Girl Scout troop meeting. Include the last four years of troop financial records (financial reports, receipts bank statements, and the checkbook register).

Dormant Troop Checking Accounts

Your troop account is dormant when you haven’t deposited or withdrawn funds in 90 days.

If the account balance is under $100, Girl Scouts San Diego will close the account and transfer the balance to our general fund. Troop members are not notified.

If the account balance is over $100, Girl Scouts San Diego will send an email to all registered troop members and the service unit treasurer. Troop members have 30 days to respond to the email.

  • Troops who respond to the email can choose to continue with Girl Scouts and reactivate the account by withdrawing or depositing money. Or they can disband and close the account.
    • Here’s what happens if the troop choses to disband:
    • 50 percent of the funds are transferred to the Girl Scouts San Diego general fund.
    • A pro-rated amount is transferred to a new troop for any girl who wishes to continue in another Girl Scout troop. Girls who choose to continue in Girl Scouts as individually registered Girl Scouts do not receive a pro-rated portion of funds.
    • Any remaining funds are transferred to the service unit. These funds are immediately available for the service unit’s girl program.
  • If a troop doesn’t respond to our email, we will close the account and transfer any remaining funds to the Girl Scouts San Diego general fund. 

 

Training:

Troop Treasurers

Troop treasurers can self-sign up for training online. Use your Girl Scout email and code “banking2” when prompted. Then, check your email for a link to log into the Troop Treasurer Learning Path.

Troop Leaders

Troop leaders can learn about troop finances by viewing these recorded webinars:

  • Troop Finances Made Simple: This webinar is designed to help new troop leaders navigate the Volunteer Toolkit, learn about planning the troop’s budget, and understand how to manage the troop’s financial process. Sign up using your Girl Scout email and the code "simple01".
  • Wrapping up Troop Financials: Learn tips, tricks, and best practices to complete your troop's annual financial report. We'll cover the financial tracking worksheet and how to submit your troop's report on the Volunteer Toolkit Finances tab. Sign up using your Girl Scout email and code "wrapup4".

 

Resources:

Help

Your service unit treasurer is a great resource. Need contact information? Email serviceunits@sdgirlscouts.org

Financial Forms

All troop financial forms are available at sdgirlscouts.org/forms.

Independently Registered Members

Coming soon.

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