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With your guidance, your Girl Scouts will learn money skills that will serve them throughout their lives. Your Girl Scout troop will plan and finance its own activities, and you’ll coach your Girl Scouts as they earn and manage troop funds. Troop activities are powered by proceeds earned through council-sponsored product program activities (such as the Girl Scout Cookie Program), group money-earning activities (council-approved, of course), and any dues your troop may charge.
Remember that all funds collected, raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting belong to the troop as a whole and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individuals.
Establishing a Troop Account 
No matter how much your troop plans to save or spend, you’ll need a safe place to deposit your troop dues, product program proceeds, and other funds. If you’ve stepped up to lead an existing troop, you may inherit a checking account, but with a new troop, you’ll want to open a new bank account.
Here are a few helpful tips you can take to the bank:
All Girl Scouts San Diego bank at Wells Fargo.
Designate a “troop treasurer,” that is, one person who is responsible for troop funds and for keeping a daily account of expenditures.
Ensure your account comes with a debit card that you can use during activities or trips. These transactions are easier to track at the end of the year.
Be prepared and make sure another troop volunteer has a debit card for the troop account in case the main card is lost.
Handle a lost troop debit card the same way you would a personal debit card: cancel it immediately with Wells Fargo.
Keep troop funds in the bank before an activity or trip and pay for as many items as possible in advance of your departure.
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
- Completed training. Volunteers in the Troop Treasurer role take Troop Treasurer training. Troop Leaders and Assistant leaders complete Getting Started with Your Troop (finances are covered in the “finance” module)
- Complete a Bank Account Request Form. Enter the requested information on the Bank Account Request form.
- Girl Scout San Diego Staff 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.
- Make an appointment at Wells Fargo branch near you. Type Open Girl Scout Account in reason for appt.
- Once you have an appointment, please email troopbanking@sdgirlscouts.org. We will work with bank ahead of time help process go smoothly.
- 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.
To change signers to your troops bank account at Wells Fargo you will need to complete the following steps:
- Be registered Girl Scout members
- Leaders need to be unrelated to each other
- Have a clear background check
- Completed training. Volunteers in the Troop Treasurer role take Troop Treasurer training. Troop Leaders and Assistant leaders complete Getting Started with Your Troop (finances are covered in the “finance” module)
- Complete a Request to Add/remove a Signer. Enter the requested information on this form.
Disbanding Troops and Unused Troop Funds
All Girl Scout troops disband eventually. Girls will age out and some troops decide to part ways. Troops are considered disbanded when their registration has expired, and they haven’t re-registered for six months. Whether your Girl Scout troop disbands (or ages out) follow these steps to take care of girls and troop finances.
- Complete the online Disbandment form. A troop support specialist will contact you to guide you through the process.
- 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).
Closing the Troop Account
When closing a troop account, be sure all checks and other debits have cleared the account before you close it. Remember, you may have to close the account in person. Turn remaining funds over to a council staff member.
Money-Earning Basics for Troops
Money-earning projects are projects that Girl Scout troops plan and organize to earn funds. They must be approved by your service unit or 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.
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:
- Event Budget Worksheet (submit to service unit treasurer)
- Event Approval Checklist (submit to service unit activity consultant)
- A copy of the flyer or announcement for the project (submit to service unit treasurer)
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
Sample Money-Earning Activities
Collections/Drives
Cell phones for refurbishment
Used ink cartridges turned in for money
Christmas tree recycling
Food/Meal Events
Lunch box auction (prepared lunch or meal auctioned off)
Themed meals, like a high tea or a build-your-own-taco bar, related to activities girls are planning; for instance, if girls are earning money for travel, they could tie the meal to their destination
Service(s)
Service-a-thon (people sponsor a girl doing service and funds go to support a trip or other activity)
Babysitting for holiday (New Year’s Eve) or council events
Raking leaves, weeding, cutting grass, shoveling snow, walking pets
Cooking class or other specialty class
The Girl Scout Cookie Program and other council-sponsored product programs are designed to unleash the entrepreneurial potential in your girls. From there, your troop may decide to earn additional funds on its own.
Participation Guidance
Girl Scout participation in both council-sponsored product program activities and group money-earning projects is based on the following:
- Voluntary participation.
- Permission of each member’s parent or guardian.
- An understanding of (and ability to explain clearly to others) why the money is needed.
- An understanding that money earning should not exceed what the group needs to support its program activities.
- Observance of local ordinances related to involvement of children in money-earning activities as well as health and safety laws.
- Vigilance in protecting the personal safety of each member.
- Arrangements for safeguarding the money.
Additional Guidelines
Keep these specific guidelines—some of which are required by the Internal Revenue Service—in mind to ensure that sales are conducted with legal and financial integrity.
- All rewards earned by Girl Scouts through the product program activities must support Girl Scout program experiences (such as camp, travel, and program events, but not scholarships or financial credits toward outside organizations).
- Rewards are based on sales ranges set by councils and may not be based on a dollar-per-dollar calculation.
- Troops are encouraged to participate in council product programs as their primary money-earning activity; any group money earning shouldn’t compete with the Girl Scout Cookie Program or other council product programs.
- Obtain written approval from your council before a group money-earning event; most councils ask that you submit a request for approval.
- Girl Scouts discourages the use of games of chance. Any activity which could be considered a game of chance (raffles, contests, bingo) must be approved by the local Girl Scout council and be conducted in compliance with all local and state laws.
- Girl Scouts Blue Book of Basic Documents policy forbids Girl Scouts from the direct solicitation of cash. Girl Scouts can collect partial payment toward the purchase of a package of Girl Scout Cookies and other Girl Scout–authorized products through participation in council-approved product program donation programs.
- Girl Scouts forbids product demonstration parties where the use of the Girl Scout trademark increases revenue for another business, such as in-home product parties. Any business using the Girl Scout trademark or other Girl Scout intellectual property must seek authorization from GSUSA.
- Group money-earning activities need to be suited to the ages and abilities of the participants and be consistent with the principles of the Girl Scout Leadership Experience.
- Money earned is for Girl Scout activities and is not to be retained by individuals. Girl Scouts can, however, be awarded incentives and/or may earn credits from their Girl Scout product programs. Funds acquired through group money-earning projects must be reported and accounted for by the group according to council procedures.
- Raising money in times of national or international emergency. Per Girl Scouts Blue Book of Basic Documents policy, the National CEO in consultation with the National Board Chair may give permission to raise money in times of a major national or international emergency with prior written notice to the National Board. Councils will be notified of this action in writing and troops should consult with their council for appropriate guidelines. Councils may designate an outside organization to receive donations.
Sample Money-Earning Activities
Collections/Drives
- Cell phones for refurbishment
- Used ink cartridges turned in for money
- Christmas tree recycling
Food/Meal Events
- Lunch box auction (prepared lunch or meal auctioned off)
- Themed meals, like a high tea or a build-your-own-taco bar, related to activities Girl Scouts are planning; for instance, if they are earning money for travel, they could tie the meal to their destination
Service(s)
- Service-a-thon (people sponsor a Girl Scout doing service and funds go to support a trip or other activity)
- Babysitting for holiday (New Year’s Eve) or council events
- Raking leaves, weeding, cutting grass, shoveling snow, walking pets
- Cooking class or other specialty class
The Girl Scout Cookie Program and other council-sponsored product programs are designed to unleash the entrepreneurial potential in Girl Scouts. From there, your troop may decide to earn additional funds on its own.
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. Girl Scouts Cadette, Seniors and Ambassadors can take this on as part of their kapers.
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 on VTK. A copy of the Financial Tracking Worksheet will be required with the Annual Financial Report.
Obtain a copy of the report from your service unit treasurer. Not sure who your service unit treasurer is? Contact serviceunits@sdgirlscouts.org and we will connect you!
Need help? See the Quick Reference Guide or an example. Your service unit treasurer is also a great resource.
Help Your Troop Reach Its Financial Goals
As a volunteer, you have the opportunity to facilitate girl-led financial planning, which may include the following steps for your troop:
- Set goals for money-earning activities. What does the group hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves?
- Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events, travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on).
- Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your group needs to earn.
- Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other product programs—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which group money-earning activities might offset the difference? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In this planning stage, engage them through the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors.
- Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group money-earning activity, fill out an application for approval from your council and submit it along with the budget worksheet your troop created.
Remember: It’s great for Girl Scouts to have opportunities like the Girl Scout Cookie Program to earn funds that help them fulfill their goals. As a volunteer, try to help them balance the money earning they do with opportunities to enjoy other activities that have less emphasis on earning and spending money. Take Action projects, for example, may not always require them to spend a lot of money!
Financial Management and Product Program Abilities by Grade Level
Girl Scout Daisies |
The group volunteer handles money, keeps financial records, and does all group budgeting.
Parents/caregivers may decide they will contribute to the cost of activities.
Daisies can participate in Girl Scout Cookie Program activities and other council-sponsored product programs.
Daisies are always paired with a volunteer when selling anything. They do the asking and deliver the product, but volunteers handle the money and keep them safe.
Daisies should be given the opportunity to practice identifying money and counting back change with an adult during each transaction.
Girl Scout Brownies |
The group volunteer handles money, keeps financial records, and shares some of the group budgeting responsibilities.
Brownies discuss the cost of activities (supplies, fees, transportation, rentals, and so on) with guidance from their volunteer(s).
Brownies set goals for and participate in council-sponsored product programs.
Brownies may decide to pay dues to contribute to the cost of activities.
Girl Scout Juniors |
The group volunteer retains overall responsibility for long-term budgeting and record keeping but shares or delegates all other financial responsibilities.
Juniors set goals for and participate in council-sponsored product programs.
Juniors decide on group dues, if any. Dues are collected by them and recorded by a group treasurer selected by the troop.
Juniors budget for the short-term needs of the group based on their plans and income from the group dues.
Juniors budget for more long-term activities, such as overnight trips, group camping, and special events.
Juniors budget for Take Action projects including the Girl Scout Bronze Award if they are pursuing it.
Girl Scout Cadettes, Seniors, and Ambassadors |
Cadettes, Seniors, and Ambassadors estimate costs based on plans.
They determine the amount of group dues, if any, and the scope of money-earning projects.
Set goals for and participate in council-sponsored product programs.
Carry out budgeting, planning, and group money-earning programs.
Budget for extended travel, Take Action projects, and leadership projects including the Girl Scout Silver or Girl Scout Gold Awards, if they are pursuing them.
May be involved in seeking donations for Take Action projects with council approval.
Keep their own financial records and give reports to parents and group volunteers.
Receiving Monetary and In Kind 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 have a repeat 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. Please have donors identify the troop along with their donation to ensure our accounting team is clear on which troop should receive the funds.
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. Make sure to include this value as income on your Troop/Group Annual Financial Report.
After you receive the donation, your troop is encouraged to send the donor/organization a thank you card. Girl Scouts may also invite donors to a troop 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. Donations to Girl Scouts San Diego can be made here.
Working with Sponsors and Other Organizations
Local sponsors can help councils power innovative programs for Girl Scouts. Community organizations, businesses, religious organizations, and individuals may be sponsors and may provide group meeting places, volunteer their time, offer in-kind donations, provide activity materials, or loan equipment. Encourage your Girl Scouts to celebrate a sponsor’s contribution to the troop by sending thank-you cards, inviting the sponsor to a meeting or ceremony, or working together on a Take Action project.
For information on working with a sponsor, consult your council, which can give you guidance on the availability of sponsors, recruiting guidelines, and any council policies or practices that must be followed. Your council may already have relationships with certain organizations or may know of some reasons not to collaborate with certain organizations.
When collaborating with any other organization, keep these additional guidelines in mind:
Avoid fundraising for other organizations. Girl Scouts are not allowed to solicit money on behalf of another organization when identifying themselves as Girl Scouts by wearing a uniform, a sash or vest, official pins, and so on. This includes participating in a walkathon or telethon while in uniform. However, you and your group can support another organization through Take Action projects. Girl Scouts as individuals are able to participate in whatever events they choose as long as they are not wearing anything that officially identifies them as Girl Scouts.
Steer clear of political fundraisers. When in an official Girl Scout capacity or in any way identifying yourselves as Girl Scouts, your group may not participate, directly or indirectly, in any political campaign or work on behalf of or in opposition to a candidate for public office. Letter-writing campaigns are not allowed, nor is participating in a political rally, circulating a petition, or carrying a political banner.
Be respectful when collaborating with religious organizations. Girl Scout groups must respect the opinions and practices of religious partners, but no one should be required to take part in any religious observance or practice of the sponsoring group.
Avoid selling or endorsing commercial products. A commercial product is any product sold at a retail location. Since 1939, Girl Scouts and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.
Using Third-Party Payment Providers
Your Girl Scout troop may choose to use Venmo or Zelle for incoming payments like dues, monies owed to the troop, and troop activity fees.
The troop cannot use Venmo or Zelle to:
- Collect payment from customers for product programs.
- Make outgoing payments to vendors or others who aren’t troop members or service units. These payments must be made with a troop bank account check or the troop debit card, both of which can be tracked for financial record-keeping.
When using Venmo, be sure to open an independent account (not an organizational or non-profit account) and follow these guidelines
Transfers between troop members:
- All parties involved in the transfer must be troop members.
- Money transferred must be related to troop business (i.e. dues, monies owed to the troop and troop activity fees).
- The troop member who is the recipient must request payment to avoid the payment being issued to the wrong recipient.
Transfers between troops and service units:
- The request must be made by the recipient to avoid the payment being issued to the wrong recipient. Both issuing and receiving accounts must be Girl Scouts San Diego Wells Fargo accounts.
Records and receipts. All reimbursements and outgoing payments, including those made with Venmo or Zelle, must be documented by completing the Check Request Form. Include documentation related to Venmo or Zelle payments when you submit the annual financial report. Retain all records for four years.
Fees and lost monies. The troop is responsible for Venmo or Pay Pal fees. Neither Girl Scouts San Diego nor Wells Fargo assumes any responsibility for money going to the wrong account. Any monies lost must be reimbursed to the Girl Scout troop account immediately and are the responsibility of the leader or treasurer, whomever has control of the Venmo or Pay Pal app.
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