Troop Finances

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 girls 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 and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individuals.

GSDSW Troop Money Basics

WHY Do Troops/Service Units Need Money?

So girls can learn decision-making.
So troops can support themselves and their activities.
So girls can learn healthy and fun financial literacy.

WHAT Can Troops/Service Units Do With Their Money?

Troops can do so many things—let the girls decide! Below are only some examples of how troops/service units can spend their funds.

PROGRAMS like Journeys
RECOGNITIONS like badges
EVENTS, PROGRAMS, and ACTIVITIES
MEMBERSHIPS
TRIPS
RESIDENT CAMP
TRAININGS
TAKE ACTION PROJECTS

* To ensure that the girls enjoy an optimal Girl Scout Leadership Experience, money should be spent within the Girl Scout membership year. *

HOW Do Troops/Service Units Earn Money?

Council-Sponsored Product Programs like the Girl Scout Cookie Program & Fall Product Program

Troop Dues (optional). Always consider the financial situations of the girls/families and the purpose for collecting troop dues. If a troop chooses to collect dues from girls/families, the following must be followed:

Inform girls/families why troop dues will be collected and how it will be used. (Example: We are asking each girl/family to contribute $5 per month to the troop, for the next six months, to purchase troop meeting snacks.)
Receipts, from the troop, must be provided to the girl/family each time dues are contributed to troop. This is to ensure that there is a paper trail and proper accounting of troop funds.
Troop dues collected at each meeting must be documented in the troop ledger and deposited in troop bank account accordingly.
Girls are NEVER penalized for not paying dues. We never know the situation of each family. There may be other in-kind contributions that they may contribute to troop such as the snacks themselves, craft supplies, etc.

Money-Earning Activities. These are additional fundraisers. In order for troops/service units to hold a fundraiser of their own, read below and get permission from council first.

Troops/service units must participate in both council-sponsored product programs first.
Troops/service units can NOT endorse commercial products (i.e. selling another company’s chocolate bars or water bottles, etc.)
Troops/service units MUST receive permission from council before fundraiser by turning in Guidelines for Donation Requests and Money-Earning Projects or Events to info@gsdsw.org ATTN: Fund Development.

* Troop funds are intended to benefit the girls, not adults. *

* Money belongs to the troop/service unit, not individual girls. *

* Make sure to be transparent and communicate troop/service unit finances with members of the troop/service unit. *

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:

Be sure to find a bank that has free checking and low fees.
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.

Keep troop funds in the bank before an activity or trip and pay for as many items as possible in advance of your departure.

Follow your council’s financial policies and procedures for setting up an account. Most council-sponsored product program activities have specific banking and tracking procedures.

Disbanding Troops and Unused Troop Funds

When a troop disbands, any unused Girl Scout money left in the account becomes the property of the council. Troop funds are not the property of any individual member. Before disbanding, ask your girls how they want to pay it forward. They may decide to donate any unused funds to their service unit, to another troop, or to pay for Girl Scout activities. Activities can also include purchasing materials to support another organization through Take Action projects.

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.

[Council: You may want to insert local financial policies and procedures here.]

Money-Earning Basics for Troops

Troops flex their financial muscles in two distinct ways:

The Girl Scout Cookie Program and other product sales of Girl Scouts (authorized product sales such as calendars, magazines, or nuts and candy) organized by your council. All girl members are eligible to participate in two council-sponsored product program activities each year with volunteer supervision—the Girl Scout Cookie Program and one other council-authorized product program. Please remember, volunteers and Girl Scout council staff don’t sell cookies and other products—girls do.

Group money-earning activities organized by the troop (not by the council) that are planned and carried out by girls (in partnership with volunteers) and that earn money for the group.

Participation Guidance

Girls’ participation in both council-sponsored product program activities and group money-earning projects is based on the following:

Voluntary participation.

Written permission of each girl’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 girl.

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 girls 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 policy forbids girls from the direct solicitation of cash. Girls 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 girls and 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. Girls 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.

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.

Help Your Troop Reach its Financial Goals

We get it—there’s something exciting about opening that first case of Girl Scout Cookies. However, before your girls take part in all the cookie program fun, it’s important they have a clear plan and purpose for their product program activities. As a volunteer, you have the opportunity to facilitate girl-led financial planning, which may include the following steps for the girls:

Set goals for money-earning activities. What do girls 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 the girls 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 the girls created.

Remember: It’s great for girls to have opportunities like the Girl Scout Cookie Program to earn funds that help them fulfill their goals. As a volunteer, try to help girls 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 girls to spend a lot of money!

Financial Management and Product Program Abilities by Grade Level

As with other Girl Scout activities, girls build their financial and sales savvy as they get older. Every girl will be different, but here you’ll find some examples of the abilities and opportunities for progression of girls at each grade level.

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 girls 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 girl 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, girls and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.

GSDSW Troop Split and Troop Funds

When a troop splits (25% or more girls move to a new troop), any Girl Scout money in the account is to be divided by the number of girls in the original troop. That amount is then multiplied by the number of girls leaving the original troop and a cashier’s check or money order is issued to the new troop for that amount. (Note: a troop split is more than one girl)

Note: Troop splits and/or girls moving from one troop to another may not take place during product programs.

GSDSW Changing Your Troop Bank Account

For more details on banking procedures regarding the start, change and closing of a Girl Scout troop/service unit bank account view our GSDSW Troop Banking Guide.

To OPEN, MAKE CHANGES, or CLOSE a troop/service unit bank account, use the Bank Account Request Form.

GSDSW Troop/Service Unit Financial Reports

Troops / service units MUST submit an annual year-end financial report to council by June 30th each year.

Your team at Girl Scouts of the Desert Southwest, are here to help you through this process. If you have questions or would like to schedule time to go over or train any of these steps, please do not hesitate to contact us at info@gsdsw.org.

Document from the beginning

ALL troop / service unit expenditures and revenue MUST be documented and reported.
You must keep all receipts for anything bought with troop / service unit money and document it on the troop / service unit Financial Ledger.
Monthly bank statements must be sent to an Authorized Signer’s address listed on the Bank Account Request Form.
Once monthly bank statements are received, they must be reviewed and given to the person with the troop / service unit checkbook or troop / service unit debit card to reconcile and verify purchases with receipts.

What do I turn in?

Annual Troop / Service Unit Financial Report
Troop / Service Unit Financial Ledger
ALL bank statements for the year
ALL receipts for anything bought with troop / service unit money
Troop dues deposits (if applicable)
Any and ALL troop / service unit fund transactions

ALL DOCUMENTS MUST BE LEGIBLE AND COMPLETE

Per GSDSW Volunteer Policy Manual, copies of all financial records must be retained by troop / service unit for three years. GSDSW Volunteer Policy Manual

How do I turn in financials to council?

Financial Report MUST be submitted to council via Volunteer Toolkit (VTK). Contact us at info@gsdsw.org if unable to submit via VTK.
There is a limit of 25MB total for all documents submitted via VTK.
If the limited is reached, you may submit additional documents to info@gsdsw.org with clear subject line such as “Troop 12345 Receipts”.
TIP: Use a scanning app that reduces size instead of using one photo per receipt.
ALL DOCUMENTS MUST BE LEGIBLE AND COMPETE
Troop leadership is responsible for keeping legible copies of all troop / service unit financial records for three years.

What happens if it NOT turned in to council?

Troops whose Financial Reports have NOT been submitted to council by June 30^th are not in good standing. A troop not in good standing may not participate in council programs, including Fall Product and Cookie Programs.

Failure to submit the required financial report will result in a financial audit and possible release from volunteer position with council.

* Troop funds are intended to benefit the girls, not adults. *

* Money belongs to the troop/service unit, not individual girls. *

* Make sure to be transparent and communicate troop/service unit finances with members of the troop/service unit. *

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