FORMS & FINANCES
Overnight Activity/Troop Travel
Money Earning Project Application
Setting Up a Troop Checking Account
How Girls Will Finance Their Troop
Questions
Ps & Qs
Money!
The troop leader is responsible for managing and protecting troop finances. The leader is responsible for involving the girls in as much of the financial management of the troop as is appropriate to the age level of the troop. Below you will find guidelines for handling troop finances successfully.
#1 - Preparing a Troop Budget
Once you have met with the girls, determined their interests and goals, you can begin preparing a draft of your Troop Budget. Be sure to involve the girls in the budget process to the extent appropriate to their age level and skill!
If projected expenses exceed revenues, the girls will need to adjust their troop program, raise their money-earning goals or cover some expenses individually (not through the troop treasury). Leaders should provide guidance to ensure the girls are setting realistic goals and parents are being asked to assume a reasonable, not burdensome, financial responsibility. Girl Scouting is intended to be a low-cost program, accessible to all girls.
Download this budget worksheet designed to be compatible with the categories on our Council's required Annual Financial Report of the Troop.
#2 - Communicating all financial decisions to girls and their families
A summary of the troop's program plans and its budget are good information items for a troop newsletter. The cost of copying and mailing a newsletter should be included in the troop's budget.
Troop families must also clearly understand that dues, product sale proceeds or money earned from other troop/group activities (Safety-Wise standard 29 and 30) never becomes the property of individual members - girls OR adults - not while they are members of Girl Scouts or when they leave the program. This money is raised for purposes of troop/group Girl Scout program, not for distribution among its members. Only during the cookie sale program do girls receive any individual "credit" for their participation. However, this is not monetary, but in the form of merchandise awards or cookie dough.
#3 - Maintaining a troop checking account
Troops/Groups should use checks to pay for the program supplies and services purchased. A well maintained checkbook and detailed deposit slips provide for excellent records when making entries on your Troop Detailed Cash Record. You will receive a copy of this form at your first Leader meeting.
#4 - Determining the need for additional money-earning activities with your girls and troop/group families
Safety-Wise standard 29 provides a guideline of what activities can and cannot be conducted by troops/groups. Girl Scouts - Columbia River Council is a charitable, non-exempt organization, and the IRS tax laws that govern our organization are different than schools, churches any many other organizations. For that reason, girls may not "fund raise", but rather - participate in money-earning events in order to help defray the cost of the Girl Scout program. Once the need for money-earning activities has been determined by the group, and a specific activity has been agreed upon by girls and the troop/group families, complete and submit the Money Earning Project Application to your Neighborhood Chair at least 4 weeks in advance. The money-earning event should be appropriate to the girl's skill level, and should provide a valuable educational or program experience. Your group/troop must be granted approval of this activity before proceeding.
#5 - Ensuring that Troop/Group finances do not pose a problem for any girl
Under all circumstances, financial decisions are to be made with the best interest of the majority of the girls involved. If conflict and disagreement occur, please contact a member of the Service Team for assistance and advice.
Opportunity Fund provides financial assistance for registered members who want to participate in council or GSUSA-sponsored program activity, but are unable to do so without some financial assistance. Decisions to grant assistance (as well as the amount provided) will be based on the information provided on the Opportunity Fund Application and monies available. All information is kept confidential. An Opportunity Fund grant does not ensure placement in a specific program. Girls must register and pay the application fee, if any, to reserve a place in a program.
Leaders must always remember that Girl Scouting is for all girls, regardless of a family's financial situation.
#6 - Reporting annual Troop/Group finances
By using the Troop Detailed Cash Record Record on an ongoing basis to record all money that comes into and goes out of the troop treasury, you will have an accurate register of the troop/group's finances. Throughout the year, girls and their parents should receive updated information on troop finances on a regular basis and fiscal solvency (regarding insufficient funds, appropriate use of troop funds, etc.).
Generally, troop funds should be depleted each program year on Girl Scout program activities. The girls who earned the money should benefit from their own hard work. The exception to this situation would be a program experience the girls are working toward over a multi-year period (i.e., a travel trip that requires more than one year to raise sufficient funds). An Intent to Travel Form should be on file at the Council office if this is the case.
Annual membership dues for the coming program year are always an appropriate way of spending troop monies.
#7 - Preventing small problems from turning into big ones
Your Neighborhood Chair and Membership Manager are there to advise and support your group/troop. If you detect a problem, turn to them for help.
You can help avoid most conflicts about troop finances. Use Safety-Wise as your guide to communicate procedures and involve girls and troop families in the decision-making process, as well as these guidelines:
Participation in product sales is not mandatory. However, leaders should clearly communicate to families and girls - before the sale starts - what the participation benefits will be, and what options there are for girls who cannot or do not wish to participate in the sale.
Money-earning activities should be selected based upon the ability of all girls to participate and benefit equally. Again, an option should be made available to girls who choose not to participate - and this should be communicated before the money-earning activity is conducted.
Changes in product sales proceeds plans or money-earning goals must be the decision of the girls, and communicated to troop/group families.
Any confusion or disagreement in how the troop plans to raise or disburse funds during the early planning and communication stage should be addressed before proceeding with product sales or money-earning activities. Contact your Neighborhood Chair or Membership Manager for advice.
#7 - Daisy Girl Scouts Are Not Allowed to Handle Money!
It is important to note that Daisy Girl Scouts are not permitted to handle money, and they may not participate in any money earning activity. Daisies and their parents are not permitted to sell cookies or participate in product sales according to Safety-Wise, standards 28 and 29. Daisy Girl Scout leaders should refer to the Daisy Leader's Guide.
Adapted from Girl Scouts of Southwestern Pennsylvania
First up: Setting Up a Troop Checking Account