1. Troop Finance 101

2. Welcome
Thank you for taking the time to learn about
Troop Finance 101

3. Role as Troop Treasurer
• Keeping accurate
financial records for the
troop
• Ensuring that the troop is
following the financial
guidelines
• Records submitted
annually to Council
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4. Bank Account Basics
Opening a Troop Bank Account
•
All bank accounts must be opened using the
following account name: GSGWM Troop
#_______
•
All bank accounts must use the GSGWM Tax ID
#, provided by your Community Accounting
Coordinator or GSGWM Finance Department
All Troops required to open a bank account with
three authorized signers
•
•
Two or more registered adults from the
Troop/Group or Community who are not related
or sharing a home with each other must be
authorized signers on the account. The
Community Accounting Coordinator must be the
third authorized signer. If the Community
Accounting Coordinator position is vacant,
contact GSGWM Finance Department.
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5. Bank Account
•
GSGWM recommends the use of TD Bank, Citizen’s
Bank or People’s United Bank as we have relationships
with them and they do not charge monthly service fee
•
Troops Treasurer’s are encouraged to have online
account access
•
Troop leaders are encouraged to obtain a troop debit
card for use in paying for troop activities
•
Checks for $250.00 or more requires two signatures
•
Checks must be made out to a specific payee, and
never to “Cash”
•
Council requires a Troop Bank Account Information
Form on file every membership year
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6. TROOP & COMMUNITY
BANK ACCOUNT INFORMATION
Membership Year
To be completed and submitted annually to GSGWM by October 31.
Troop #:______________________
District #: ___________
Date: _________________
Community Name & #
Bank Name:
Branch Location:
Branch Telephone Number:
Account Number:
Account opened or closed? _________________
If closed, when: _______Funds transferred to_______ or funds returned to Council? __________
SIGNERS
There must be a minimum of three signers on the account, all of whom must be registered Girl Scout adults who
are not related or in the same household. One signer must be the Community Accounting Coordinator.
PLEASE WRITE LEGIBLY.
1.
Leader SIGNATURE
Print Name
Phone Numbers
Street Address
Town/State/Zip
2.
Co-Leader SIGNATURE
Print Name
Phone Numbers
Street Address
Town/State/Zip
3.
Community Accounting Coordinator SIGNATURE
Street Address

Print Name
Phone Numbers
Town/State/Zip
The bank account must be opened in the name of: GSGWM Troop # __________________
GSGWM Community & Name

Tax ID to be used on bank accounts is: 02-0243160.

Complete this form and mail immediately after opening, changing or closing an account. NOTE: When
you are reporting a closed account with a remaining balance, the balance must be forwarded to GSGWM
with this form.

As signers on this account, we authorize GSGWM to access any information about this account, and
to initiate debit and /or credit entries to this same account.

Please attach a voided check with this form.

Make a copy for your records. Only this official Council form will be accepted. Send to:
Girl Scouts of the Green and White Mountains
Attn: Finance Dept.
PO Box 10832
Bedford, NH 03110-0832

7. Record Keeping
• Keep accurate and up to date
records for the troop
• Keep receipts and troop check
book register, as well as copies
of the bank statements
• Records are turned in annually,
but keep up to date throughout
the year
• Utilize the Detailed Cash Report
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8. Financial Reporting
• Financial report is turned in
annually and contains three
parts
• Q & A, Detailed Account
Record and Financial
Report
• Excel forms will auto fill and
transfer the shared
information between forms
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9. Please answer the following questions:
Fiscal Year:
Beginning Balance for Finacial Statement:
Ending Balance for Financial Statement:
Troop Information
Troop Number:
Town(s) Troop Encompasses:
Program Level(s): (DA/BR/JR/CA/SR):
# of Girls in Troop:
# of Adults:
Troop Leader/Adviser:
Troop leader/Co-Adviser:
Bank Information
Bank Name:
Branch Location:
Account Number:
Authorize Signer 1:
Authorize Signer 2:
Authorize Signer 3: (Community Accounting Coordinator)
Authorize Signer 4: (If applicable)
Debit/Credit Card: (Yes/No)
Our long range plans for our troop treasury balance
include:
Person completing this report:
Date Completed:
2013/2014

10. Detailed Cash Record
• Accounting of all
income and expenses
• Input dates, details and
Cost Center Codes
• Similar to a check
register
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12. Troop No. __________ Program Level _________ # of Girls in Troop/Group ________ # of Adults __________
Community Name ________________________________ Community # ______________
Town _________________________________ Troop Leader/Advisor ___________________________________
Beginning Balance
Income (Money Received)
10 Troop/ Group Registration/ Family Partnership
20 Troop/ Group Sponsorship
30 New Troop/ Group Funds
40 Dues
41 Cookie Proceeds
42 Fall Product Proceeds
43 Other Money Earning Projects
44 Other Income (Badges, parent donations, interest, etc)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Income Received + Beginning Balance
10
30
50
60
70
71
72
80
85
90
Expenses (Money Spent)
Troop/ Group Registration/ Family Partnership
Return of New Troop/ Group Funds
Juliette Low World Friendship Fund
Bank Charges
Troop/ Group Equipment
Program Supplies
Badges, Pins, Patches
Service Unit/ Council Events
Troop/ Group Activities
Other Expenses:
TOTAL EXPENSES (money spent)
ENDING BALANCE:
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Our long range plans for our troop treasury balance include ___________________________________________
____________________________________________________________________________________________
Troop/Group Funds are deposited in the_______________________ Bank, in the town of __________________
The Account Number is ________________________ . We have a Debit Card with this account Y ___ N ___
The autorized signers on this Account are: __________________________, ___________________________
Troop Leader/Advisor
Troop Assistant/Co-Advisor
Community Accounting Coordinator
Person completing this report:___________________________________________ Date __________________

13. Troop Audit
•
•
•
Random audits of troop accounts are
conducted each year by the Finance
Department
A formal examination of financial accountsto inspect and verify the accuracy of
financial records and statements
Selected Troops will be required to provide
all bank account statements with
corresponding expense receipts, check
register and/or Detailed Cash Record
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14. Other Considerations
•
Troop accounts exist under the tax identification
number of the Girl Scouts of the Green and White
Mountains. While the funds deposited into the
troop account is for the use of the troop in funding
programs and activities for your Girl Scouts, those
funds remain the property of GSGWM
•
It is the responsibility of the adult leader of each
Girl Scout troop to see that any money earned or
received “never becomes the property of individual
members- girls or adults.”
•
At no time is the troop treasury to be used for
activities that are not Girl Scout related
•
Financial information should be readily available to
be shared at any time and by the request of any
parent, Community Team member, or member of
the Council staff
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15. ACH Sweep
What is ACH?
• Automation Clearing House.
• Finance will automatically
withdraw monies from the Girl
Scouts troop’s bank accounts for
their Product Sales payment

16. Alerts
How much money will the ACH withdrawal take out of our TROOP account?
The amount will never exceed the amount due the Council per eBudde, and will not include the troop proceeds.
Please refer to eBudde Sales Report tab for the amount due Council for each sweep.
When will the ACH (Sweep) transaction occur?
Specific dates will be scheduled and will be listed in your product sales packet
(it can take up to 3 days for the transaction to appear in the account, after the ACH is submitted)
What happens if there is not enough money in the TROOP account to cover the balance due to the
council?
An Alert form must be submitted for each sweep.
Alert forms must be “in the hands” of the Accounting staff prior to the scheduled ACH
(no exceptions will be made after the deadline) as follows:
Note: Failure to comply with the submission of alerts on the above timetable will result in the ACH transaction
taking an amount greater than the troop bank account balance; and, troop accounts will incur an insufficient funds
fee from their banking institution.
Council will not be responsible for bank fees incurred by alerts not being submitted by the above deadlines.
Council will charge $5.50 to the troop for each default occurrence and has the authority to remove the signer from
the account.

17. alert form “A”
Delinquent Payment
Today’s date__________ Community # __________Troop # _____________
Girl with outstanding balance ______________________________________
Parent’s name__________________________________________________
Address ______________________________________________________
City/State/Zip __________________________________________________
Home # ______________Work # _____________ Cell # ________________
Total amount outstanding $_____________________
Name and phone number of individual completing this form:
Name___________________ Phone ________________________________
Action taken (include date)_________________________________________
Action taken (include date)_________________________________________
Additional information that will assist in collecting this debt
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Include this form, and a copy of the girl’s signed Parent Permission Form, and all signed cookie receipts for this
girl, to GSGWM, Attn. Wayne Cofrin, PO Box 10832, Bedford, NH 03110-0832 by:
•
First ACH – Alerts are due by Monday, March 4, 2013
•
Second ACH – Alerts are due by Monday, March 18, 2013
•
Third ACH – Alerts are due by Monday, April 8, 2013
•
DO NOT USE TROOP MONEY TO PAY THIS DEBT.

18. Troop Money Earning
•
Any activities following a planned budget and carried out
by the girls and adults to earn money for the troop
Council Sponsored Product Sales
•
Council wide Sales of authorized products, such as
Girl Scout Cookies and Nuts

19. • All troops must participate in the
annual Cookie Program to be eligible to
do additional money earning projects
• Troop money earning projects may not
be held while Council sponsored sales
are occurring

20. Money Earning Procedure
• Application and guidelines at
girlscoutsgwm.org
• Submit 4 weeks in advance
• Fill out report form and attach copy to your
annual report.

21. Closing a Troop Account
•
Regardless of the reason for closing a troop/group bank account, the troop
leader must make sure that all outstanding checks have cleared the bank
before the account is closed.
•
The leader also needs to submit a TROOP/GROUP & COMMUNITY BANK
ACCOUNT INFORMATION and a final TROOP/GROUP FINANCIAL REPORT
sheet to the Council Finance Department, along with all bank records, unused
checks and the troop debit card. A copy of the Bank Account Information sheet
should also be provided to the Community Accounting Coordinator.

22. Lapsed and Disbanding Troops
If a troop fails to re-register for the new membership year it is considered to
be a Lapsed Troop. The funds in the troop checking account will be
forwarded to the Council Finance Department, and will be held for one
membership year. If the troop re-registers, with a majority of the original
girl members, before the end of that membership year, the funds will be
restored to the troop. Otherwise the funds are transferred to the GSGWM
Girl Assistance Fund.
If a troop decides to disband and the girls are continuing in Girl Scouting,
but going to other troops, the money in the troop checking account should
be forwarded to the troops that the girls are joining, based on the number
of girls each troop is receiving. The money does not go to the individual
girls.

23. If a troop decides to disband and the girls are not continuing in Girl Scouting, the
girl members may vote to donate the money in the troop checking account to a
specific Girl Scouting purpose, such as Girl Assistance, Camperships, new troop
start-up funds, or to a camp for camp improvements. The decision and the vote
must be recorded in the minutes of the troop meeting and must be provided to the
Council Finance Department when the bank account information form is filed.
The leader should send a Cashier’s check with the account balance to Council
Finance along with the Bank Account Information sheet and the Troop/Group
Financial Report. A copy of the Bank Account Information sheet should be provided
to the Community Accounting Coordinator.
In no case may money in a disbanding troop bank account be divided among the
girls for their personal use.
In no case may money in a disbanding troop bank account be added to a
community bank account or “given” to another troop unless the disbanding troop’s
girl members have voted to do so.

24. Questions?
Please contact the GSGWM Finance Department
888-474-9686 or 603-627-4158

25. Thank You