Troop treasurer
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Troop Treasurer. Online Training. Welcome!. Thank you for taking the time to learn about this important role in the troop!. Role of Troop Treasurer. Keeping accurate financial records for the troop Ensuring that the troop is following the financial guidelines

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Troop Treasurer

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Troop treasurer

Troop Treasurer

Online Training


Welcome

Welcome!

Thank you for taking the time to learn about this important role in the troop!


Role of troop treasurer

Role of Troop Treasurer

  • Keeping accurate financial records for the troop

  • Ensuring that the troop is following the financial guidelines

  • Records submitted annually to council

  • Have records available to any leader, parent of a troop member, service unit team, or council representative


Who can be a troop treasurer

Who can be a troop treasurer?

  • Adult volunteer

  • Currently registered member of Girl Scouts

  • Current background screening

  • Signed volunteer agreement


Record keeping

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

  • Turned in annually, but keep up to date throughout the year

  • Utilize the Detailed Cash Record

  • All troop records kept for 4 years


Financial reporting

Financial Reporting

  • Financial report is turned in annually and contains three parts


Detailed cash record

Detailed Cash Record


Annual troop financial report

Annual Troop Financial Report


Current bank statement

Current Bank Statement


Financial reports

Financial Reports

  • The Detailed Cash Record and Annual Financial Report and instructional video at sdgirlscouts.org/forms

  • Excel forms will complete the math and transfer the shared information between the two forms.


Detailed cash record1

Detailed Cash Record

  • Accounting of all income and expenses

  • Input dates, details, and categorize transactions

  • Similar to check register

  • Instructions can be found at sdgirlscouts.org/forms


Annual financial report equipment inventory

Annual Financial Report & Equipment Inventory

  • Additional troop information

    • Bank account information

    • Account signers

    • Equipment listing

  • Forms and bank statement turned into service unit treasurer annually


Troop bank account wells fargo

Troop Bank Account – Wells Fargo

  • Girl Scouts partnership with Wells Fargo

    • No fee account

    • Debit card

    • Free checks

  • Contact your local service unit treasurer to get the steps to open account

  • Cannot go into any branch to open, must go through representative


Account details signers

Account Details - Signers

  • Two unrelated adult signers

  • Person receiving statements should not be holding checkbook

  • When statement arrives, review and then give to person with the checkbook to reconcile

  • No minimum to open account

  • Accounts must be opened before participating in council sponsored sales


Account details bank account information form

Account Details – Bank Account Information Form

  • Complete Bank Account Information Form when account opened

  • Resubmit when there are any changes to the troop account


Troop money earning projects

Troop Money Earning Projects

  • Troop money earning project:

    • Any activities following a planned budget and carried out by the girls and adults to earn money for the troop treasury

  • Council sponsored product sale:

    • Council wide sales of authorized products, such as Girl Scout cookies or nuts


Troop money earning

Troop Money Earning

  • 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

  • Approval for money earning projects given by the service unit team or volunteer support coordinator

  • Recycling can be done anytime


Money earning by age level

Money Earning by Age Level

  • Kindergarten Daisy

    • No money earning projects outside of council sponsored sales

    • All money transactions should occur between leaders and parents

  • First Grade Daisy

    • One money earning project in addition to council sponsored sales & recycling

  • Brownies

    • One money earning project in addition to council sponsored sales & recycling


Money earning by age level1

Money Earning by Age Level

  • Juniors

    • Two money earning projects in addition to council sponsored sales and recycling

  • Cadette, Senior, and Ambassador

    • Three money earning projects in addition to council sponsored product sales and recycling

    • For these troop looking to save money for a high cost event, additional money earning can be approved by Volunteer Support Coordinator

    • For more than three must participate in council nut sales & cookie program


Money earning project procedure

Money Earning Project Procedure

  • Application and guidelines at sdgirlscouts.org/forms

  • Submit 4 weeks in advance

  • For project profits greater than $250 submit to Volunteer Support Coordinator

  • When project is complete, fill out evaluation

  • Attach completed copy to your annual financials


Appropriate activities

Appropriate Activities

  • Workshops

    • Try-Its, Badges, Bridging

  • Events

    • Songfest, dance, tea, play, concert

  • Homemade bake or craft sale

  • Car wash

  • Yard work

  • Babysitting

  • Walking tour

  • Nature hike

  • Troops own cookbook


Inappropriate activities

Inappropriate Activities

Sales generating profits for a specific business or company other than Girl Scouts

  • Candy

  • Pizza

  • Shopping mall promotions

  • Restaurant fundraisers

  • Door to door sales

  • Gambling or games of chance

  • Product demos/commercial parties involving direct sales

    • Kitchenware, scrapbooking, jewelry, cosmetics

  • Direct solicitation of money

  • Money earning activities on the internet


Donations to the troop

Donations to the Troop

  • At times a troop is approached by an individual, business, or organization that would like to sponsor or donate

  • Troops cannot solicit these donations, but if the troop is approached they can accept donations


Monetary donations

Monetary Donations

  • Troops are able to accept $249.99 per donor per year

  • Monetary donations of $250 or greater go through the Girl Scout Council

    • Council acknowledges the tax deductible donation

    • Sends a check for $249.99 to the troop the donor indicates

    • Remaining funds remain at council to be used for the benefit of all girl within the organization


Donation of goods

Donation of Goods

  • Donor wants to donate items to the troop

    • Meeting supplies

    • Equipment

    • Food

  • Troops can accept these donations in any amount

  • Always be sure to properly thank your donor for monetary donations or donations of items!


Donations from the troop

Donations from the Troop

  • Troop may choose to contribute a portion of their funds to organizations or projects they consider worthwhile

  • Girls should be deciding on donations

  • Can donate funds or goods

  • Cannot directly raise money for other organizations

  • Support other organizations through service projects

  • For questions contact your volunteer support coordinator


Use of troop funds

Use of Troop Funds

  • Activities must relate to the Girl Scout Program Goals

  • Discover - understand themselves and their values, and use their knowledge and skills to explore the world

  • Connect – care about, inspire, and team with others locally and globally to make the world a better place

  • Take Action – do something to make the world a better place


Use of troop funds1

Use of Troop Funds

  • All money within the troop belongs to the troop as a whole

    • Never property of individual girls

    • Separate accounts or ledgers not permitted


Appropriate uses for funds

Appropriate Uses for Funds

  • Council and service unit sponsored events

  • Supplies for activities during troop meetings

  • Programs with council community partners

  • Educational programs

  • Camping activities

  • Cultural experiences – museums & theatre

  • Community service


Inappropriate uses for funds

Inappropriate Uses for Funds

  • These may not fit into the Girl Scout Program Goals

  • Limo rental

  • Shopping trips

  • Anything that the girls in the troop do not decide on using the funds for

  • For questions on activities contact you service unit activity consultant or volunteer support coordinator


What is opportunity fund

What is Opportunity Fund

  • Girl Scouts is committed to ensuring all girls can participate in Girl Scouting

  • Opportunity Fund Financial Assistance helps individuals in need

    • Participate in troop activities

    • Uniform pieces

    • New members registration fees


Opportunity fund guidelines

Opportunity Fund Guidelines

  • Plan ahead with money earning projects and council sponsored sales to cover costs

  • Troop leader & parent or parent only may make requests

  • Individual requesting must be a registered member of Girl Scouts

  • A financial report for the previous year must be on file with council


Applying for opportunity fund

Applying for Opportunity Fund

  • Application for Opportunity Fund and full guidelines available at the council website sdgirlscouts.org/forms

  • Completed request must be signed by parent or guardian

  • Submit requests to volunteer support coordinator at least 4 weeks before funds are needed


Changes in a troop

Changes in a Troop

  • If a girl transfers to another troop or registers and an independent

    • All money remains with the original troop and no money is given to the girl or transferred to the new troop

  • When a troop moved from one program level to the next or bridges

    • All money moves with the troop


Changes in a troop1

Changes in a Troop

  • If the troop divides

    • Financial report completed a the time of division

    • All assets divided among the two treasuries on a prorated basis according to girl membership

    • If a troop of 10 girls divides, each girl receives 1/10th of the total put into the account of the troop she is going to


Changes in a troop2

Changes in a Troop

  • If a troop disbands and is no longer continuing

    • Leader submits a disbandment report along with the financials

    • Troop account closed and all funds sent to the service unit

    • If any of the girls continue on in other troops within a year, their prorated portion distributed to her new troop

    • Service unit holds disbanding funds for one year

    • If there are girls that do not continue the service unit uses their portions of the funds for the benefit of all girls in the service unit


Changes in a troop3

Changes in a Troop

  • Change of leadership in a troop

    • Outgoing leader submits a financial report at the time of change

    • Copies of this report along with supplies given to the new leader

    • Bank account signers for the troop account are updated


Questions

Questions?

Contact your

Service Unit Treasurer or Volunteer Support Coordinator


Thank you

Thank you!!


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