Financial Guidelines
for
Girl Scouts, San Diego-Imperial Council, Inc.
As girls grow up, experiences in Girl Scouting can help them learn to manage money wisely-understanding its value and developing habits of thrift, honesty, and self-reliance. As you consider
troop/group finances from the standpoint of the girl, you should focus on:
 Helping girls realize that some troop/group activities cost money while others do not and
talking with them about costs in relation to plans
 Being aware of the economic situation of the girls' families in order to set dues and costs at a
figure everyone can afford
 Helping girls learn how to handle money through banking, shopping and keeping records
 Working with girls to plan how to earn money to cover the costs of their plans
These financial guidelines have been developed by a group of volunteers and staff to help you carry
out your responsibilities for the girls' money, while helping them plan and conduct activities that are
appropriate for their age, capabilities, and financial resources. Please become familiar with all the
resources and conduct the troop/group's business accordingly. The girls will learn good money
responsibility and you will be acting responsibly in handling the girls' money. If you have questions,
please discuss them with your service unit troop/group consultant, treasurer, or manager, or call the
Girl Scout Balboa office at (619) 298-8391 or (800) 643-4798 or Imperial Valley office at (760)
353-2840, and ask to speak to the volunteer support coordinator.
Financial Guidelines
Your Troop/Group's/
Money
Leaders are responsible for keeping accurate records. This task is simplified when
receipts are held for use in balancing year-end records. The financial records of all
troops/groups are open to inspection by all troop/group members, parents, service
unit manager, service unit treasurer, troops/groups affiliated adults, and council
administrative personnel.
1.
Troops/Groups should budget and plan to spend their money within a single
membership year for the benefit of girls within that group. Year-end financial
reports need to include plans for use of any balance that exceeds $300. On
occasion, some of the money could be carried over for use on special events, e.g.,
a troop/group trip.
2.
The troop/group funds will be deposited in a troop/group bank account and not in
a personal account.
3.
Troop/Group events with budgets that exceed $500 will be submitted for
approval at least six weeks prior to the activity. Service unit teams will review
plans and budgets and may approve them or refer them to the council program
department for consultation. Final event records with the actual expenditures will
be included with the Annual Troop/Group Finance Report. Use the Activity
Approval form to obtain approval for these events.
4.
Money within a troop/group belongs to the troop/group and is never the property
of individual girls. If girls leave or transfer to another troop/group, all money
remains with the original troop/group and is neither given to the girls nor
transferred to another troop/group.
5.
If an entire troop/group moves from one program age level to another (e.g., from
Brownie to Junior Girl Scouts) the money may move along with them. However,
in an ongoing troop/group, where only some of the girls are bridging, the money
will remain with the original troop/group.
6.
If a troop/group divides, all assets are apportioned between the two treasuries on
a pro-rata basis according to girl membership records, and subject to the direction
and approval of the service unit team. Financial reports are completed and turned
in to the service unit team.
7.
If a troop/group disbands (e.g., is no longer functioning or has not re-registered
within six months of the expiration date of its last registration), all assets,
together with a financial report, canceled checks, and all unused checks, will be
turned in to and receipted by the service unit team. If some of the girls from the
disbanded troop/group continue in a new troop/group, all assets should be
apportioned between the treasuries of each new troop/group involved on a prorata basis (girl membership), subject to direction/approval of the service unit
team. The service unit team pending reorganization of the troop/group will hold
assets for girls not continuing in Girl Scouting. If reorganization does not occur
within one year from the date of the troop’s/group’s last registration, the assets
will be used in the interest of Girl Scouting in the service unit. The service unit
team will determine use.
8.
When there is a change of leadership, a financial report by the outgoing leader
will be turned in to the service team and a copy kept in the troop’s/group’s
notebook. All assets, funds, canceled checks and unused checks will be given to
the new leader.
9.
If a troop volunteers to plan a service unit event, they will need to account for all
expenses through the service unit account not the troop/group account.
Bank accounts
Any person handling money, writing or signing checks or handling bank accounts
and records must be a currently registered member of Girl Scouts of the USA.
Troops/Groups with funds in excess of $50 will have a bank account for the purpose
of safeguarding funds.
Bank accounts will be opened with the name "Troop/Group # _________, Girl
Scouts, San Diego-Imperial Council, Inc." Make sure the bank uses the troop/group
leader’s address for mailing bank statements.
Bank accounts will use the tax council identification number. W-9 forms are
available from the council when opening new accounts.
Bank accounts will have at least three authorized signers. One will be a designated
service unit team member, usually the service unit treasurer or manager.
Troop/Group needs to have a current Bank Authority Form (available in the resource
center at the council offices or from our web site at www.girlscoutssdi.org) on file
with their service unit treasurer or other designated service unit team member, who
will then forward the white copy to council membership staff to be retained for
auditing purposes. Completed forms should be submitted when a new troop/group
registers or when there is any change in the authorized signers on the bank accounts.
If no changes exist from the previous year’s Bank Authority Form, a troop/group
needs only to confirm with their service unit treasurer that the form on file is still
current.
Troop/Group
money-earning
All fundraising methods employed by Girl Scout troops/groups must be in keeping
with the principles for which the organization stands (national policy, Leader's
Digest 2001).
“Group money earning” refers to activities following a planned budget and
carried out by girls and adults, in partnership, to earn money for the group
treasury. “Council-sponsored product sale activities” are council-wide sales of
authorized products, such as Girl Scout cookies or nuts, in which groups
participate. The funds are for Girl Scout activities and are not to be retained by
individuals as their property.
Girl Scout Council Reference Guide, 2001
Troop’s/Group’s dues, along with money earned during the council-sponsored cookie
and fall nut sale, should provide most of the money necessary for the troop’s/group's
program. Troops/Groups may be given approval from the service unit team or
volunteer support coordinator for an additional money-earning project when it is
necessary to support-planned program appropriate to the ages and experience of the
girls.
1. Daisy Girl Scouts do not collect dues or participate in troop/group moneyearning activities, including the fall product sale and cookie sale. All money
transactions occur between the troop/group leader and the parents. Parents may
be asked to contribute a certain sum to cover troop/group expenses, although
program expenses at this level should be minimal.
2. Brownie Girl Scout troops/groups may participate in one money-earning project
in addition to the cookie sale (e.g., Girl Scout fall product sale, recycling).
3. Junior Girl Scout troops/groups may participate in two money-earning projects in
addition to the cookie sale per membership year (e.g., Girl Scout fall product
sale, recycling).
4. Cadette and Senior Girl Scout troops/groups may participate in three moneyearning projects in addition to the cookie sale per membership year (e.g., Girl
Scout fall product sale, recycling).
5. Troops/groups must have written approval from the service unit team prior to
beginning any money-earning projects.
6. Additional approval must also be obtained from the volunteer support
coordinator if a money-earning project is expected to net more than $250 or if it
is not included among the following pre-approved activities:
- Recycling cans, paper, plastic, or glass bottles
- Putting on a play, show, etc.
- Homemade bake sales/craft sales
- Cleaning yards
- Used book sales
- Skating party
- Yard sales
- Putting on an event (e.g., Badge workshop, Songfest, Bridging workshop)
The following activities are not permitted:
- Door-to-door sales (except the council cookie sale or fall product sale)
- Any kind of gambling or games of chance such as raffles
- Commercial parties of any kind (e.g., direct sales parties of kitchenware,
jewelry, etc.)
- Direct solicitation for money
- Commercial product sales except Girl Scout cookie and fall product sales
(e.g., candy bars or pizzas)
- Money-earning activities on the Internet
Troop/group money-earning projects may be scheduled throughout the year, except
during the Council Cookie Sale – (From start of pre-orders through final delivery of
cookies. Check with the service unit or the council yearly for dates.)
Girl Scout Product
Sales
1. All girls participating in product sales must be registered members of Girl
Scouts, San Diego-Imperial Council, Inc.
2. All troops/groups, except Daisy Girl Scout troop/group, are encouraged to
participate in the council cookie sale. Additional money-earning projects will be
approved only for troops/groups that participate in the annual Cookie Sale.
Participation provides a service to the council and helps fund services for leaders
and girls, and maintain Girl Scout properties and camps.
3. The fall product sale is offered as a troop/group money-earning project.
Participation is voluntary; each troop/group decides to participate based on its
plans and needs. Fall-Sale products are ordered through the council. (Details will
be available through Program News, service unit team or the council web site at
www.girlscoutssdi.org)
Troop/Group
Donations
Receiving
Troop/Group
Donations
Giving
Fundraising for
other organizations
Troop/group
Financial
Reporting
Annual
Troop/Group
Finance Report
Although funds may not be solicited by troops/groups, occasionally a local business
or community organization may wish to donate money to a particular troop/group.
Donations are limited to $249.99 per donor per membership year. The troop/group
thanks the local donor with an acknowledgement of all gifts below $250.
Sponsorships in the form of a cash gift of $250 or more are to be sent to the council,
who will acknowledge it as a tax-deductible donation and then provide a check of
$249.99 to the troop/group. All monies in excess of $249.99 will remain at the
council to be utilized for the benefit of all girls within Girl Scouts, San DiegoImperial Council, Inc. To insure the donation is directed according to the donor’s
wishes, the donor needs to identify the troop/group number at the time the funds
come into council.
The following has been allowed by GSUSA. Girl Scouts, in their role as Girl Scouts,
may not raise or solicit money for other organizations. However, girls may contribute
a portion of their troop/group treasury to organizations or projects they consider
worthwhile if they have funds that are not needed for the activities during the year
(for example, Girl Scout campership fund, Girl Scout financial aid, local or
international community service organizations or environmental projects.)
Girl Scout troops/groups (or individuals representing themselves as Girl Scouts)
cannot solicit or be involved in fundraising projects for other organizations. SafetyWise states that “Girl Scouts in their Girl Scout capacities may not solicit money for
other organizations. Girl members may support other organizations only through
service projects” (e.g., handing out water to marathon runners, running a baby sitting
area for the PTA/school carnival). The service unit team, who may consult the
council membership staff if necessary, will determine the appropriateness of such an
activity/organization.
Financial responsibility: An annual financial report indicating the year's income and
expenses must be submitted by each council service unit, troop/group, or other group
handling Girl Scout monies. An equipment inventory shall be included on the report.
Accurate records of income and expenses will be kept and all financial records are to
be made available upon request. Special events require a separate financial report.
Submit copies of troop/group financial reports by the date set by the service unit
treasurer. Troops/Groups should keep copies of their reports. Leader re-appointment
depends upon receipt and approval of these reports.
Accurate records of income and expenses will be kept and all financial records are to
be made available upon request. A copy of the last reconciled bank statement and
copy of the Detailed Cash Record for Troops/Groups should accompany the Annual
Troop/Group Financial Report & Equipment Inventory and given to the service unit
treasurer for audit.
Troop/Group
Attendance And
Dues Records
Dues should be collected in the amount and at the interval determined by each
troop/group. When setting dues and planning activities, the leader should be sensitive
to the financial circumstances of all members. Dues and program activities should be
affordable for the smallest pocketbook in the group.
Troop/Group
Detailed Cash
Record for
Troop/Group
Detailed records of all income and expenditures must be maintained by the
troop/group. The council provides Detailed Cash Record for Troops/Groups forms,
which may be used for this purpose. All troop/group members, parents and Girl Scout
personnel have a right to see your records upon request.
Service Unit and
Program Cluster
Financial Reporting
Financial responsibility: An Annual Service Unit/Cluster Financial Report indicating
the year's income and expenses must be submitted by each council service unit,
troop/group, or other group handling Girl Scout monies. An equipment inventory
shall be included on the report. Special events require a separate financial report.
Accurate records of income and expenses will be kept and all financial records are to
be made available upon request.
Financial
reporting:
Service Unit/Cluster
Bank accounts
All persons handling money, writing or signing checks, or handling bank accounts
and records must be currently registered members of Girl Scouts of the USA.
Service units and program clusters will have a bank account for the purpose of
safeguarding funds. The person in charge of the service unit or cluster checkbook
should not be the same person who reconciles the service unit or cluster bank
statement.
Service unit bank accounts will have at least three authorized signers, approved by
the manager and the council membership staff.
Cluster bank accounts will have at least three authorized signers, approved by the
cluster coordinator and the staff advisor.
Bank Authority Forms for the service unit/cluster will be forwarded to the council
staff each fall and when there is any change in the authorized signers on the account
Service Unit/Cluster
Detailed Cash
Record for
Troops/Groups
Annual service
unit/cluster finance
report
Detailed records of all income and expenditures must be maintained by the service
unit/cluster. The council provides Detailed Cash Record for Troops/Groups forms
that may be used for this purpose. All members, parents and Girl Scout personnel
have a right to see your records upon request.
The Annual Service Unit/Cluster Finance Report, recapping the year's financial
activity, will be completed and turned in to the council membership staff or cluster
staff advisor in June. Supporting documentation will be attached to the report to
provide backup of all income and expenditures. A copy of the latest bank statement
for the service unit/cluster account should be attached for verification of the cash
balance on hand as of the date of the statement. An equipment inventory will also be
included on the report. Council staff will audit Service unit/cluster financial records
annually.
Service Unit/Cluster
Event budgets/
records
Proposed activities and budgets will be prepared and submitted for approval for all
service unit/cluster events.
Service unit events: Service unit teams, with the aid of the council membership staff,
are responsible for reviewing and approving all plans and budgets for service unit
events. Event budgets and records of expenditures will be included with the year-end
report for the service unit.
Program clusters: Cluster coordinators, with the aid of the council staff advisor, are
responsible for reviewing and approving all plans and budgets for cluster events.
Event budgets and records of expenditures will be included with the year-end report
for the cluster.
Service Unit/Cluster
Donations
Although funds may not be solicited by service unit and program clusters,
occasionally a local business or community organization may wish to donate money
to a particular service unit or cluster. Donations to service units or program clusters
are limited to $249.99 per donor per membership year. The service unit or program
cluster thanks the local donor with an acknowledgement of all gifts below $250.
Sponsorships in the form of a cash gift of $250 or more are to be sent to the council,
who will acknowledge it as a tax-deductible donation and then provide a check of
$249.99 to the service unit or program cluster. All monies in excess of $250 will
remain at the council to be utilized for the benefit of all girls within Girl Scouts, San
Diego-Imperial Council, Inc. To insure the donation is directed according to the
donor’s wishes, the donor needs to identify the service unit or program cluster at the
time the funds come into council.
Girl Scouts, San Diego-Imperial Council, Inc.
JF:CVM:njs:cc
AD-0049A. 3/01/05