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.

Troop / Service Unit Financial Reporting

Each Troop/Service Unit must maintain records of its financial activities and file a Financial Report with the council. For troops, a financial report should be submitted through the Volunteer Toolkit. Service Units have a dedicated link through which to submit their finance reports. The reporting period for both troop and service unit finance reports is from June 1 - May 30. Finance reports are due in the month of June and should include bank statements for the following months: June, September, December and March. Service Units are also required to submit a budget for the upcoming membership year by June 30th of each year.

Establishing a Troop Account

No matter how much your troop plans on saving or spending, you’ll need a safe place to deposit your troop dues, product sale 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:

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 like a Girl Scout, and make sure another troop volunteer has accessible 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 the council’s financial policies and procedures for setting up an account. Most council-sponsored product program activities have specific banking and tracking procedures.

Troops must complete a Bank Account Information Form and submit to the council no later than 2 weeks after the account has been established. Troops with funds totaling greater than $100 are required to open a Troop Checking Account.

Steps to Opening a New Troop or Service Unit Account

The name of the troop/service unit bank account should read: Girl Scouts Heart of the South, Troop #/SU Name.
Because of the Patriot Act, banks need to know their customers. Consequently, volunteers must provide their social security numbers to be signers on accounts even though the bank will use the Council EIN number to open the account.
Only one signature is required on each check. However, GSHS requires that two or more unrelated volunteers be authorized to sign on the troop/SU account. These volunteers must have current Girl Scout memberships and an active background check through the council’s screening company, Sterling Volunteers.
Statements should be sent to a volunteer's home and not the council. To safeguard our volunteers, as well as the girls’ troop funds, the person who ordinarily does the spending from the troop account should not be the person who also receives and reconciles the bank statement.
Troops must complete a Bank Account Information Form and submit to the council no later than 2 weeks after the account has been established. Troops with funds totaling greater than $100 are required to open a Troop Checking Account.

Completing IRS Bank Form W-9

When completing an IRS Form W-9 at the financial institution, use the volunteer’s name, home address and troop bank account number.

In Part I, use the Council's Federal Tax Identification Number: 62-0502197

In Part II, check the box for "not subject to withholding…"

Applying for Sales Tax Exemption

In Tennessee, all materials and food purchased by a Girl Scout troop/group are exempt from sales tax, if the troop/group has a Tennessee Sales Tax Exemption Certificate and makes purchases with a troop/group check or check card with the troop/group name and number on it. (The name of the council, "Girl Scouts Heart of the South" must appear on the check or check card for sales tax exemption to be used.)

The Tennessee Sales Tax Exemption packet contains an application, instructions for completing and copies of the Council Charter and IRS 501(c)(3) letter, which must accompany each application. Information on two individuals, including social security numbers, are required to apply. After application is received by the state it takes approximately three weeks to receive your exemption form. You may also apply in person to the location located on Appling in Memphis. Originals should be kept with troop records and copies produced to provide to Council Shop and local stores/restaurants to receive tax exemption.

In Mississippi, Girl Scout troops/service units are exempt from paying sales tax per House Bill 369. Troops/service units may use this exemption by producing a copy of the letter from the State Tax Commission and using troop checks that have the council name printed on them. (Girl Scouts Heart of the South) Mississippi State Tax Commission letters are available from each Girl Scout office and on the council website.

Mississippi troops/service units may also apply for a TN Sales Tax Exemption certificate if they do business in Tennessee. Tennessee does not guarantee that Mississippi troops/service units will be granted exemption.

In Arkansas, Girl Scout troop/service units are exempt from paying sales tax in Arkansas. Arkansas does not issue a printed form.

TN and MS Sales tax exemption certificates cannot be used with cash. State guidelines require a troop check or check card associated with the troop bank account.

Troop Disbanding and Unused Troop Funds

A disbanded troop is a troop that is no longer meeting, or the troop has not registered for at least 2 months from the expiration date (September 30, annually) of the last membership registration. If a girl or girls decide to leave a troop because she/they want to join another troop, or the parents want to form a new troop, the existing troop is not considered disbanded. Disbanded troops cannot have any remaining girls participating in them. A final Financial Report is to be submitted through the VTK along with a cashier’s check to close out the bank account, a Disbanding Troop Form and the last three bank statements upon disbanding troop.

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 girl. 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 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.

Turn remaining funds over to the council finance department along with a final troop financial report. The Troop Financial Report is available on the Volunteer Toolkit (VTK).

Money-Earning Basics for Troops

Troops flex their financial muscles in two distinct ways:

The Girl Scout Cookie Program and other sales of Girl Scout–authorized products (such as calendars, magazines, or nuts and candy), organized by your council. All girl members are eligible to participate in two council-sponsored product sale activities each year with volunteer supervision: the cookie program and one other council-authorized product sale. 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 sale activities and group money-earning projects is based upon 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 sale 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 sales as their primary money-earning activity; any group money earning shouldn’t compete with the Girl Scout Cookie Program or other council product sales.
Obtain written approval from your council before a group money-earning event; Girl Scouts Heart of the South requires 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 sale 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 GSLE. A Money Earning Activity Request Form must be submitted prior to holding a money-earning activity other than the Fall Product and Cookie Programs.
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 sales. 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 sales are designed to unleash the entrepreneurial potential in your girls. From there, your troop may decide to earn additional funds on its own after receiving permission from the council via a Money Earning Activity Request Form.

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-sale 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 sales—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 part of the GSLE. 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.

Girl Scout Daisies

The group volunteer handles money, keeps financial records, and does all group budgeting.

Parents/guardians may decide they will contribute to the cost of activities.

Girls can participate in Girl Scout cookie activities and other council-sponsored product sales.

Daisies are always paired with a volunteer when selling anything. Girls do the asking and deliver the product, but volunteers handle the money and keep the girls secure.

Girls should be given the opportunity to practice identifying money and counting back change with an adult during each transaction.

Girl Scout Brownies

The group volunteer handles money, keeps financial records, and shares some of the group-budgeting responsibilities.

Girls discuss the cost of activities (supplies, fees, transportation, rentals, and so on) with guidance from their volunteer(s).

Girls set goals for and participate in council-sponsored product sales.

Girls may decide to pay dues to contribute to the cost of activities.

Girl Scout Juniors

The group volunteer retains overall responsibility for long-term budgeting and record-keeping, but shares or delegates all other financial responsibilities.

Girls set goals for and participate in council-sponsored product sales.

Girls decide on group dues, if any. Dues are collected by girls and recorded by a group treasurer (selected by the girls).

Girls budget for the short-term needs of the group, on the basis of plans and income from the group dues.

Girls budget for more long-term activities, such as overnight trips, group camping, and special events.

Girls budget for Take Action projects, including the Girl Scout Bronze Award, if they are pursuing it.

Girl Scout Cadettes, Seniors, and Ambassadors

Girls estimate costs based on plans.

Girls determine the amount of group dues (if any) and the scope of money-earning projects.

Girls set goals for and participate in council-sponsored product sales.

Girls carry out budgeting, planning, and group money-earning projects.

Girls budget for extended travel, Take Action projects, and leadership projects.

Girls may be involved in seeking donations for Take Action projects, with council approval.

Girls keep their own financial records and give reports to parents and group volunteers.

Girls budget for Take Action projects, including the Girl Scout Silver or Gold Awards, if they are pursuing them.

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; they 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.

Girl Scouts Heart of the South has Community Partner opportunities. Check out the information on our website and reach out to the appropriate staff person at 800-624-4185.

For In-Kind donations, Financial Support, Employer Volunteer Match programs and Money-Earning Activities, contact Venus Chaney at 1-800-624-4185.
For Program Opportunities, contact Myra Collins at 1-800-624-4185.

Important guidelines when approaching money earning with other 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 ourselves as Girl Scouts (such as 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’re 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: “Commercial products” 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.

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