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Troop Finance Information
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.
Leading a Girl Scout troop should not cause undue hardship on a family or troop budget. As you consider the year ahead, you will need to plan carefully and discuss income and expenses regularly with both girls and parents.
It is highly recommended that the troop set a budget, working with the girls and parents. Some questions to ask are:
- What activities do the girls want to do for the year, and what are the associated costs?
- What revenue can be generated through Girl Scout Fall Product and Girl Scout Cookie Programs to offset these expenses? What additional revenue is available (e.g., troop dues)?
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 an accessible 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.
When to Open a Troop Bank Account
You must open a troop bank account when your troop has accumulated $50.
Troop Bank Account Signers
Each account must have two signers and each signer on a troop account must:
- Not be related and not residing in the same household as the other signer.
- Be an appointed volunteer with a successful background check.
- Be a current registered member and permitted to handle troop funds.
- Complete the Troop Finance Report training course.
Steps for Opening Troop Bank Account
- Decide which signer will be responsible for troop funds and for keeping a daily account of expenditures, and which signer will be responsible for reviewing the bank statement and reconciling the finance report.
- Choose a bank. Check with your service unt or membership manager for help finding a bank with low or no fees.
- When you are ready to open a troop bank account, email customercare@gsoh.org the following information:
- Names of the two approved troop volunteers who will be the account signers.
- Name of the bank the troop will be using.
- Mailing address of the account signer receiving the bank statements/correspondence. IMPORTANT! The mailing address for correspondance regarding the account must be one of the troop bank account signers.
- Email address of both account signers who will have online access to the troop account.
- You will receive from Customer Care within five business days:
- A GSOH letter which authorizes opening the new account under our tax ID number and designates who the signatories are on the account.
- W-9 form with GSOH’s EIN (Tax ID number).
- Corporate Resolution and Articles of Incorporation granting GSOH access to bank account information.
Information about Opening a Troop Bank Account
- Any troop bank account opened without the above listed documents will be considered unauthorized and subject to bank compliance audit and ultimate account closure.
- You will need to take all forms to the bank when opening the troop bank account.
- The account should be a non-profit, charitable account. This designation is important.
- You need to sign the bank signature card. Please use the name that appears on your driver’s license. Many banks request official documents (e.g., driver’s license, etc.), and, if your name does not match, it can create issues in opening an account, or doing troop business.
- Within the bank letter, there will be explicit instructions as to how the account should be named, to include the troop number. It is important that the bank follows these instructions, to avoid potential issues in setting up online banking for the account.
ACH Forms
The ACH (Automated Clearinghouse) is an electronic network for financial transactions used to support product programs.
When you open a troop bank account or make changes to the bank or signers on the account, you need to submit the ACH Form to the council. This form can be found here, use this jotform: https://gsoh.jotform.com/242194678686070 or you can request one from Customer Care.
Then complete the following steps:
- Complete, sign, and date the document using the paper form or the online jotform.
- Include either a canceled check or a letter on bank letterhead confirming the account number and ABA routing information.
- Use the jotoform to submit electronically or send both the paper form and the canceled check/bank letter to the finance office at the council via US Postal Service or scan and email it to: finance@gsoh.org.
It is important that this form is fully completed and returned to the council. You will not be considered a troop in good standing and able to participate in the cookie or fall product programs until the ACH Form and the confirmation information (cancelled check or letter from the bank) is received by the council.
Checks, Debit and Credit Cards, Online Banking, and Overdraft Protection
- GSOH does not require two signatures on checks. It is recommended to purchase one box of checks for troop use.
- Under no circumstances should the troop account link with any personal account. If the troop has a savings account connected to the troop checking account, both accounts must be accounted for in the troop financial reports. Troops should typically only have savings accounts if they have a council approved trip for which they are saving money.
- Debit cards can be requested for the two signers on the account only.
- Protect your debit cards and your online banking information, to prevent unauthorized access and use of troop funds. Make sure the cards are secured properly.
- Troop credit cards are not permitted for troop use. If offered, these must be declined.
- Online banking should be set up for the account. Complete and current emails need to be provided by the troop volunteers who are responsible for the troop finance report.
- Overdraft protection should not be added to the account.
- Troops are not permitted to utilize Square®, PayPal®, or other unauthorized electronic forms of banking. See our terms of service here.
Inheriting a Bank Account
If you are inheriting a bank account, contact your membership manager for assistance.
Any changes to the troop account require a new ACH Form to be completed and forwarded to the finance department at finance@gsoh.org to remain compliant and in good standing.
Regulatory Requirements (Patriot Act and Bank Secrecy Act)
To comply with the Patriot Act, most signers should be prepared to provide two forms of ID. One of these is a photo ID. Typically, a driver’s license and debit/credit card is used.
In addition to your ID, the signers will be asked for the following information: name, address, phone number, birthdate, Social Security number, employer and occupation, and may be asked to complete a beneficial ownership form for the account. Do not be concerned with the request, it is to comply with federal regulations contained within the Patriot Act. If you have any questions, don’t hesitate to reach out to your membership manager.
Throughout the year but particularly during the cookie program, you may be asked by the bank for personal information, such as your name, address, and Social Security number when depositing funds received from the cookie program into your bank account. Similar to the Patriot Act above, please do not be alarmed by this request, as this is a requirement from the Bank Secrecy Act (strengthened by the Patriot Act), which is triggered when there is $10,000 or more deposited in one day. Although you may have only deposited a small amount on any given day, remember hundreds of GSOH accounts may also be depositing in that bank family and your deposit could be the one that causes the total to reach the threshold.
Operating a Troop Account
It is important that all members of the troop pay attention to the finances of the troop. Below are the roles for everyone.
- Both signers: They are both responsible for the financial transactions and the integrity of all financial reporting. Signers are the guardians of the troop funds, ensuring that all spending is in accordance with troop agreement and the council guidelines.
- Girl members: The monies that are in the troop account belong to the girls. They collectively decide how to spend the funds, for the benefit of the girls.
- Parents: Parents of troop girls are entitled to a copy of troop financial records at any time. It is highly recommended that parents are provided with a monthly or quarterly financial report, outlining revenues, expenses, and remaining funds of the troop.
- Council: Troops operate under the council’s Tax ID number and tax-exempt status. Troops must adhere to all IRS guidelines so as not to endanger the tax status of the entire council. It is important to keep your bank balance in good standing with the bank. Operating at a negative balance not only creates issues for the troop with the bank, but also for future troops that may want to start an account at a bank branch.
Appropriate Expenses for Troop Funds
Expenses incurred for direct troop benefit (i.e., activity fees, materials, and supplies) are ones that should be drawn from the troop and/or from parental resources.
Troop debit card or troop checks should be used to pay for troop expenses. Reimbursements for use of personal funds should be kept to a minimum, handled promptly and fully documented.
Some expenses that can be reimbursed are:
- Purchasing girl membership.
- Girl Scout resource publications.
- Materials directly benefiting the troop (craft supplies, camp supplies, or equipment).
- Costs of required troop leadership volunteer development courses to be safety compliant. These are Troop First Aider and Troop Camp Certified volunteers and can be reimbursed up to one per troop. Cost caps are $10 for Troop Camp and $45 for First Aid CPR.
- Earned Girl Scout badges, pins, and awards.
- For trips, please consult the council’s travel policy regarding what are approved expenses.
If troops are using troop funds to renew the membership of the girls in the troop then the funds can also be used to pay for the memberships of the safety ratio required troop leadership volunteers.
- For Daisy and Brownie troops, the troop girls and caregivers must agree to use troop funds for the membership fees for the safety ratio required troop leadership volunteers.
- For Junior and above troops, the troop girls must agree to use troop funds for the membership fees for the safety ratio required troop leadership volunteers.
The following expenses may not be reimbursed or purchased from the troop funds:
- Items benefiting individual girls and adults (i.e., gift cards, souvenirs, clothing, etc.).
Troops may not track individual girl balances within the troop account. Girls may not receive individual credit for funds or the portion of the troop account that resulted from their contributed troop dues or their money earned or product programs program troop proceeds. The IRS requires that 501(c)(3) organizations must not be organized or operated for the benefit of private interests. The IRS has issued rulings recently that organizations that earmark fundraising for particular members is a nonexempt activity and those organizations may be required to pay unrelated business income tax or lose their tax-exempt status. If you have any questions on private benefit or troop account activities, please reach out to your membership manager.
All funds, however earned, held by the troop, must be used exclusively to support Girl Scout activities.
Deposits
All money earned by the girls should be deposited into the troop account. A receipt should be completed for any money given by parents for deposit into the girls’ troop account and provided to the parent to document the money transaction. Any personal checks received, made out to the troop, should be deposited in the bank immediately, to minimize the chance of non-sufficient funds.
Any money from troop money-earning or program activities (cookie, fall product programs) is for the benefit of all the girls in the troop, not individual girls. This is an IRS regulation.
Any funds earned from money-earning activities should be appropriately reflected in the troop financial records.
Expenses
Under no circumstances should troop funds be used for personal expenses. Troop funds can only be used for Girl Scout activities and events. Troop purchases must be kept separate and documented by individual receipts, which are to be itemized with the establishment’s name and date of purchase. The majority of purchases are handled through the troop debit card. Although cash purchases and ATM withdrawals cannot always be avoided, these should be kept to a minimum and appropriately documented.
Troops are not permitted to utilize Square®, PayPal®, Venmo® or other unauthorized electronic forms of banking. For more information about the utilization of online banking click here.
You may request state sales tax exemption when purchasing supplies for Girl Scout use only. Any inappropriate use can result in IRS complications. Many retailers require a Blanket Certificate of Exemption on file with the state. Contact your membership manager or the finance department to obtain a copy if needed.
Note: Council sales tax exemption is within the boundaries of Ohio.
If you have questions about the appropriateness of using funds, contact your membership manager.
Failure to comply with council policy in the administration of troop finances can result in the termination of the volunteer’s position. If an audit of troop finances indicates theft of girl funds has occurred, the volunteer may be subject to legal action to collect the money owed, in addition to the termination of their position.
Both signers on the account are responsible for documenting financial transactions and ensuring that all income and expenses are documented appropriately. Both signers should meet regularly to review the financial transactions. Any irregularities should be reported immediately to your membership manager. Regular financial updates should be shared with the parents to promote transparency.
Be sure Girl Scout families understand these key points:
- Girl Scout troops should be self-supporting; they should not rely on funding from the girls’ families.
- Girls, parents and sponsors should know where troop funds come from and how they are spent.
- Make sure parents are kept up to date with how the money is spent.
When a Girl Changes Troops
All funds are troop funds and have no relationship to the amount of funds generated by an individual girl. The amount of troop funds is assessed and divided equally by the number of girls registered in the troop during that membership year. The parent(s) or the leader of the girl's new troop will ask the membership manager to request the funds to be transferred to the new troop. Under NO circumstances should this moeny be given directly to the girl. If a girl wishes to continue as an individually registered Girl Scout , consult your membership manager.
Troop Disbanding and Unused Troop Funds
When a troop disbands, any unused Girl Scout money left in the account becomes the property of the council.
Disbanding a Troop
When a troop is left without troop leadership volunteers, the family members should contact their service unit manager or membership manager for assistance and options.
In the event the troop wishes to disband, follow these steps:
- Download and complete the Troop Disbanding Report found here.
- Close the troop bank account. When closing the bank account, be sure all checks and other debits have cleared the account. All signers may have to close the account in person.
- Obtain the final bank statement from the bank.
- Collect a bank check for any remaining funds. Any remaining money in the bank account becomes the property of the council. Funds will be held for a period of one year, in the event the troop reorganizes, or girls rejoin other troops. At the end of the year, any remaining money is used to provide financial assistance to girls.
- Complete the final troop finance report.
- Submit all the above documents to your membership manager.
All paperwork needs to be submitted to the council no later than one month from the time of disbandment of the troop.
Under no circumstances are troop funds distributed directly to a girl or girls who are leaving a troop for any reason. Funds cannot be used to purchase items that individually benefit a girl (examples: gift cards, money for college, a pillow for her bed, payment for one girl to attend camp, or anything that is not part of the Girl Scout troop experience.) Nor can funds be donated to a specific troop, service unit, or outside organization. For questions about troop fund distribution, contact your membership manager or service unit.
Closing the 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. Submit cashier's check made out to GSOH and dropped off or mailed to 1700 Watermark Drive, Columbus, OH 43215. Attach to a copy of the disbanding form.
Financial Assistance
Membership Registration Financial Assistance
Financial assistance is available to pay a portion of the annual membership fee so that every girl can benefit from a Girl Scout experience. Limited funds are assigned yearly to give girls the opportunity to learn new skills, meet new friends and become our leaders for tomorrow regardless of their ability to pay. The amount requested must reflect the true needs of the family. The troop leader is prohibited from making the request on behalf of the parent/guardian.
Limited financial assistance is also available for volunteers serving in the troop leadership position. Again, the amount requested should truly reflect the need of the volunteer.
Financial assistance is not granted to entire troops.
Girl Scout troops are encouraged to designate a portion of their troop funds for the renewal of their annual membership registration fees.
The signed Financial Assistance Request form, partial payment (if applicable) and completed paper membership registration form are returned to the membership manager for your area or mailed to the council office.
You can find the form on our Council Forms page.
Girl Scout Program Financial Assistance
Some funds are available for registered members who need financial assistance to participate in Girl Scout program activities.
You can find the form on our Council Forms page. Application for financial assistance for a specific event does not serve as event registration.
Financial assistance is available for:
- girl membership fee
- GSOH sponsored programs/camp fee (minus deposit where applicable)
- uniform essentials
- Girl Scout Destinations
- Camperships
Financial assistance is determined by:
- Completed application.
- Participation in the Girl Scout Fall Product Program and the Girl Scout Cookie Program.
- Number of family members and multiple Girl Scouts in the immediate household.
- Family income bracket and employment.
- Previous financial assistance.
Application Process
- Download the Financial Assistance Application on our Council Forms page or request to have one mailed.
- Complete and return the Financial Assistance Application.
- Notification of financial assistance status will be emailed or mailed to the applicant.
Please remember limited funds are available.
Help Your Troop Reach It's Financial Goals
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. Troops may not participate in additional money earning projects during the council product programs.
- Obtain written approval from your council before a group money-earning event; work with your membership manager and fill out this form when sending in your request.
- 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.
- 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.
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.
Working with Partners and 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 themselves as Girl Scouts by 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 are 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 one should be required to take part in any religious observance or practice of the sponsoring group.
Avoid selling or endorsing commercial products. A commercial product is any product sold at a retail location. Since 1939, Girl Scouts and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.
Finance Report Information
The Finance Report provides transparency into the financial well-being of the troop and service unit. It is the responsibility of the designated signers on the account to complete these reports and turn them in by the deadlines each year to the following email: submitfinancereport@gsoh.org
Submit your document online using the online form OR use THIS paper form.
If you choose to use a paper form to submit your report, email it along with the required documents to: submitfinancereport@gsoh.org by the deadlines provided.
To assist and provide tools and tips for finance report success, review this checklist and frequently asked questions. Here are some additional ledgers if needed.
Troops will be ineligible for Early Renewal Rewards until Troop Finance Reports are completed. If the reports are not submitted within one month of the deadlines as noted, the signers on the troop account are at risk of being put on financial restrictions, where they will not be permitted to manage finances/resources going forward.
Completing a Troop Finance Report
- Account for all financial activity within the report. This includes all money coming into the troop (i.e., fall product program, cookie program, troop dues, etc.), as well as all expenses being spent by the troop. Please make sure to include details describing all transactions to avoid questions from the auditors.
- Submit a printed or electronic copy (in PDF form) of the troop bank statements for each month included within the reporting time-period. This should be sent with each report. Be sure to include all pages.
- The report represents activity from November 1–April 30. The bank may have different statement dates. Please provide the most recent bank statement with each report.
- Important: The report must be signed by both designated volunteers. Both signers are responsible for the accuracy of the information contained in the report and are held accountable for any discrepancies. Follow the directions found here: (add the Tools and tip link)
- Please Note: Each report will be audited for accuracy. If there are questions from the auditors, it is the responsibility of the signers on the troop account to respond on a timely basis.
Failure to submit a finance report within two months of the deadline could result in removal from the volunteer position.
Troop income/expense reports are shared with the parents on a regular basis to provide transparency. Parents may request to see troop finance reports with the detailed cash record of troop income or expenditures at any time.
- All volunteers must complete the New Leader Onboarding: Funding the Fun which can be found in Learning Path 2. This will help provide the background information needed for managing troop funds. For specific questions regarding the form watch for open office hours online or check with your membership manager or email: volunteer@gsoh.org.
Discrepancies/Mismanagement of Funds
If there is a discrepancy with the troop funds:
- The troop leadership will meet to determine the problem and resolve it.
- If the problem is not resolved or if the discrepancy is part of a financial audit, the membership manager will reach out to the leadership to resolve the issue.
- If there are missing troop funds that are not resolved, a parent meeting will be called.
- Parents will make the decision as to what action, if any, will be taken with regards to the mismanagement of funds.
- The troop volunteers and/or parents are responsible for pursuing any legal action if that is the decision of the troop.
- Removal of the volunteer position and the bank account will be at risk for being closed.
Volunteer Rewards
Many corporate partners donate monetarily on behalf of their employee’s volunteer time. Each corporation has a different name of their program. Troops and service units may receive volunteer matching grants from companies that offer these. These funds are to be used for special service projects conducted by the service unit, day camp, or troop. Volunteers who wish to receive these donations fill out the Volunteer Rewards Application found here. Funds will be sent to troop leaders pending approval by your volunteer services manager and payment by your corporate partner.
Directions:
- Complete the GSOH Volunteer Rewards application form found here.
- Attach the corporate partner’s volunteer application. (If this application is online, indicate that when mailing.)
- Email the form(s) to give@gsoh.org or mail to:
Girl Scouts of Ohio’s Heartland
Attn: Volunteer Rewards
1700 Watermark Drive, Columbus, OH 43215
Please note:
- Corporate names not listed may be added.
- It may take five to six months from application submission to check receipt.
- Applications are processed in the order they are received. You will receive a confirmation email when we receive your completed form.
- If you have questions on the status of your Volunteer Reward Troop Donation, please contact the Philanthropy Department at 614-487-8101 or give@gsoh.org.
If you have questions on the status of your Volunteer Reward Troop Donation, please contact the Philanthrophy Department at 614-487-8101 or give@gsoh.org.
Fundraising Online
Online fundraising in any form is not allowed for girl and troop money earning except for as approved by GSUSA within the fall product program and Digital Online Cookie Program.
Girls may not set up fundraising sites for the purpose of soliciting money as the policy states that girls may not engage in direct solicitations for cash donations at any time. Girls are encouraged to earn money through the annual cookie program and fall product program.
Adult members in their Girl Scout capacities may not solicit financial contributions in the Girl Scout name, brand, or image without prior written approval from the GSOH council office. Adults may engage in combined fundraising efforts authorized by their Girl Scout council and in which the local council is a beneficiary.
If you have further questions, please contact the Philanthropy Department at 614-487-8101 or give@gsoh.org.
Using and Managing Service Unit Funds
As with troops, a service unit with a cash balance of $50 or more must open a bank account and use the same procedures as troops. It is possible to have a small amount of leftover money from a service unit event, but keep in mind that service units are not permitted to conduct money-earning activities, nor are they permitted to solicit cash donations.
Service Unit Finance Reports are submitted using the same procedure as the troop finance report and due the same dates: May 10 (See Finance Report Information).
