Troop Finances

How do girls become financially empowered women? Through the Girl Scout Leadership Experience (GSLE), that’s how! Your Girl Scout troop should 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.

With your guidance, girls will learn key money skills that will serve them throughout their lives.

Remember that all funds collected, raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting must be used for the purposes of Girl Scouting. Funds are administered by the troop and do not belong to individuals.

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:

Please utilize one of the preferred banks listed in the Girl Scouts of Southeastern Michigan Troop Banking Package when establishing your troop’s bank account. Free monthly checking accounts, debit cards and online banking are available to all Girl Scouts of Southeastern Michigan troop accounts. Be sure and contact a bank representative listed on page 2 of the package prior to visiting your closest branch to ensure correct account setup.

Use the “Authorized Persons to Open Troop Account” form on page 3 of the Girl Scouts of Southeastern Michigan Troop Banking Package to open an account. Statements should be mailed to the primary account holder’s address, but online access should be established with the co-signer on the troop account to enhance transparency and review of troop finances. (Alternatively, the statement can be mailed to the co-signer and online access to the primary signer.)
There must be two unrelated signers on the bank account who are approved volunteers (volunteers who have completed their Girl Scout membership and background check, been approved by Girl Scouts of Southeastern Michigan staff, and paid their current year’s GSUSA membership). For internal control purposes, any checks written from the bank account to a bank account signer must be signed by the other signer. Any debit card purchases by a signer must also be reviewed and approved by the other signer. Note that two Girl Scouts of Southeastern Michigan staff signers are included on all troop accounts via a Master Signing Agreement. As such, Girl Scouts of Southeastern Michigan can access and even close the troop account in the case of misuse or mismanagement of funds or disbanding of the troop.

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 (credit cards are prohibited) 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.

Managing a Troop Bank Account

Monies raised jointly by members of a troop for any purpose belong to the troop as a whole and are not available to individual girl members.
Girl Scouts of Southeastern Michigan volunteers who are check signers are responsible for all overdrafts that they initiate. Non-sufficient funds checks written to Girl Scouts of Southeastern Michigan are immediately turned over to a collection agency that may assess a fee for their services. The fee is payable by the offending party.
In the event a troop receives a bad check, if still uncollected after being presented to the bank twice for payment, the troop has the option to forward the bad check to Girl Scouts of Southeastern Michigan for collection agency follow-up.
Payment to Girl Scouts of Southeastern Michigan for the Cookie Program and Fall Product Program will be made through electronic Automated Clearing House (ACH) withdrawal from the troop bank account. ACH withdrawals will continue to be deducted from the bank account until all monies due to Girl Scouts of Southeastern Michigan have been collected. If there are not enough funds in the account to cover the ACH withdrawal, bank non-sufficient funds charges incurred by Girl Scouts of Southeastern Michigan Finance Department will be added to the troop debt for each ACH rejection.
Personal use of troop funds at ANY TIME is illegal. Personal funds and troop funds should never be co-mingled.
Girl Scouts of Southeastern Michigan takes misuse of troop funds extremely seriously. If personal use of troop monies occurs, Girl Scouts of Southeastern Michigan will begin collection procedures, taking legal action as necessary. Volunteers who misuse funds for which they are responsible will be released from all positions with Girl Scouts of Southeastern Michigan. Girl Scouts of Southeastern Michigan will pursue all available criminal and/or civil charges involving misuse of funds.

Record Keeping and Annual Reporting

Receipts should be written and collected for any transaction made using the troop’s bank account.
Receipts from troop bank account transactions should be retained for 3 years.
Accurate and complete financial records must be maintained for the troop and open for review at any time by parents of girls in the troop, or council staff. An Annual Financial report is due to Girl Scouts of Southeastern Michigan Finance Department by June 21st each year. Records should be retained (with receipts) for at least 3 years.
Accurate financial records and reports may be a condition of reappointment for troop volunteers for the next membership year.
Troop financial records are subject to random or periodic audits by Girl Scouts of Southeastern Michigan staff. All financial records must also be available to parents and girls. Financial information should be reviewed with girls at least annually. Parents will be advised by newsletter that they should receive a troop financial report at least annually and that troop financial records are available for their review. Troop Leaders should also communicate goal-setting objectives to parents when planning for Cookie or Fall Product Programs. Parents will demonstrate stronger support if they know both the troop goals and the activities or community take-action projects planned for use of troop proceeds.

Merging and Splitting of Troops

Money does not belong to any individual girl members. Thus, if one girl transfers to another troop, money does not transfer with her.

If a troop divides into two troops, the money and materials of the original troop should be divided between the two troops in proportion to the number of girls moving into each new troop. The Troop Leader should contact their Troop Support Specialist to inform them of the split and obtain new troop number(s), if necessary.

If one or more troops merge, money and material of each troop involved should be combined. Troop Leader(s) should contact their Troop Support Specialist regarding the merger and which troop is disbanding.

Disbanding Troops

The Troop Support Specialist should be informed of the Troop Leader’s decision to resign or other reason the troop is at-risk of disbanding. If this is a situation where the Troop Leader simply wants to resign, they should ask if any other parents or adults are interested in taking over as the leader.

When a Troop Leader leaves her/his position with a troop and a new Troop Leader is immediately recruited, the retiring Troop Leader should transfer all supplies, financial records, debit card, check book, bank account information and materials to the new Troop Leader. The signatures on the bank account should be changed to reflect the new troop leadership. The retiring Troop Leader will need to notify GSSEM-finance@gssem.org of the change, so a letter can be issued instructing the bank to authorize the change of signer on the troop account.

If new leadership has not been recruited, Troop Leaders should contact all the parents to inform them of their decision to no longer lead the troop, to determine if other parents or adults are interested in taking over as the leader, and to identify opportunities to place the girls in another troop or as Juliettes so girls can remain active in Girl Scouts. If no adults agree to take over the troop, the Troop Leader should contact their Troop Support Specialist for support with additional alternatives to keep the troop from disbanding.

If a replacement Troop Leader cannot be identified and there are girls still interested in troop participation, the Troop Support Specialist will then communicate with parents and work to place the girls in new troops. The departing Leader(s) will then complete steps to close out troop business and the troop will disband.

Unused Troop Funds

Before a troop disbands, the currently registered girls in the troop should decide what to do with the troop’s funds. Girl Scouts of Southeastern Michigan encourages all disbanding troops to consider using troop funds to spread the spirit of Girl Scouting to others by donating all funds or a portion of remaining funds back to GSSEM to assist new troops.

Troops may also elect to use remaining funds on Girl Scout activities, such as a community service/Take Action project or to the troops favorite cause. Please note that the use of the remaining troop funds must be a girl-led decision by current girl members. Funds may not be spent on girls who are not registered in the current membership year.

Please remember that according to Girl Scouts of Southeastern Michigan and GSUSA policy (and to avoid having to pay taxes to the IRS), troop funds may not be refunded or paid out directly to girls or adults.

For troops that may disband due to lack of adult leadership, the remaining troop funds must be submitted to the Girl Scouts of Southeastern Michigan Finance Department, who will hold the remaining troop funds for up to twelve months pending reorganization. If new leadership is recruited for that particular troop, council will provide the new troop leadership the funds that remained in that particular troop bank account.

Unused Troop Supplies

Leaders of disbanding troops/groups are responsible for donating any supplies which were paid for with troop funds to another troop or give to their Troop Support Specialist or Service Unit Manager for re-distribution to a troop in need.

Closing the Troop Account

Troop Leaders are responsible for closing the bank account and submitting any remaining funds to Girl Scouts of Southeastern Michigan. Be sure all checks and other debits have cleared the account. Remember, you may have to close the account in person. Even if there are no funds remaining, you must still submit the following to the GSSEM Finance Department:

a cashier’s check, made payable to “Girl Scouts of Southeastern Michigan,” with the remaining balance of the troop bank account
the most recent bank statement
notification from the bank that the account has been closed
the disbanding troop number and contact information of Troop Leaders to:

Chief Financial Officer
Girl Scouts of Southeastern Michigan
1333 Brewery Park Blvd
Suite 500
Detroit, MI 48207

If the troop disbands, the troop number becomes available for use anywhere else in the council.

Financial Assistance to Girls

Families are welcome to apply for financial aid for girls to support their experience by completing a Financial Aid Application Form.
Based upon funding availability and the family’s financial need, girls will be approved for a comprehensive package to ensure that they have a high-quality GSLE for their entire first year of membership. The package includes a Girl Member Starter Kit (with sash or vest, membership pins, journey book, and Girl’s Guide to Girl Scouting), along with credits to participate in a council-wide or community-sponsored series or event.
Once approved for financial aid, girls will be required to participate in the Girl Scout Cookie Program in order to enhance their financial literacy skills.
All girl members are welcome to apply for financial aid to attend Girl Scouts of Southeastern Michigan week-long summer camp programs. Eligibility is determined based upon funding availability and financial need. Families complete the Financial Aid Application Form. A minimum deposit of $50 is required for all attendees.

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 Girl Scouts of Southeastern Michigan 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 the Girl Scouts of Southeastern Michigan Fund Development team before a group money-earning event using the Money Earning Project Request Form.
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.

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.

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 a Money Earning Project Request Form 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

Every girl deserves an empowering leadership experience like Girl Scouts and local sponsors can help councils make that vision a reality. 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 Girl Scouts of Southeastern Michigan Fund Development team, who 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.

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.

Learn. Grow. Explore. Girl Scouts. Join as a Daisy (K-1). Register Now