Managing Troop Finances
Troop leaders are responsible for managing the troop bank account together, but if monitoring and managing finances isn’t your thing, enlist the help of another adult volunteer to be the Troop Treasurer.
Maintain the Troop Finance Log
Once the task of opening or updating your troop bank account is complete, document your expenses and income/deposits in the Troop Finance Log. Download the troop finance log (use the link to the Google Sheets document on this page) and aim to update it each month after reviewing your monthly bank statement. Doing a little bit at a time makes it easier and faster to complete the required year-end finance report (due May 31).
Keep Clear Financial Records – and Receipts
Avoid using cash, if possible. Use checks and a debit card as a way of keeping clear financial records right in the bank statement. Keep and safely organize all paper and electronic receipts. Make all deposits promptly. Tip: Never lose a receipt again! Ask volunteers to text photos of receipts to the leader and treasurer.
Council Rules on Funding the Fun
There are council-specific guidelines on earning and receiving money. Troop money-earning activities, aside from council product programs, must be preapproved. All donations accepted by the troop must follow council policy. See the “How to Fund the Fun” page to learn more and safely guide your Girl Scouts to achieve their financial goals.
Communicate Account Changes to the Council
Notify the council of any changes to the troop bank account by submitting an updated ACH Authorization Form; the most common change is rotating volunteers on or off the account. Never email this document; fax it or mail it.
Monitor the Troop Account Balance Often
When girls dream big, they earn big money. Be aware of the possibility of theft or misuse of funds, which is the troop’s responsibility.
Be Transparent With Troop Finances
Share the Troop Finance Log with families at least twice a year; Council recommends December (after Fall Product) and May (after Cookie Program). Communicate the intention of how the funds will be used and congratulate your Girl Scout families for their hard work and entrepreneurial know-how that helped them earn the funds to cover the troop’s expenses.
Your Money or Troop Money
Don’t use your personal money to fund the troop. You’re already donating your valuable time. Don’t use troop funds for personal expenses, even if you plan on paying the troop back. The only income or expenses that go in and out of your troop account should be troop-related. Period.
