Submitting Troop Finance Reports
Preparing and Submitting a Troop Finance Report
The Troop Finance Report is due by May 31 each year. It’s submitted online in MyGS/Volunteer Toolkit. Three volunteer roles have access to the report: the Troop Leader, the Assistant Troop Leader, or the Troop Treasurer. There are three parts to the report.
- Complete the online Annual Troop Finance Report in the Volunteer Toolkit
- Attach the completed Troop Finance Log, a spreadsheet of all income and expenses from May 1 of the previous year through April 30 of the current year. Find it on the Managing Troop Finances page.
- Attach the troop bank account’s April 30 bank statement
See below for detailed directions and a video tutorial example.
Your updates are automatically saved but not submitted to the council. The report won’t be visible to others until the “submit” button is selected. Once the report is submitted, you’ll no longer be able to edit the report. Other troop volunteers and parents will see summary totals only.
“How-To” Directions for Submitting Your Annual Troop Financial Report
Before You Get Started
Get the following documents in digital format, titled with the troop number and the year (the preferred file formats are pdf, Microsoft Excel, or Google Sheets):
- The troop’s April bank statement
- The completed Troop Finance Log, documenting revenues and expenses from May 1 of the previous year to April 30 of the current year
Get the name and address of your bank, and the last 4 numbers of your troop bank account.
Accessing the Finance Report
To access your troop finance report, go to http://www.gsnwgl.org and log in to MyGS. Open the Volunteer Toolkit and click on the Finance tab.
The troop financial report is divided into six sections.
- Income
- Expenses
- Financial Summary
- Bank Information
- Council Notes and Questions
- Document Upload
If you experience trouble, we recommend clearing your cache and using Chrome as your browser when using MyGS.
Section 1: Income
If there is no value for an item, leave the field at $0.00. Input the amount of money your troop received in the following categories:
- Troop Dues – The total amount of troop dues you received from caregivers or the financial assistance received from GSNWGL to cover any troop dues.
- Total Fall Product Sale Deposits – The total amount of all deposits made during the Fall Product Program.
- Total Cookie Program Deposits – The total amount of all deposits made during the Cookie Program. If you still have cookies to sell, there is a section at the end of the report to note your unsold inventory.
- Donations – Any monetary donations your troop received from May 1 of the previous year to April 30 of the current year.
- Money Earning Activities – Any money the Girl Scouts in your troop earned outside the product program sales, from council-approved money-earning activities.
- Other Income – Any other income received by your troop. Please explain what the income sources are in the note section. (If your troop received financial aid reimbursements for membership fees for girl or adult members, that goes here.)
Section 2: Expenses
Input the amount of money your troop spent in the following categories. If there is no value for an item, leave the field at $0.00.
- Membership Fees – GSUSA membership registration fees paid for out of troop funds.
- Uniforms, Badges, & Patches – Any uniforms, badges or patches paid for with troop funds.
- Troop Supplies – Any supplies purchased for troop meetings or badge or Journey activities.
- Trips & Council Events – Any money spent on troop field trips, overnights, extended travel, or council events.
- Camp Fees Covered for Troop/Girls – Any money spent to send Girl Scouts in the troop to camp(s).
- Community Service Projects – Any money spent on community service or Take Action projects or philanthropic donations.
- GSNWGL Fall Product ACH Withdrawal – The total amount pulled from the troop account during the Fall Product program.
- GSNWGL Cookie ACH Withdrawal – The total amount pulled from the troop account during the Cookie Program.
- Other Expenses – Any other expenses during the year. Please explain what the expense sources are in the note section.
Section 3: Financial Summary
This section will auto-populate once you enter your starting balance. New troops will have a starting balance of $0. If this is not your troop’s first year, your starting balance should match the ending balance you reported in the previous year’s troop finance report.
Caregivers only see this section, the financial summary. They do not see troop notes or any other information.
Section 4: Bank Information
Provide the name of your bank, the branch name (if applicable), the last 4 numbers of your troop bank account, and the names of the adult members who are authorized signers on the account.
Section 5: Council Notes and Questions for Troops
In this section, provide the following information.
- What is the status of your troop for the next membership year? Returning, Merge with another troop, Disbanding, or Not sure?
- Service Unit Name
- Service Unit Number
- Add any additional information about sources of income unther the “Other” line in the income section.
- Add any additional information about expenses under the “Other” line int he expense section.
- Does your troop have Girl Scout cookies that have not been sold yet? If so, how many packages/cases?
- Did you – or will you – have any additional cookie program deposits made after April 30? If so, how much?
- Please let us know the first and last name of the person who acts as the troop treasurer for this troop.
- If your ending balance is more than $10,000, please let us know how your troop plans to spend the money.
Section 6: Preview & Add Attachments
Click the button “Preview & Add Attachments.” A pop-up window will prompt you to upload the required documents (the troop finance log and the troop’s April bank statement). Now you’re done! Submit the report and Council will receive notification that it is complete. Your report will be reviewed by a council staff member. If there are questions, someone will reach out to you via email or phone. If everything looks good, you will receive an email notifying you that the report has been reviewed and approved.
After the report is submitted you will no longer be able to make changes to your troop financial report. If you have any questions or trouble along the way, reach out to info@gsnwgl.org or 888.747.6945.
Note: Failure to submit a troop finance report on time may result in a volunteer suspension. If you anticipate any delays in submitting your report or if you need additional help, please send an email to info@gsnwgl.org.
