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Troop Banking

Troop Banking is an integral part of the Girl Scout Leadership Experience, it provides troops with the means to earn and manage funds and gives girls the opportunity to learn money management best practices!

Girls can plan trips for their troops, including amazing destinations and fun camping adventures! Our volunteers help guide the girls through making these decisions and keep the troops’ accounts healthy and in line with their goals.

Which is why it’s super important to understand our troop banking polices and guidelines – and then, get your girls in on the fun by involving them in your troop’s financial decision making process.

Getting Started with Troop Banking

As a volunteer, here’s what you need to know about troop banking.

Step 1: Read Volunteer Essentials: Troop Finances. This will set you up for success when managing troop funds and proceeds.

Step 2: Set up your account! Be sure to submit the Bank Account and ACH Authorization Forms to us, which is required to get your bank account established. See important details listed below prior to opening the account.

Step 3: Update banking information. If there has been any changes to your troop leadership or if your troop has disbanded, split, or merged with another troop it is essential that this information is updated with us and your financial institution. Submit a Bank Account Form that includes the changes and reason for the change right away.  

Step 4: Use our handy Annual Financial Report Monthly Template to organize your finances throughout the year. 


Review the details below prior to opening your account:

  1. All Troops and Service Units will establish an account at a federally insured institution.
  2. All accounts are required to be opened in the name of Girl Scouts of Montana and Wyoming Troop #______ . All accounts will be opened under GSMW’s Council Federal Tax ID #. An authorization letter, with this information will be sent to the primary signer from the Girl Scout Council Accounting Department. It must be presented, by the primary signer, at the bank to open or update the account.
  3. Each account will have two non-related registered eligible GSMW members as signers on the troop account. No current board member, board committee member, or staff are permitted to be signers on the troop accounts.
  4. One debit card may be issued per troop or service unit bank account. Online banking is not permitted
  5. Troops MUST opt out of overdraft protection for the debit card if it is offered by the bank.
  6. An annual year-end Financial Report, along with a copy of the May bank statement and receipts, must be submitted to council by June 30th of each year. Failure to provide the year-end Financial Report may result in closure of the account.
  7. Non-sufficient funds activity is not allowed on any Girl Scout account and may result in account closure. A signer’s name may be removed from the account at the discretion of the council.
  8. All money raised, earned and other assets received in the name of and for the benefit of Girl Scouting must be authorized by a Girl Scout Council or GSUSA and used for the purpose of Girl Scouting. Such monies and assets become the property of and are administered by the Girl Scout Council or GSUSA. Such assets are not the property of individuals, geographic units or communities within a Girl Scout Council. Adapted from Girl Scout Leader’s Digest Blue Book
Volunteer Toolkit Finance Tab

Tired of packing around receipts for months on end? Us too.
The Volunteer Toolkit Finance Tab has everything you need to keep your troop’s finances in order, right at your fingertips. You can take a picture of your receipt and upload it right in.

Say goodbye to stacks of receipts and mailing in your end of year financial reports. This intuitive tool will become your digital assistant, keeping all of your financial documents in one quick and easy to use place.

End-of-Year Annual Financial Report

Use our handy Annual Financial Report Monthly Template to organize your finances throughout the year.

Watch the Annual Financial Report Tutorial > 

Then you'll need to complete the End-of-Year Annual Financial Report, due June 30th each year. Troop Leadership Volunteers can complete the annual financial report in the Volunteer Toolkit via the Finance Tab. Service Units will need to complete the report as well, but will need to complete it through the Service Unit End of Year Form rather than through the Volunteer Toolkit. For more information on how to execute this for both Troops and Service Units, see the Volunteer Toolkit Finance Tab section above. 

Need your information from the Fall and Cookie Program for your Annual Financial Report? Please use the Product Finance Tool to get correct information End-of-Year Financials. Go to our Product Finance Tool and choose your troop number to get the necessary information. If you have trouble downloading this tool, please contact Customer Care at 800-736-5243 for assistance. 

Need a helping hand? 
Contact Us and we'll connect you with your Membership Experience Manager who will make sure you have all you need to succeed.

Disbanding Troop

If your troop has decided to disband this year, please provide all of the information requested in the Disbanding Troop Form so girls and adults in the troop can be properly managed, the troop can officially be removed and the troop bank account can be closed.

Please read the details below BEFORE submitting your form:
 

If a troop disbands
The girls are encouraged to use existing money (while memberships are still current) prior to disbanding (ie. year end celebration, donation to a local community project). Money is not to be given to individual girls or adults per IRS regulations. If funds remain, the money is to be turned over to the council.

If a troop splits or merges
If ALL girls from one troop merge into another troop, ALL of the funds from the old troop are to be transferred to the new troop leader. If a troop splits, the funds are to be divided proportionately to the number of girls in each new troop.

EXAMPLE: A troop of 10 girls splits into two distinct troops. The original troop has $300 in it's treasury. Divide $300 by 10 girls = $30 per girl. The funds are then distributed accordingly to the new troops: $150 to each troop.

If a girl transfers to a new troop
The funds in the troop account are to be divided proportionately to the number of girls in the troop (see scenario above for a troop splitting) at the time the girl leaves the troop. The check is payable to the new troop, not the girl or parent.

If a girl leaves and becomes a Juliette Girl Scout
The funds are to be divided proportionately to the number of girls in the troop (see scenario above for a troop splitting). Juliettes are not allowed to have checking accounts so the troop is to send a check to GSMW with a completed Juliette Program Credit Deposit Form.

Disbanding Troop Form >

IMPORTANT NOTE: You will NOT be able to save this form. Please be prepared to provide information about your troop girls plans going forward as well as uploading troop financial information (i.e. most recent bank statement, receipts, financial tracking spreadsheet, etc.).

Money Management: Ways to Get Girls Involved

Get girls learning by earning!
Strong money management skills help set up girls for success throughout their lives. From saving to go to college, starting an investment portfolio, or buying their first car – being a savvy spender and saver helps girls feel more confidence regarding financial decisions. But girls need YOUR help!

If you’re planning to earn money as part of a Girl Scout activity or project, you need to submit your Money Earning Request Form for approval two weeks before executing the activity.  

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Check out the study below by the Girl Scout Research Institute, which reported that only 12% of girls feel “very confident” making financial decisions.

  Having It All: Girls and Financial Literacy

So, how do we come together to build a brighter financial future for our girls? By giving them the opportunity to learn and practice money management skills that help them achieve their dreams -- while having a ton of fun!

Here are a few ideas to get you started!

  1. Girls can participate in the Girl Scout Cookie Program and the Fall Product Sale to learn the 5 Skills: Goal Setting, Decision Making, Money Management, People Skills, and Business Ethics. They’ll also have the opportunity to learn about product marketing and entrepreneurship.
  2. Review troop banking statements together and decide as a group how to spend and save troop funds.
  3. At the beginning of the year create a troop budget. Using goal-setting skills, set a financial goal for your troop and then plan out financial costs for events, trips, pizza parties, and service projects.
  4. Make it fun! Find new and creative ways to get girls interested and show the real life impacts of their new and impressive financial skills.


For more information about Troop Finances,
make sure you review Volunteer Essentials

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