We’re Here to Help!
Troop Cookie Coordinator (TCC)
• Purpose of Position:
– To ensure the opportunity for girls to participate in the Cookie
– Will work with and report to the Service Unit Cookie Manager
– Attend Cookie Training hosted by the Service Unit
– Utilize the policies, procedures, and resources provided in council
– Maintain proper records and turn them over to Troop Leader after
sale is over. The Troop Leader should retain these records for 1 year.
– Provide accurate, proper, and timely reporting
– Provide complete and accurate accounting of all cookies
– Provide for the prompt distribution of materials
By Dec 6
Jan 6 thru 14
Troops complete and submit Initial Cookie Order in eBudde
Troops complete and submit Initial Reward Order in eBudde
Turn in the Troop Cookie Coordinator Responsibility Agreement Form
Delivery to Service Units & Mega Drops
Cookie Sale Begins
Booth Sales Begin
1st ACH Debit – 50% of Troop Initial Order
Feb 7 & 8
National Girl Scout Cookie Weekend
2nd ACH Debit – 50% of Troop Initial Order
Cookie Sale Ends
Feb 22 & 23
Service Units can elect to use this weekend to continue selling
Troop places girl reward order in eBudde
Troop Reports due to SUCM
Final ACH Debit
Girl Scout Dough mailed to Troop Leaders
Girl Recognitions shipped to Service Unit and distributed to Troops
Troop Bonuses Distributed
• Nearly all cookie customers say their favorite is one of these six
• Reduces the potential for leftover packages of varieties that appeal
to limited audiences
• Easier to manage…for girls, for you, for us!
• Research shows that the five core varieties (Thin Mints®, Samoas®,
Tagalongs®, Trefoils®, and Do-si-dos®) appeal to more than 80% of
• Each cookie variety should reach new customers who wouldn’t
otherwise make a purchase
• Research shows that the additional varieties provide only a
minimal increase and create a disproportionate amount of:
– Additional expense
New GSUSA Cookie Case Designs
• New GSUSA Case Designs for 2013-2014
• Standardized for both Bakers to provide a consistent consumer
blog.littlebrownie.com - Convenient
cookie program resources delivered
to volunteer email inboxes in
“snackable bites”! Delivers just-intime cookie activities to busy
Online volunteer cookie training!
We’ll add new learning pieces
based on upcoming due dates
Run the entire Cookie Program from placing orders to figuring out
rewards. eBudde is your
command center for managing the
Helping customers find Girl Scout
Cookies near them!
activities, marketing ideas and clip art
to help girls prepare for and learn
from the Girl Scout Cookie Program.
Helping Heroes Box Wrap (1 per troop)
Operation Cookie Box Wrap (1 per troop)
Savannah Smiles (1 box per troop)
– Parent Permission Form (you’ll receive these later)
– Money Envelope
– Order Card
Direct Sale – Cookies in hand; no pre-orders
Initial Order – Due by midnight December 6
Sale Begins – Wednesday, January 15
Booth Sales Begin – Saturday, January 18
Cookie Sale Ends – Friday, February 21
1 Box = $4.00
12 Boxes = 1 Case
Troops get cookies in whole cases only
Girls get cookies from the troop in any increment
Troop earns $.40 per box sold in troop profit
• Observe the buddy system at all times.
• Safe Cookie Booth locations! NO locations along freeway access
roads, major thoroughfares, mall parking lots and other high-traffic
• Girls may not approach a vehicle to offer cookies for sale!
• Girls may not go door-to-door in a residential apartment complex
unless they are accompanied by an adult and have the specific
permission of the property manager.
• Participating adults, dealing with cookies and money collections,
must be registered. This includes delivery.
• Participating adults dealing with Girl Scouts other than their own
must be registered and have a Criminal Background Check on file at
Safety Guidelines +Daisies
• Mentors for Daisy Troops
– assigned a mentor Cookie Captain or mentor troop
– Mentors are Cadettes, Seniors or Ambassadors.
• Door-to-Door Selling:
– Friends, family or the neighborhood only
– Use the “buddy system” – (Cookie Captains would make a great
Basic Program Procedures
Follow all rules
Troop Cookie Manual
-GSCTX SU Cookie Manual
Girls must be registered members.
Girls must have a current Parent/Guardian Permission Form on file
Girls sell cookies – not adults. This is a GIRL LED program.
Girls may not sell or take orders before January 15, 2014
Girls may sell door to door in any neighborhood within GSCTX.
Girls may not conduct booth sales outside of their designated SU.
exception of approval by the Product Program Manager, or for Council Booths
Cookies are sold for $4 per box. This price is for our council, and cookies may not be
sold at any other price by GSCTX members.
Do not violate any policy of Girl Scouts of the USA, Girl Scouts of Central Texas, nor any
federal, state or local ordinance/law when selling Girl Scout Cookies.
Basic Program Procedures + Daisies
Girl Scout Daisies may participate in the Girl Scout Cookie Sale! They may not,
however, participate in additional money-earning activities, as per revised Volunteer
Essentials Chapter 7.
Booths ONLY set up by Council or SU Booth/Cookie Manager.
Private booths NOT allowed.
If a business has a booth to offer it must be shared with the whole SU
Booths set up within an organization (social club, church, etc.), must be offered
to all girls that are a member of that organization.
Girls should wear Girl Scout Membership pin
2 to 4 girls at booths are allowed
2 adults present at all times. Adults responsible for money and must be
registered Girl Scouts.
Only cookies sold at booths. (i.e. hot chocolate, sodas, water, etc.)
No donation jars. (except in special circumstances approved and announced by
Girls operate cookie booths. Booth staffed only by adult volunteers is not
Take trash and empty boxes when you leave. Do not use the trash receptacles at
the booth site.
Handle any problems that arise at booths in a dignified, courteous manner.
Demonstrate the Girl Scout Promise and Law in action.
Rude behavior can only jeopardize the relationship with the merchant sponsor.
If the problem cannot be resolved, the SUCM should be contacted.
Booth Sales + Daisies
• Girl Scout Daisies may participate in two (2) booth sales during
the Cookie Sale
– Dependent on SU booth availability
• Girl Scout Daisies must partner with their Cookie Captain or
mentor troop for their booth sale
• There should be no more than two (2) Girl Scout Daisies at a
• Girl Scout Daisies’ time at a booth should be between 30 minutes
and one (1) hour; no more than one (1) hour per Daisy, per booth
• Service Units will not distribute booths to Girl Scout Daisy Troops.
Training Girls & Parents
Set a date for the parent/guardian and girl training, and invite all parents/guardians and girls to
Prepare a handout that outlines the procedures and dates that best fit your schedule. For
When is the Parent/Guardian Permission Form and order due?
When will order cards and cookies be passed out?
What hours can they call you? What hours can they not call you?
When and to whom should they turn in money?
When does the sale start and end?
Who should checks be made payable to?
Can all checks be accepted? (NO! Review the Troop Banking Procedures)
Share the link for www.littlebrownie.com!
Prepare fun activities for the meeting. Check out the Little Brownie website,
www.littlebrownie.com, for activity ideas.
Make sure to include the following in your training:
Goal Setting – Plan to set goals at the individual girl level and the troop level
Share information about special programs like Cookies Rock, Cookie Kick-offs Cookie Captains, Helping
Heroes, Operation Cookie, and Gift of Caring.
Cost of cookies and how to make change
Etiquette, booth rules, and procedures
Information about the eight varieties of cookies – make sure girls know their cookies!
Online Product Marketing:
Reader’s Digest Version
• Girls MAY market cookies and collect orders…
– Using a parent’s e-mail, a group e-mail, or e-mail masking software provided by the
– IF they are 13 or older, girls may use social networking sites to collect
orders (their own site or their parent’s site)
• Girls may NOT
Use the internet to market cookies without parental permission
Exchange money online (no PayPal, E-Bay, etc)
Give personal contact information to customers that are not family
Use the internet to collect orders from outside of their own zip code,
unless the customers are family/personally known
– Use their parent’s social networking site to market cookies if they are
under the age of 13
Girl Rewards to Inspire Success
Girls may use their Girl Scout Dough towards personal goals such as:
Annual membership dues
Council sponsored activities
Council resident camp
GSUSA Destinations (travel)
Merchandise from the Council Store
Service Unit events
Dough earned in the 2014 Cookie Program will be mailed to troop leaders March 31.
Girl Scout Dough from the 2014 Cookie Program will expire on December 13, 2014.
Additional Reward Information
• Cadette, Senior, and Ambassador “Opt Out” Option
Cadette/Senior/Ambassador Troops only
If one Daisy/Brownie/Junior is in the troop, the troop cannot opt out!
Every girl in the troop must agree!
Girls will not earn prizes or Girl Scout Dough!!
Girls will earn patches as outlined in the Girl Reward Plan
Troop can earn an extra $.10 per box!!
Troop must select this option in eBudde
• Day Trip for Two - Girls who sell 1,000+ boxes of cookies can
choose to get 2 FREE passes to one of these amusement parks.
Girls that choose Main Event will receive two $25 gift cards.
NEW! Reward Information
• NEW! Gift of Caring Reward - Every girl who sells 15+ boxes for
Operation Cookie or Helping Heroes will receive the “Gift of Caring
• NEW! 1,000+ Incentive - Girls who reach the 1,000+ box level now
have an option to choose 1 Week of GSCTX Summer Camp for
– Girls will still receive their 1,000+ patch, sterling charm and bracelet
(1st time 1,000+seller).
– Girls that select this option will not receive the Day Trip for Two
tickets or $300 GS Dough.
– We recommend that girls reserve their place for camp by registering
and paying the deposit amount in December. If a girl selects this
reward, her deposit fee will be refunded.
NEW! Initial Order Reward
• Troops with an Initial Order of 150+ per girl average will receive a
custom Girl Scouts of Central Texas t-shirt for each girl participating
in the Cookie Program
• Each troop that receives this reward can also elect for 1 Troop adult
to receive the shirt for FREE!
• Shirts for additional troop adults can be ordered and paid for by
the troop with the first ACH on January 31, 2014. Additional shirts
will be $8 each. Troops will place the order for the Initial Reward
Order by December 6th.
Troop Profits and Bonuses
• Troop Profits - Troops earn $0.40 per package sold.
• Troop Bonus - Each troop is eligible to earn a Troop Bonus of $3.00
per case. This bonus is paid to troops who fulfill ALL of the
necessary requirements, which are:
– Troop Coordinator attended training.
– Council proceeds were successfully paid via ACH as outlined in 20132014 Troop Banking Procedures
– Troops must have ZERO returns
– Turn in Troop Financial Report to SU Treasurer by May 1 to be turned
in to Council by May 15, 2014.
• NOTE: Troops that do not fulfill all requirements or meet all deadlines
will NOT earn a bonus
• Option for customers to purchase packages of cookies for military
• Troops/Girl Scouts wishing to participate in Operation Cookie
should do the following:
– Prepare posters and signs for display at booth sales to let customers
know they can buy cookies that will be donated to the military.
– NEW! Use the Operation Cookie box wrap!
– Collect the monetary donations. No need to set the boxes aside.
• The TCC will enter boxes sold for Operation Cookie in eBudde for
– These are “virtual” cookie sales. Boxes entered will be in addition to
varieties ordered and will count toward the girl’s total boxes sold.
• All Operation Cookie donations will be sent to F7 Group at the end
of the sale. The troop never has to handle these cookies.
• Girls choose a group/hero to receive donated cookies
- uniformed personnel
- Veteran’s hospitals
- local food banks
- area hospitals
- a hero special to the girls in the troop
• Be sure to ask the organization if they can accept donated cookies
• Prepare posters, signs, and collection boxes for display at booth
• NEW! Use the Helping Heroes box wrap!
• Place the cookies in the container designated for the charity/hero
• Once the sale is over, the troop plans and executes the delivery of
the cookies to their charity of choice.
• The TCC will enter all boxes sold for Helping Heroes in eBudde for
– Boxes entered under the Helping Heroes heading in eBudde will NOT
add to the total boxes sold by the troop or girl. This number simply
represents out of all boxes sold, what boxes were donated to the
troop’s Helping Heroes organization.
Before the Sale Summary
• Set up eBudde
– Enter complete contact info for troop
– Enter girls (first and last name, as they registered)
• Train girls and parents
• Give girls/parents permission forms and guidance on
what to order
• Be sure girls/parents know that they cannot take
orders or start selling until January 15, 2014
Placing an Initial Order
• Due by noon on December 6, 2013 in eBudde.
– Troops must enter Cookie Order
– Troops that qualify must also submit the Initial Reward Order
• Turn in 2 copies of each girl’s Permission Form to your
SUCM. Below are the steps involved in preparing and
submitting an Initial Order for the Cookie Sale:
– Each girl must be registered.
– Each girl must have turned in a signed Parent/Guardian
– Enter girl’s names into eBudde by registered name – first
name, then last name (no nicknames or initials).
– Enter each girl’s order individually
• If you cannot enter your order online, contact your
• That’s it!
Getting Your Cookies
Your SUCM will give direction on how the Initial Order is
This varies greatly throughout council
When you pick up your cookies - count them, sign the receipt,
and keep a copy of that receipt for your records.
Schedule a date and time for each girl and parent/guardian in
your troop to pick up their cookies.
Distribution of Cookies
• Have the cookies sorted and counted by girl prior to your
parent/guardian pick up time.
• Prepare a receipt for each parent/guardian. Be specific on the
• Make sure there are two (2) copies of the receipt (one for you and
one for them).
• When the parent/guardian arrives have them count the
boxes/cases (count with them).
• Both of you should sign the receipt.
• Give them a copy and keep the other for your records.
• Only adults can sign for cookies. Girls cannot sign cookie receipts.
Adding Girls Late
• Girls may be added late to the Cookie Sale. To
add a girl late, do the following:
– The girl must be registered before she can participate
– Give the proper materials to the girl and parent, and
explain the rules and procedures of the sale.
– Obtain a signed Parent Permission Form from the
– If the troop has additional cookies available, give the
girl/parent a supply of cookies. If not, the girl/parents
must wait until the troop receives an additional supply
Getting Additional Cookies
Place an order! (Pending Order in eBudde)
Your SUCM will give direction on when you should place orders
Your SUCM will give direction on when and where you pick up
your additional cookies
When receiving cookies - count them, sign the receipt, and keep
a copy of that receipt for your records.
Transfers + eBudde
• Troop to Girl or Girl to Troop
– May transfer in boxes
– Use receipts and document in eBudde
• Troop to Troop
Full Cases only
Service Unit Manager must be aware of the transfer
Service Unit will enter into eBudde
Responsibilities During the Cookie Sale
• Order, pick up, distribute, and keep accurate records and receipts
of all cookies in and out of the troop.
• Track and data enter troop cookies in eBudde. Support
girls/parents as they receive additional cookies and turn in
• Handle any issues that arise during the sale and direct any
unresolved issues to the Service Unit Cookie Manager
• If troops are returning cookies to the SU Cupboard, they must be
turned in to the SUCM and entered into eBudde as FINAL
RETURNS (in the reference line) by no later than February 28,
• Troops that return cookies to the Service Unit will not be eligible
to receive a cookie bonus.
Final Girl Reward Order
• Each troop should create and save a Girl Reward Order on or by
February 28, 2014.
• Each troop may order 1 Volunteer Patch at this time for the Troop
• If a girl sells 1,000 boxes or more there are selections that must be
made in eBudde!!!
• Troop Final Reports are due to the SUCM by February 28, 2014.
• All deposits, additional cases, transfers and returns must be
entered into eBudde by Friday, February 28, 2014.
• Due to SUCM by February 28, 2014:
– 2 Signed Parent Permission Forms for each girl that participated
– Secret Shopper Certificates (if applicable)
Troop Cookie Coordinator
• Due to council December 13, 2014
• Troop Cookie Coordinator acknowledges that they:
– Will be held accountable for the cookies they check out from the SU
– Are responsible for all money they handle during the sale
– Take their responsibility more seriously
Girl Money Handling
• All participating girls must be registered and have a Parent Permission
Form turned in.
• Payment is collected when girls deliver cookies and is not to be accepted
prior to receipt of product.
– For Operation Cookie, Gift of Caring, or Helping Heroes payment can be
• Cookie program funds should be collected from girls and safeguarded by
• Cookie program funds should be submitted for deposit to the Troop
Treasurer, in their original form (e.g. cash and checks from customers),
promptly and frequently.
• Troops should receipt every transaction (e.g. cookies given to girls, money
received from girls) for clarity and reconciliation.
Troop Money Handling
• Troop will deposit all Product Program funds into their individual troop
bank accounts “promptly and frequently”.
• All troops complete an ACH Debit Authorization Form and turn in to
council by December 6, 2013.
– This form must be submitted once by each troop for each program year.
• All troops will submit the Returned Item Release Form to the troop bank.
The bank will forward the completed form to Global Check Recovery, the
GSCTX check recovery company.
– This form only needs to be submitted to the bank one time for each bank
account. If this form was submitted last year, it does not need to be
• Amount to be withdrawn based on the product recorded in eBudde.
• Troops must notify us of ANY changes to their bank information.
Debt Procedures – Parent/Guardian
Troop Coordinator should document the situation.
Complete a Product Sales Collection Form
Troop will be responsible for the amount owed by that parent or guardian until
the Product Sales Collection Form is accurately completed and submitted to
The following documents must be attached: (Be sure to keep copies for the troop
Signed Parent/Guardian Permission Form
Receipts of products checked out
Receipts of products turned in (if applicable)
Receipts of proceeds turned in (if applicable)
NOTE: Receipts must be signed by the parent/guardian.
Council will contact the parent/guardian and try to collect the debt.
If a Girl Scout has a parent/guardian that owes a debt to council (including NSF’s),
that girl is not eligible to participate in future Product Programs or council events,
until the debt is paid in full.
If a parent/guardian pays their debt to the Troop after the Product Sale Collection
Form is completed and turned in, the troop must notify us
Consequences of a Troop Debt
• Troops that have a Product Sales Collection Form turned in on
them (that owe a debt to council):
– Are not eligible to receive a troop cookie bonus
– Are not be eligible to participate in future Product Sales Programs
– Are not eligible to participate in council events, programs or training
Product Sales Collection Form &
Discrepancy Report Form
• Product Sales Collection Form used to report
– A parent/guardian that owes money/products
– A troop that owes money/products
• Discrepancy Report Form used to report
NSF checks and fees to be waived by council
Request to lower ACH amount to be debited
• Girls should only accept pre-printed checks with issuer’s
name and address. (No temporary checks!)
• It is required that girls record the telephone number and
driver’s license number of the issuer on the face of the
check. Council cautions against accepting out-of-state
• Checks cannot be written for less than $14 or more than
• Should a check not be honored (i.e. non-sufficient funds, account closed,
etc.), GSCTX will absorb the liability and credit the troop the amount of
the check, plus bank charges up to $30 as long as all appropriate
procedures were/are followed.
• If a troop receives notice of a returned check:
– To be credited, the troop must send the bank notification (should include
check information and information about fee charged by bank) and a
Discrepancy Report Form to the GSCTX Product Program Department within
7 days of the return date for collection.
– **Note: (All troops are encouraged to talk to their bank about waiving fees
for NSF checks)
• Upon verification, we will process a credit to the troop account in the
amount of the returned check plus any additional fees not waived by the
bank up to $30. This amount will not be deducted from the troop
account through ACH debit.
Credit Card Program
• We’re expanding the program and allowing new users to sign up!
• Users with SAGE, need to switch to the new program. We will
cancel our account with SAGE on December 16, 2013.
• We will have 2 windows to sign up for new Credit Card Swiper
accounts with Phone Swipe. (the same vendor from 2013) You
MUST sign up during this window to have all fees paid by GSCTX.
– September 30 – October 25
– December 5 – January 5
• If you sign up at any other time with Phone Swipe, your troop will
be responsible for all fees.
Lost/Stolen Cookies or Money
• A police report must be filed!
• Contact us at Products@gsctx.org, and provide full details of
• Complete a Discrepancy Report Form, describing what
• Attach the police report to the Discrepancy Report Form.
• Turn these forms into council immediately.
• In some instances, when a police report is filed, a
troop/parent/guardian can still be held liable for the debt if
there is evidence that the troop/parent/guardian was
negligent with products and/or proceeds.
• Troops should take precautions against receiving counterfeit
$. Some of those precautions may include:
– Do not accept bills that are over $20.
– Use "counterfeit money detector markers"
– Examine for watermarks and other unique indentifying marks
• If you are notified when trying to make a deposit at the
bank that you have $ that is counterfeit:
– ask for a signed document from the bank teller determining that the
bill(s) was counterfeit
– attach document to a completed Discrepancy Report Form and turn
in to council
ACH Schedule and Critical Dates
Troop money must be available in the troop bank account (checks cleared) by:
– Friday, January 31, 2014 for 50% of the initial order, less troop proceeds
– Friday, February 14, 2014 for 50% of the initial order, less troop proceeds
– Friday, March 14, 2014 for the remaining balance due council
If the troop does not have the cleared funds to pay the council portion for the
amounts indicated, the troop must submit a Discrepancy Report Form or Product
Sales Collection Form and a detailed explanation to Products@gsctx.org by:
– Monday, January 27, 2014
– Monday, February 10, 2014
– Monday, March 3, 2014
Additional ACH debits will occur to accommodate missed troops, troops with
collection issues, and ACH returns.
ACH debits will continue until all amounts due to Council have been collected.
Service Unit Debt Procedures
• If a Troop owes a debt, the SU will be asked to complete a Product
Sales Collection Form.
• The following documents must be attached : (Be sure to keep
copies for the service unit records!)
– Receipts of products checked out
– Receipts of products turned in (if applicable)
• NOTE: All Receipts must be signed by the Troop Coordinator. Receipts
that do not have a Troop Coordinator signature cannot be collected on
and will not be considered as proper documentation of debt.
• If the Troop can make payment after the Product Sale Collection
Form is completed and turned in, the troop should contact
• The Service Unit Evaluation is a required part of your final report and will
be completed online.
• All evaluations will be available through a link on the Girl Scouts of
Central Texas Council website, www.gsctx.org.
• A notice with the link will be sent out on the Central Texas Cookies Yahoo
• We also encourage Troops to complete an evaluation. A link will be
provided for Troop Cookie Coordinators to complete the evaluation when
the sale is over.
• Cadette/Senior/Ambassador “Clean-up” Sale
• Troops/girls earn $1.75 per box sold
• Will only happen if the need arises
• ELIGIBILITY: Troops/girls may be eligible if they meet all of
the following requirements:
– Cadette/Senior/Ambassador only
– Each girl must have sold at least 200 boxes in regular sale
– Must use funds earned in this program for a Studio 2b destinations
trip or other educational Girl Scout troop trip.
– all reports and forms due on April 8, 2014
• TO PARTICIPATE: Submit an Opportunity Knocking
Participation Request Form (available on the council cookie
website) to Products@gsctx.org by no later than Tuesday,
March 5, 2014.