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Troop treasurer training

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Troop treasurer training

  1. 1. TROOP TREASURER Online Training
  2. 2. WELCOME! <ul><li>Thank you for taking the time to learn about this important role in the troop! </li></ul>
  3. 3. ROLE OF TROOP TREASURER <ul><li>Keeping accurate financial records for the troop </li></ul><ul><li>Ensuring that the troop is following the financial guidelines </li></ul><ul><li>Records submitted annually to council </li></ul><ul><li>Have records available to any leader, parent of a troop member, service unit team, or council representative </li></ul>
  4. 4. WHO CAN BE A TROOP TREASURER? <ul><li>Adult volunteer </li></ul><ul><li>Currently registered member of Girl Scouts </li></ul><ul><li>Current background screening </li></ul><ul><li>Signed volunteer agreement </li></ul>
  5. 5. RECORD KEEPING <ul><li>Keep accurate and up to date records for the troop </li></ul><ul><li>Keep receipts and troop check book register, as well as copies of the bank statements </li></ul><ul><li>Turned in annually, but keep up to date throughout the year </li></ul><ul><li>Utilize the Detailed Cash Record </li></ul><ul><li>All troop records kept for 4 years </li></ul>
  6. 6. FINANCIAL REPORTING <ul><li>Financial report is turned in annually and contains three parts </li></ul>
  7. 7. DETAILED CASH RECORD
  8. 8. ANNUAL TROOP FINANCIAL REPORT
  9. 9. CURRENT BANK STATEMENT
  10. 10. FINANCIAL REPORTS <ul><li>The Detailed Cash Record and Annual Financial Report and instructional video at sdgirlscouts.org/forms </li></ul><ul><li>Excel forms will complete the math and transfer the shared information between the two forms. </li></ul>
  11. 11. DETAILED CASH RECORD <ul><li>Accounting of all income and expenses </li></ul><ul><li>Input dates, details, and categorize transactions </li></ul><ul><li>Similar to check register </li></ul><ul><li>Instructions can be found at sdgirlscouts.org/forms </li></ul>
  12. 12. ANNUAL FINANCIAL REPORT & EQUIPMENT INVENTORY <ul><li>Additional troop information </li></ul><ul><ul><li>Bank account information </li></ul></ul><ul><ul><li>Account signers </li></ul></ul><ul><ul><li>Equipment listing </li></ul></ul><ul><li>Forms and bank statement turned into service unit treasurer annually </li></ul>
  13. 13. TROOP BANK ACCOUNT – WELLS FARGO <ul><li>Girl Scouts partnership with Wells Fargo </li></ul><ul><ul><li>No fee account </li></ul></ul><ul><ul><li>Debit card </li></ul></ul><ul><ul><li>Free checks </li></ul></ul><ul><li>Contact your local service unit treasurer to get the steps to open account </li></ul><ul><li>Cannot go into any branch to open, must go through representative </li></ul>
  14. 14. ACCOUNT DETAILS - SIGNERS <ul><li>Two unrelated adult signers </li></ul><ul><li>Person receiving statements should not be holding checkbook </li></ul><ul><li>When statement arrives, review and then give to person with the checkbook to reconcile </li></ul><ul><li>No minimum to open account </li></ul><ul><li>Accounts must be opened before participating in council sponsored sales </li></ul>
  15. 15. ACCOUNT DETAILS – BANK ACCOUNT INFORMATION FORM <ul><li>Complete Bank Account Information Form when account opened </li></ul><ul><li>Resubmit when there are any changes to the troop account </li></ul>
  16. 16. TROOP MONEY EARNING PROJECTS <ul><li>Troop money earning project: </li></ul><ul><ul><li>Any activities following a planned budget and carried out by the girls and adults to earn money for the troop treasury </li></ul></ul><ul><li>Council sponsored product sale: </li></ul><ul><ul><li>Council wide sales of authorized products, such as Girl Scout cookies or nuts </li></ul></ul>
  17. 17. TROOP MONEY EARNING <ul><li>All troops must participate in the annual cookie program to be eligible to do additional money earning projects </li></ul><ul><li>Troop money earning projects may not be held while council sponsored sales are occurring </li></ul><ul><li>Approval for money earning projects given by the service unit team or volunteer support coordinator </li></ul><ul><li>Recycling can be done anytime </li></ul>
  18. 18. MONEY EARNING BY AGE LEVEL <ul><li>Kindergarten Daisy </li></ul><ul><ul><li>No money earning projects outside of council sponsored sales </li></ul></ul><ul><ul><li>All money transactions should occur between leaders and parents </li></ul></ul><ul><li>First Grade Daisy </li></ul><ul><ul><li>One money earning project in addition to council sponsored sales & recycling </li></ul></ul><ul><li>Brownies </li></ul><ul><ul><li>One money earning project in addition to council sponsored sales & recycling </li></ul></ul>
  19. 19. MONEY EARNING BY AGE LEVEL <ul><li>Juniors </li></ul><ul><ul><li>Two money earning projects in addition to council sponsored sales and recycling </li></ul></ul><ul><li>Cadette, Senior, and Ambassador </li></ul><ul><ul><li>Three money earning projects in addition to council sponsored product sales and recycling </li></ul></ul><ul><ul><li>For these troop looking to save money for a high cost event, additional money earning can be approved by Volunteer Support Coordinator </li></ul></ul><ul><ul><li>For more than three must participate in council nut sales & cookie program </li></ul></ul>
  20. 20. MONEY EARNING PROJECT PROCEDURE <ul><li>Application and guidelines at sdgirlscouts.org/forms </li></ul><ul><li>Submit 4 weeks in advance </li></ul><ul><li>For project profits greater than $250 submit to Volunteer Support Coordinator </li></ul><ul><li>When project is complete, fill out evaluation </li></ul><ul><li>Attach completed copy to your annual financials </li></ul>
  21. 21. APPROPRIATE ACTIVITIES <ul><li>Workshops </li></ul><ul><ul><li>Try-Its, Badges, Bridging </li></ul></ul><ul><li>Events </li></ul><ul><ul><li>Songfest, dance, tea, play, concert </li></ul></ul><ul><li>Homemade bake or craft sale </li></ul><ul><li>Car wash </li></ul><ul><li>Yard work </li></ul><ul><li>Babysitting </li></ul><ul><li>Walking tour </li></ul><ul><li>Nature hike </li></ul><ul><li>Troops own cookbook </li></ul>
  22. 22. INAPPROPRIATE ACTIVITIES <ul><li>Sales generating profits for a specific business or company other than Girl Scouts </li></ul><ul><ul><li>Candy </li></ul></ul><ul><ul><li>Pizza </li></ul></ul><ul><ul><li>Shopping mall promotions </li></ul></ul><ul><ul><li>Restaurant fundraisers </li></ul></ul><ul><ul><li>Door to door sales </li></ul></ul><ul><ul><li>Gambling or games of chance </li></ul></ul><ul><ul><li>Product demos/commercial parties involving direct sales </li></ul></ul><ul><ul><ul><li>Kitchenware, scrapbooking, jewelry, cosmetics </li></ul></ul></ul><ul><ul><li>Direct solicitation of money </li></ul></ul><ul><ul><li>Money earning activities on the internet </li></ul></ul>
  23. 23. DONATIONS TO THE TROOP <ul><li>At times a troop is approached by an individual, business, or organization that would like to sponsor or donate </li></ul><ul><li>Troops cannot solicit these donations, but if the troop is approached they can accept donations </li></ul>
  24. 24. MONETARY DONATIONS <ul><li>Troops are able to accept $249.99 per donor per year </li></ul><ul><li>Monetary donations of $250 or greater go through the Girl Scout Council </li></ul><ul><ul><li>Council acknowledges the tax deductible donation </li></ul></ul><ul><ul><li>Sends a check for $249.99 to the troop the donor indicates </li></ul></ul><ul><ul><li>Remaining funds remain at council to be used for the benefit of all girl within the organization </li></ul></ul>
  25. 25. DONATION OF GOODS <ul><li>Donor wants to donate items to the troop </li></ul><ul><ul><li>Meeting supplies </li></ul></ul><ul><ul><li>Equipment </li></ul></ul><ul><ul><li>Food </li></ul></ul><ul><li>Troops can accept these donations in any amount </li></ul><ul><li>Always be sure to properly thank your donor for monetary donations or donations of items! </li></ul>
  26. 26. DONATIONS FROM THE TROOP <ul><li>Troop may choose to contribute a portion of their funds to organizations or projects they consider worthwhile </li></ul><ul><li>Girls should be deciding on donations </li></ul><ul><li>Can donate funds or goods </li></ul><ul><li>Cannot directly raise money for other organizations </li></ul><ul><li>Support other organizations through service projects </li></ul><ul><li>For questions contact your volunteer support coordinator </li></ul>
  27. 27. USE OF TROOP FUNDS <ul><li>Activities must relate to the Girl Scout Program Goals </li></ul><ul><li>Discover - understand themselves and their values, and use their knowledge and skills to explore the world </li></ul><ul><li>Connect – care about, inspire, and team with others locally and globally to make the world a better place </li></ul><ul><li>Take Action – do something to make the world a better place </li></ul>
  28. 28. USE OF TROOP FUNDS <ul><li>All money within the troop belongs to the troop as a whole </li></ul><ul><ul><li>Never property of individual girls </li></ul></ul><ul><ul><li>Separate accounts or ledgers not permitted </li></ul></ul>
  29. 29. APPROPRIATE USES FOR FUNDS <ul><li>Council and service unit sponsored events </li></ul><ul><li>Supplies for activities during troop meetings </li></ul><ul><li>Programs with council community partners </li></ul><ul><li>Educational programs </li></ul><ul><li>Camping activities </li></ul><ul><li>Cultural experiences – museums & theatre </li></ul><ul><li>Community service </li></ul>
  30. 30. INAPPROPRIATE USES FOR FUNDS <ul><li>These may not fit into the Girl Scout Program Goals </li></ul><ul><li>Limo rental </li></ul><ul><li>Shopping trips </li></ul><ul><li>Anything that the girls in the troop do not decide on using the funds for </li></ul><ul><li>For questions on activities contact you service unit activity consultant or volunteer support coordinator </li></ul>
  31. 31. WHAT IS OPPORTUNITY FUND <ul><li>Girl Scouts is committed to ensuring all girls can participate in Girl Scouting </li></ul><ul><li>Opportunity Fund Financial Assistance helps individuals in need </li></ul><ul><ul><li>Participate in troop activities </li></ul></ul><ul><ul><li>Uniform pieces </li></ul></ul><ul><ul><li>New members registration fees </li></ul></ul>
  32. 32. OPPORTUNITY FUND GUIDELINES <ul><li>Plan ahead with money earning projects and council sponsored sales to cover costs </li></ul><ul><li>Troop leader & parent or parent only may make requests </li></ul><ul><li>Individual requesting must be a registered member of Girl Scouts </li></ul><ul><li>A financial report for the previous year must be on file with council </li></ul>
  33. 33. APPLYING FOR OPPORTUNITY FUND <ul><li>Application for Opportunity Fund and full guidelines available at the council website sdgirlscouts.org/forms </li></ul><ul><li>Completed request must be signed by parent or guardian </li></ul><ul><li>Submit requests to volunteer support coordinator at least 4 weeks before funds are needed </li></ul>
  34. 34. CHANGES IN A TROOP <ul><li>If a girl transfers to another troop or registers and an independent </li></ul><ul><ul><li>All money remains with the original troop and no money is given to the girl or transferred to the new troop </li></ul></ul><ul><li>When a troop moved from one program level to the next or bridges </li></ul><ul><ul><li>All money moves with the troop </li></ul></ul>
  35. 35. CHANGES IN A TROOP <ul><li>If the troop divides </li></ul><ul><ul><li>Financial report completed a the time of division </li></ul></ul><ul><ul><li>All assets divided among the two treasuries on a prorated basis according to girl membership </li></ul></ul><ul><ul><li>If a troop of 10 girls divides, each girl receives 1/10 th of the total put into the account of the troop she is going to </li></ul></ul>
  36. 36. CHANGES IN A TROOP <ul><li>If a troop disbands and is no longer continuing </li></ul><ul><ul><li>Leader submits a disbandment report along with the financials </li></ul></ul><ul><ul><li>Troop account closed and all funds sent to the service unit </li></ul></ul><ul><ul><li>If any of the girls continue on in other troops within a year, their prorated portion distributed to her new troop </li></ul></ul><ul><ul><li>Service unit holds disbanding funds for one year </li></ul></ul><ul><ul><li>If there are girls that do not continue the service unit uses their portions of the funds for the benefit of all girls in the service unit </li></ul></ul>
  37. 37. CHANGES IN A TROOP <ul><li>Change of leadership in a troop </li></ul><ul><ul><li>Outgoing leader submits a financial report at the time of change </li></ul></ul><ul><ul><li>Copies of this report along with supplies given to the new leader </li></ul></ul><ul><ul><li>Bank account signers for the troop account are updated </li></ul></ul>
  38. 38. QUESTIONS? <ul><li>Contact your </li></ul><ul><li>Service Unit Treasurer or Volunteer Support Coordinator </li></ul>
  39. 39. THANK YOU!!

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