A Few Simple Rules for Troop Leaders ​

Picture
Helping girls decide what they want to do, and coaching them as they earn and manage money to pursue their goals, is an integral part of the Girl Scout Leadership Experience (GSLE). Your Girl Scout group plans and finances its own activities with your guidance. At the same time, the girls learn many valuable skills that serve them throughout their lives.

​Do
  • Put money in the troop bank account as soon as possible.
  • Keep records of troop income and expenses on the financial worksheet.
  • Get and keep receipts for troop expenditures.
  • Give written receipts for money received (with a copy for both).
  • Have more than one adult knowledgeable about the troop’s money.
  • Keep parents informed about the troop’s income and expenses with a newsletter or a regular financial report.
  • Turn in the Troop Financial Report and ACH form as required by GSEP.
Do Not
  • Mix troop money with your personal money.
  • “Loan” money to the troop by spending personal money and paying yourself back.
  • “Borrow” troop money for any reason.
  • Write troop checks to yourself.

Troop Bank Accounts

Every Girl Scout Troop is required to maintain a bank account for channeling membership dues, GS product program sales, supplies and activity fees.

  • New troops should contact the HSU Treasurer to set up a time to meet at the bank and open your account.
  • TD Bank is the GSEP preferred bank. The branch on Ridge Pike in Trooper is preferred by HSU.  Please take a copy of GSEP Corporate Resolution Letter (for new bank accounts) with you.
  • Each checking account is to read: “Girl Scouts of Eastern PA, Troop #_____.”
  • Minimum of two signers. The Troop Leader and Horizon Service Unit Treasurer are required to be signers. HSU recommends troops also include the Troop Treasure or Troop Product Manager as a signer.  Account statements are to go to the Troop Leader or Troop Treasurer.
  • Only one signature is needed on checks.
  • One debit card may be issued
  • Online banking should not be established
  • GSEP is authorized to access or close the account upon presentation of a request on council letterhead
  • If you are transitioning your troop to a new Leader and need to transfer the bank account to the new Leader, please contact the HSU Treasurer to set up a time to meet at the bank and sign new paperwork.
  • If your troop is disbanding please close out your bank account and have any remaining funds put in a check made out to GSEP SU# 648 and mail to the HSU Treasurer.

Financial Reports

ACH Authorization Form: Troops participating in GS product program sales must submit the Automatic Clearing House (ACH) Authorization form with a voided troop check to the Service Unit Treasurer. If you have a new troop or have changes in either signers or bank information, you will need to complete a new ACH form. Troops who participated in the past and do not have a change will be asked to sign a Troop ACH Information Checklist with the SU Treasurer.
​
Troop Financial Report: A summary of the troops finances for the year. Troop leaders must submit this form to the volunteer SU Treasurer by June 30th. Also include a copy of the most recent troop bank statement. Retain receipts with your troop files.

To Whom Troop Money Belongs

Money earned by or donated to a troop becomes the property of the troop. It does not belong to individual girls or parents/guardians. Troop money should be used to equally benefit the troop as a whole, not individuals.

Pennsylvania Sales Tax Exemption

As a Pennsylvania non-profit organization, GSEP is exempt from paying state sales tax. The Council tax exemption number is 75-039-824 and may be used for troop purchases only. A PA Exemption Certificate is available on the Forms page of our website. Tax exempt forms for surrounding states are also available through the council; contact your Membership Engagement Manager for a copy of those available.
​

Forms

ach-faqs.pdf
File Size: 288 kb
File Type: pdf
Download File
troop-financial-worksheet-revised-editable-pdf.pdf
File Size: 249 kb
File Type: pdf
Download File
troop_financial_report_2018.pdf
File Size: 698 kb
File Type: pdf
Download File
ach-authorization-form-_my2018.pdf
File Size: 200 kb
File Type: pdf
Download File
financing_for_the_troop_207-18.docx
File Size: 77 kb
File Type: docx
Download File
hsu_financial_information_2017-18.doc
File Size: 60 kb
File Type: doc
Download File
budgetdemofinanceeducationjune2020.xlsx
File Size: 17 kb
File Type: xlsx
Download File