Troop Finance Workshop

04/12/2304/12/23

Troop Finance Troop Finance WorkshopWorkshopGirl Scouts- Great Rivers Council, Inc.Girl Scouts- Great Rivers Council, Inc.4930 Cornell Road, Cincinnati, OH 452424930 Cornell Road, Cincinnati, OH 45242513-489-1025 or 1-800-537-6241 FAX: 513-489-1417513-489-1025 or 1-800-537-6241 FAX: 513-489-1417www.grgsc.orgwww.grgsc.org [email protected]@grgsc.org

04/12/2304/12/23 22

Introduction Introduction This workshop will provide you with the This workshop will provide you with the

fundamentals of troop finance. fundamentals of troop finance.

Course ObjectivesCourse Objectives Describe the process of how to set up a troop checking Describe the process of how to set up a troop checking

accountaccount Know how to fill out the Troop Finance ReportKnow how to fill out the Troop Finance Report Identify the requirements and rules for obtaining Scouterships. Identify the requirements and rules for obtaining Scouterships.

04/12/2304/12/23 33

AgendaAgenda

Girl/Adult PlanningGirl/Adult Planning Troop Checking AccountTroop Checking Account Troop Finance ReportTroop Finance Report ScoutershipsScouterships

04/12/2304/12/23 44

What is Troop Finance? What is Troop Finance?

Troop Finance is the management of Troop Finance is the management of troop money including income, expenses, troop money including income, expenses, the troop checking account and involving the troop checking account and involving the girls in the planning and management the girls in the planning and management of the troop finances.of the troop finances.

04/12/2304/12/23 55

Girl/Adult PartnershipsGirl/Adult Partnerships

Managing Girl Scout Troop Finance is a Managing Girl Scout Troop Finance is a part of girl/adult partnership. Girls and part of girl/adult partnership. Girls and leaders work as partners in making leaders work as partners in making decisions as theydecisions as they plan plan, , implement implement and and evaluate evaluate troop finances and activities. troop finances and activities.

04/12/2304/12/23 66


The leader’s role is to assist girls in: The leader’s role is to assist girls in: Learning decision making skills.Learning decision making skills. Assuming a variety of responsibilities.Assuming a variety of responsibilities. Selecting activities that match their Selecting activities that match their

abilities & encourage their growth.abilities & encourage their growth. Proceeding at their own pace.Proceeding at their own pace. Recognizing that learning involves both Recognizing that learning involves both

success and failure.success and failure.

04/12/2304/12/23 77


Allowing girls to plan, implement and evaluate the activities of the troop is a key component of the Girl Scout program. The following slide outlines the six steps to planning when working with girls on troop finance.

04/12/2304/12/23 88

Six Steps to Planning With GirlsSix Steps to Planning With Girls

1.1. Do advance planning.Do advance planning.2.2. Ask the girls what they want to do.Ask the girls what they want to do.3.3. Include progression- are the girls ready Include progression- are the girls ready

for the activity? for the activity? 4.4. Inform other adults/parents.Inform other adults/parents.5.5. Communicate your financial planCommunicate your financial plan6.6. Evaluate the activities.Evaluate the activities.

04/12/2304/12/23 99


Evaluating With GirlsEvaluating With Girls Let the girls do most of the talkingLet the girls do most of the talking Ask open-ended questionsAsk open-ended questions Find out what happenedFind out what happened Find out what the girls learnedFind out what the girls learned Find out what they will do with the new Find out what they will do with the new

knowledgeknowledgeFor more information on planning with girls, please click on the “i.”

04/12/2304/12/23 1010

Check Your UnderstandingCheck Your Understanding

Troop finance is the management of Troop finance is the management of

The following are some questions that will check your understanding of girl/adult partnerships and troop finance. Click the button next to the answer that you believe is correct.

A. Troop income

B. Troop expenses

C. Troop checking account

D. All of the above

04/12/2304/12/23 1111

Sorry, you are incorrect.Sorry, you are incorrect.

Troop finance is not just the management Troop finance is not just the management of the troop income. It is also the of the troop income. It is also the management of the management of the troop’s expensestroop’s expenses, , checking accountchecking account and and the involvement of the involvement of girls in the planning, implementing and girls in the planning, implementing and evaluating of troop finances and evaluating of troop finances and activities.activities.

04/12/2304/12/23 1212


Troop finance is not just the management Troop finance is not just the management of the troop expense. It is also the of the troop expense. It is also the management of the management of the troop’s incometroop’s income, , checking accountchecking account and the and the involvement of involvement of girls in the planning, implementing and girls in the planning, implementing and evaluating of troop finances and evaluating of troop finances and activities.activities.

04/12/2304/12/23 1313


Troop finance is not just the management Troop finance is not just the management of the troop checking account. It is also of the troop checking account. It is also the management of the the management of the troop’s incometroop’s income, , troop expensestroop expenses and the and the involvement of involvement of girls in the planning, implementing and girls in the planning, implementing and evaluating of troop finances and evaluating of troop finances and activities.activities.

04/12/2304/12/23 1414

Congratulations, you are Congratulations, you are correct!correct!

Troop finance is the management of the Troop finance is the management of the troop’s incometroop’s income, , troop expenses,troop expenses, thethe trooptroop checking accountchecking account and the and the involvement of involvement of girls in the planning, implementing and girls in the planning, implementing and evaluating of troop finances and evaluating of troop finances and activities.activities.

04/12/2304/12/23 1515

The leader’s role in girl/adult partnerships The leader’s role in girl/adult partnerships is to: is to:


A. Learning decision making skills, involving all adults and helping girls proceed at their own pace

B. Learning decision making skills, assuming all of the responsibility as the leader and involving all adults

C. Learning decision making skills, helping girls proceed at their own pace and recognizing that learning involves both success and failure

04/12/2304/12/23 1616


Girl/adult partnerships does involve decision Girl/adult partnerships does involve decision making and helping girls proceed at their own making and helping girls proceed at their own pace and also involves the following: pace and also involves the following:

Selecting activities that match their abilities & Selecting activities that match their abilities & encourage their growth. encourage their growth.

Assuming a variety of responsibilitiesAssuming a variety of responsibilities Recognizing that learning involves both Recognizing that learning involves both

success and failure. success and failure.

04/12/2304/12/23 1717


Girl/adult partnerships does involve decision Girl/adult partnerships does involve decision making and also involves the following: making and also involves the following:

Helping girls proceed at their own paceHelping girls proceed at their own pace Selecting activities that match their abilities & Selecting activities that match their abilities &

encourage their growth. encourage their growth. Assuming a variety of responsibilitiesAssuming a variety of responsibilities Recognizing that learning involves both Recognizing that learning involves both

success and failure. success and failure.

04/12/2304/12/23 1818


Girl/adult planning does involve learning Girl/adult planning does involve learning decision making, helping girls proceed at decision making, helping girls proceed at their own pace, recognizing that learning their own pace, recognizing that learning involves both success and failure and: involves both success and failure and:

Selecting activities that match the girls Selecting activities that match the girls abilities & encourages growthabilities & encourages growth

Girls assuming a variety of Girls assuming a variety of responsibilities.responsibilities.

04/12/2304/12/23 1919

Your Troop Bank AccountYour Troop Bank Account

How to Establish a Troop Bank AccountHow to Establish a Troop Bank Account

Find out from your service unit or the Girl Scout center what Find out from your service unit or the Girl Scout center what banks offer free checking accounts to non-profits.banks offer free checking accounts to non-profits.

Your bank account must be entitled: Girl Scouts-Great Your bank account must be entitled: Girl Scouts-Great Rivers Council, Inc. Troop/Group #____.Rivers Council, Inc. Troop/Group #____.

Open your account as a non-profit business account.Open your account as a non-profit business account.

The address of the leader/advisor and/or one of the signers The address of the leader/advisor and/or one of the signers must be on the checks.must be on the checks.

04/12/2304/12/23 2020

Your Troop Bank AccountYour Troop Bank Account

How to Establish a Troop Bank AccountHow to Establish a Troop Bank Account Each troop account must have two signers that are registered Each troop account must have two signers that are registered

members of Girl Scouts.members of Girl Scouts.

One signer should keep the checkbook and write the checks, One signer should keep the checkbook and write the checks, the other should receive the bank statements.the other should receive the bank statements.

You will need the council’s Federal Identification Number… You will need the council’s Federal Identification Number…

call the Girl Scout Center to receive that number.call the Girl Scout Center to receive that number.

04/12/2304/12/23 2121

Managing the Troop Managing the Troop FundsFunds

Document all income and expenses in your Document all income and expenses in your bank book.bank book.

Save receipts…have a file or envelope entitled, Save receipts…have a file or envelope entitled, “income” and one entitled, “expenses.”“income” and one entitled, “expenses.”

When bank statements are received, check the When bank statements are received, check the statement against your documented income statement against your documented income and expense.and expense.

04/12/2304/12/23 2222


Remember: Remember: All troopAll troop funds must be handled solely by registered funds must be handled solely by registered

members of Girl Scouts.members of Girl Scouts.

All troop funds must be deposited in a bank account. All troop funds must be deposited in a bank account.

Troop funds are the property of the troop and should be used Troop funds are the property of the troop and should be used for troop activities. for troop activities.

Proper accounting of troop finances sets and example for Proper accounting of troop finances sets and example for girls and will help them properly manage their personal girls and will help them properly manage their personal finances. finances.

04/12/2304/12/23 2323

For more information on Managing Troop For more information on Managing Troop Funds, please click below:Funds, please click below:


04/12/2304/12/23 2424

The Troop Finance ReportThe Troop Finance Report

Purpose of Report: Purpose of Report:

Every troop leader is responsible for accounting Every troop leader is responsible for accounting for all troop funds. The Troop/Group Finance for all troop funds. The Troop/Group Finance Report is the tool used to report to girls, Report is the tool used to report to girls, parents, the service unit and Girl Scout Center parents, the service unit and Girl Scout Center how troop funds were managed during the Girl how troop funds were managed during the Girl Scout year. This report is important because it Scout year. This report is important because it also helps the council stay in compliance with also helps the council stay in compliance with IRS standards and our auditors. IRS standards and our auditors.

04/12/2304/12/23 2525


This report can be found on our website: This report can be found on our website:

www.grgsc.orgwww.grgsc.org

It is listed under “volunteers” and then It is listed under “volunteers” and then “forms.” The instructions for this form “forms.” The instructions for this form can also be found online. can also be found online.

04/12/2304/12/23 2626


Important Items to Complete on the Troop Finance Report:Important Items to Complete on the Troop Finance Report:

This form has two columns: Income and ExpenseThis form has two columns: Income and Expense Go through form line by line and complete each line under the two columns.Go through form line by line and complete each line under the two columns.

Add up the totals of each column and document on line 19.Add up the totals of each column and document on line 19.

Include names of signatures of account.Include names of signatures of account.

Include the balance of the account, the bank where the money is deposited Include the balance of the account, the bank where the money is deposited and the account number.and the account number.

Document the physical location where the bank account information is kept.Document the physical location where the bank account information is kept.

Preparer of report must sign at bottom.Preparer of report must sign at bottom.

The troop finance report is due June 1. The troop finance report is due June 1.

04/12/2304/12/23 2727

The following are some statements about the troop bank account and the troop The following are some statements about the troop bank account and the troop

finance report. Are they true or false? Please click the appropriate button.finance report. Are they true or false? Please click the appropriate button.


The Troop Finance Report only needs to be completed if you participate in a troop money earning activity.

The Troop Finance Report is private. Only seen by the troop leader, co-leader and service unit manager.

The Troop Finance Report is due June 1.

The troop bank account only needs one signer.

04/12/2304/12/23 2828

This statement is false. The Troop Finance This statement is false. The Troop Finance Report must be completed every year and Report must be completed every year and turned into the service unit by June 1. It turned into the service unit by June 1. It shows all income and expenses of the shows all income and expenses of the troop for the year and includes the names troop for the year and includes the names of the signers on the troop bank account of the signers on the troop bank account and where the bank statements are kept. and where the bank statements are kept.

Sorry, You are incorrectSorry, You are incorrect

04/12/2304/12/23 2929


This statement is false. The Troop This statement is false. The Troop Financial Report must be completed Financial Report must be completed every year by June 1 and turned into every year by June 1 and turned into service unit. It shows all income and service unit. It shows all income and expenses of the troop for the year and expenses of the troop for the year and includes the names of the signers on the includes the names of the signers on the troop bank account and where the bank troop bank account and where the bank statements are kept. statements are kept.

04/12/2304/12/23 3030

This statement is false. Girls, parents and This statement is false. Girls, parents and guardians have a right to see the troop guardians have a right to see the troop financial information at any time. financial information at any time.


04/12/2304/12/23 3131


This statement is false. Girls, parents and This statement is false. Girls, parents and guardians have a right to see the troop guardians have a right to see the troop financial information at any time. financial information at any time.

04/12/2304/12/23 3232

This statement is false. The troop bank This statement is false. The troop bank account must have two signers that are account must have two signers that are registered adult members of Girl Scouts.registered adult members of Girl Scouts.

Remember:Remember: One signer should keep the One signer should keep the checkbook and write the checks and one checkbook and write the checks and one signer should receive the bank statements.signer should receive the bank statements.


04/12/2304/12/23 3333


This statement is false. The troop bank This statement is false. The troop bank account must have two signers that are account must have two signers that are registered adult members of Girl Scoutsregistered adult members of Girl Scouts

Remember:Remember: One signer should keep the One signer should keep the checkbook and write the checks and one checkbook and write the checks and one signer should receive the bank signer should receive the bank statements.statements.

04/12/2304/12/23 3434


This statement is true. The Troop Finance This statement is true. The Troop Finance Report Form is due to the service unit by Report Form is due to the service unit by June 1. June 1.

04/12/2304/12/23 3535

This statement is true. The Troop Finance This statement is true. The Troop Finance Report Form is due to the service unit by Report Form is due to the service unit by June 1. June 1.


04/12/2304/12/23 3636

ScoutershipsScouterships

What is a scoutership? What is a scoutership?

A scoutership is financial assistance A scoutership is financial assistance provided to provided to individual applicantsindividual applicants based based on specific on specific financial needfinancial need and the and the applicants compliance with the applicants compliance with the scoutership scoutership philosophy and guidelines.philosophy and guidelines.

04/12/2304/12/23 3737


Scouterships are for individuals, not for Scouterships are for individuals, not for troops or groups. troops or groups.

Adults are eligible only if their participation Adults are eligible only if their participation is required to ensure is required to ensure Safety-Wise Safety-Wise guidelines. guidelines.

04/12/2304/12/23 3838


Specific financial need refers to two things: Specific financial need refers to two things:

1.1. That the troop activity fee being That the troop activity fee being requested by the parents requested by the parents is realistic for is realistic for most parents/guardiansmost parents/guardians (that is, (that is, assistance with the paying the activity assistance with the paying the activity fee is not a need of fee is not a need of mostmost parents in the parents in the group/troop) and group/troop) and

04/12/2304/12/23 3939

22. The family requesting the funding . The family requesting the funding has has specific financial needspecific financial need that does not that does not allow them to fully cover the activity fee. allow them to fully cover the activity fee.


04/12/2304/12/23 4040


Before a scoutership is requested: Before a scoutership is requested: Realistic girl/adult planning must take place Realistic girl/adult planning must take place

andand

All applicants must contribute some portion to the activity. All applicants must contribute some portion to the activity.

Remember:Remember: If most or all members of a troop must request If most or all members of a troop must request a scoutership to participate, it may be an indication that a scoutership to participate, it may be an indication that further troop planning is needed. further troop planning is needed.

04/12/2304/12/23 4141

ScoutershipsScoutershipsApplying for a Scoutership: Applying for a Scoutership: Ensure that the scoutership philosophy and guidelines are Ensure that the scoutership philosophy and guidelines are

followed.followed.

Complete and submit one copy of the Girl Scout Troop Complete and submit one copy of the Girl Scout Troop Program Activity Report to the Girl Scout Center (available Program Activity Report to the Girl Scout Center (available through the Girl Scout Center).through the Girl Scout Center).

Provide parents/guardians with the Request for Scoutership Provide parents/guardians with the Request for Scoutership Form (available through the Girl Scout Center) along with a Form (available through the Girl Scout Center) along with a complete explanation of the scoutership philosophy and complete explanation of the scoutership philosophy and procedures. procedures.

04/12/2304/12/23 4242

ScoutershipsScoutershipsParent/Guardian ResponsibilityParent/Guardian Responsibility Review and follow the scoutership philosophy and Review and follow the scoutership philosophy and

guidelines.guidelines.

Consult with troop leader.Consult with troop leader.

Complete the Request for Scoutership Complete the Request for Scoutership Parent/Guardian Form and mail to the Girl Scout Parent/Guardian Form and mail to the Girl Scout Center in time for review.Center in time for review.

04/12/2304/12/23 4343

Key Points Of Troop Key Points Of Troop FinanceFinance

Managing troop finances is a part of girl/adult partnerships.Managing troop finances is a part of girl/adult partnerships.

Every troop must maintain a troop bank account with two Every troop must maintain a troop bank account with two adult Girl Scout members as signers. adult Girl Scout members as signers.

The Troop/Group financial form is the tool used to report to The Troop/Group financial form is the tool used to report to girls, parents, the service unit and Girl Scout Center how girls, parents, the service unit and Girl Scout Center how troop funds were managed during the Girl Scout year. It is troop funds were managed during the Girl Scout year. It is due June 1. due June 1.

A scoutership is financial assistance provided to individual A scoutership is financial assistance provided to individual applicants based on specific financial need and the applicants based on specific financial need and the applicants compliance with the scoutership philosophy and applicants compliance with the scoutership philosophy and guidelines.guidelines.

04/12/2304/12/23 4444

Where to Get More Where to Get More InformationInformation

Resources for your use:Resources for your use: Troop Finance Workshop Participant Resource BookTroop Finance Workshop Participant Resource Book The The Adult Resource ManualAdult Resource Manual, page 72, page 72Forms:Forms: Troop /Group Financial Report Form InstructionsTroop /Group Financial Report Form Instructions – available at – available at

www.grgsc.orgwww.grgsc.org

Troop Group Financial Report FormTroop Group Financial Report Form – available at www.grgsc.org – available at www.grgsc.org

Troop Program Activity Report-Troop Program Activity Report- available through request at the available through request at the Girl Scout CenterGirl Scout Center

Request for Scoutership Parent/Guardian Form-Request for Scoutership Parent/Guardian Form- available through available through request at the Girl Scout Centerrequest at the Girl Scout Center

04/12/2304/12/23 4545

EvaluationEvaluation

Please click on the button below to go to Please click on the button below to go to the registration and evaluation form. the registration and evaluation form. Complete this form and we will give you Complete this form and we will give you credit for this workshop. If you have credit for this workshop. If you have questions about troop finance, please questions about troop finance, please email us at, email us at, [email protected]@grgsc.org..

Registration and Evaluation Form

04/12/2304/12/23 4646

Thank you for completing Thank you for completing the troop finance the troop finance workshop. workshop.

Good luck in the managing Good luck in the managing of troop finances with your of troop finances with your girls. girls.

Sports

Troop Finance Workshop