TROOP CHECKING ACCOUNT PROCEDURES All Girl Scout troops are required to have a troop checking account

Transcription

1 TROOP CHECKING ACCOUNT PROCEDURES All Girl Scout troops are required to have a troop checking account Opening Your Troop Checking Account: New troops are required to establish the troop bank account within 30 days of receiving the Welcome Letter. Girl Scout Troops earning and spending money are required to have a troop checking account. This usually happens when there is money to deposit from troop dues, product sales or troop money-earning activities. Girl Scouts of Western Ohio s standard requires all troops to open their checking account at one of Western Ohio s identified banking institutions: PNC or Fifth Third Bank. Benefits: As part of Girl Scouts of Western Ohio s banking partnership with PNC and Fifth Third Bank, members will receive many benefits including: free checking, no minimum opening deposit requirement, free debit cards, electronic monthly statements, starter checks, and ATM usage. In addition to these account benefits, this banking partnership allows us to manage our financial resources more efficiently and does not require volunteers to have a third signer on the account. Exception: Please contact your regional Girl Scout Center to discuss options regarding other approved banking institutions if PNC or Fifth Third are not accessible to you. When to Open the Troop Checking Account Within 30 days of receiving the Welcome Letter o Two Girl Scout approved troop leaders o Minimum number of girls registered Before any troop money is received, earned, or spent Prior to receiving Girl Scout Cookie or Fall Product selling materials Who Should Open the Troop Checking Account? Girl Scout troop checking accounts require at least two approved signers two troop leaders or a troop leader and an assistant. (Only troop leaders and troop assistants are approved to handle troop funds.) All troop signers should complete the Troop Financial Management learning available online at gswo.org/formsanddocs. Additional signers: If there is another individual who will be an authorized signer on the account, they should come to the bank with you. They should also be prepared to provide their social security number and two forms of identification. Troop Checking Account Information Be sure to open a non-profit account. This will ensure the troop avoids monthly fees (if a Business Account your troop will acquire monthly fees). The statement must be sent to a signer s home residence. One signer must receive bank statements or have access to online banking while another holds checkbook/debit card. SPECIAL NOTE: While we require that the account be set up at PNC or Fifth Third Bank, it is not required that you order your checks through them. There may be instances where a volunteer may have access to order checks at a preferable cost. What to Bring to the Bank Signers should coordinate their schedules and all go to the bank together. Included in this packet are documents needed to open the PNC or Fifth Third Checking Account. All signers must bring: o A copy of their Girl Scouts of Western Ohio welcome (see sample attached) o Two forms of identification such as a Driver s License (or current government-issued ID that includes a photo, signature, document number, and expiration date) and a credit or debit card, passport, or state non-driver s license. o Social security number Provide bank with Troop Checking Account Packet forms attached or online (gswo.org/formsanddocs). o Troop Bank Account Request o Signature Card o Preferred Bank Letter o Tax Exempt Certificate (appropriate to state) After You Open the Troop Checking Account Complete the initial troop financial report within seven business days of opening account. Information needed on the form is the troop #, service unit #, names of the two signers, bank name, bank account #, and the opening balance. It is highly recommended that this process be completed by using the financial report online at gswo.org/financialreport. If that is not an option, please mail the requested document to your regional Girl Scout Center. Should you have questions or concerns, please contact your service unit chair or community engagement manager. Note: Make sure you keep all troop financial records and receipts to complete the annual Troop Finance Report (due July 31). A copy of this report is included in this packet. AT:bd/

2 Welcome Sample SUBJECT: Girl Scout Troop Leader Welcome Letter Name: FIRST NAME LAST NAME Position: TROOP LEADER Troop Number: TROOP NUMBER **PLEASE KEEP A COPY OF THIS FOR YOUR RECORDS!** You will need this document to open your troop bank account. Thank you for becoming a volunteer! Are you ready to take your first steps on a fantastic journey? As a Girl Scout troop leader, you ll have unlimited fun and adventure while impacting the lives of girls, contributing to your community and learning new things about yourself. Let's get started! Below are some key resources you will need and use on your adventure with girls: 1. Check out the Volunteer Toolkit: This digital platform is filled with troop management tools and resources to help make your job easier. Spend less time planning and more time having fun! 2. Be sure you complete your Volunteer Learning too! Two key trainings for your success are: 1. Girl Scouting 101 and, 2. New Troop Start Up (the primary delivery method is a one-on-one with paid staff recruiters) Additionally there are role specific learning opportunities that will help make sure your troop gets started on the right foot. 3. Set up your troop's checking account. You will need to open your troop checking account within the first 30 days of receiving this . Download the Troop Checking Account Procedures packet so you ll have everything you need to open your troop checking account with your second signer. 4. Find something fun to do right away! You can find a searchable list of upcoming events, an event calendar, and our annual Program Events Guide at gswo.org/events. This is your one stop shop for all things fun and adventure in Girl Scouts! Programs offered by both Girl Scouts of Western Ohio and its surrounding communities are listed in this exciting guide. 5. Join our Facebook Group: The GSWO Volunteer Support Group is a place for volunteers to receive real-time support from council staff and other volunteers. Exchange information, ask questions, and share ideas with your sister Girl Scouts! Have questions? Call the Girl Scouts of Western Ohio Customer Care Hotline: In the coming weeks you will be contacted by other volunteers in your area to get connected with our Girl Scout community. Your adventure awaits JS:bd/

3 SUBJECT: Girl Scout Troop Assistant Welcome Letter Name: FIRST NAME LAST NAME Position: TROOP Assistant Troop Number: TROOP NUMBER PLEASE KEEP A COPY OF THIS FOR YOUR RECORDS! You will need this document to open the troop bank account. Thank you for becoming a volunteer! As a troop assistant you provide vital support to the troop leader(s) in their responsibilities of guiding girls on a fantastic journey. As a Girl Scout troop assistant you ll have unlimited fun and adventure while impacting the lives of girls, contributing to your community, and learning new things about yourself. Let's get started! Below are some key resources you will need and use on your adventure with girls: 1. Check out the Volunteer Toolkit: This digital platform is filled with troop management tools and resources to help make your job easier. Spend less time planning and more time having fun! 2. Be sure you complete your Volunteer Learning too! Two key trainings for your success are: 1. Girl Scouting 101 and, 2. New Troop Start Up (the primary delivery method is a one-on-one with paid staff recruiters) 3. Depending on your role, troop assistants may need to review and follow the Transporting Girls resource or the Troop Financial Management Resource. 3. Set up your troop's checking account (collaborate with the troop leader on how this will happen). You will need to open your troop checking account within the first 30 days of receiving this . Download the Troop Checking Account Procedures packet so you ll have everything you need to open your troop checking account with your second signer. 4. Find something fun to do right away! You can find a searchable list of upcoming events, an event calendar, and our annual Program Events Guide at gswo.org/events. This is your one stop shop for all things fun and adventure in Girl Scouts! Programs offered by both Girl Scouts of Western Ohio and its surrounding communities are listed in this exciting guide. 5. Join our Facebook Group: The GSWO Volunteer Support Group is a place for volunteers to receive real-time support from council staff and other volunteers. Exchange information, ask questions, and share ideas with your sister Girl Scouts! Troop assistants assist the troop leader by supporting troop activities or by handling specific tasks like acting as the troop treasurer/bank account signer or a driver/chaperone on field trips. Troop assistants may also serve as Fall Product or Cookie Program managers and count toward the girl/adult ratio. Have questions? Call the Girl Scouts of Western Ohio Customer Care Hotline: In the coming weeks you will also be contacted by other volunteers in your area to get connected with our Girl Scout community. Your adventure awaits JS:bd/

4 Bank Name: TROOP BANK ACCOUNT REQUEST Request Account # Open a New Account Make Changes to Account Close Account Bank Contact Person: Bank Phone #: ( ) Bank Fax #: ( ) We request your banking facility fulfill the above request for a checking account in the name of: Girl Scouts of Western Ohio Troop #:. The signers on this account will be: For security, identification purposes, and to release information over the telephone, we ask that you provide us with the following information for all authorized signers on your new checking account. Please Note: Only the bank and Girl Scouts of Western Ohio s Finance Director will view this information. Name (Please Print): Date of Birth: Address: Phone: Social Security #: Mother s Maiden Name: Position/Relationship to Organization: Driver s License #: Name (Please Print): Date of Birth: Address: Phone: Social Security #: Mother s Maiden Name: Position/Relationship to Organization: Driver s License #: Name (Please Print): Date of Birth: Address: Phone: Social Security #: Mother s Maiden Name: Position/Relationship to Organization: Driver s License #: Please Mail Bank Statement To The Following Signer on Account: *Address should be the residence of one account signer who serves as troop leader or troop assistant and does not hold the checkbook or debit card. Name: Mailing Address: City: State: Zip: Our Tax ID# is Please refer to this ID number only in regard to banking transactions on this account. AT:bd/

5 SIGNATURE CARD Bank Name: Bank Contact Person: Bank Phone #: ( ) Bank Fax #: ( ) GIRL SCOUTS OF WESTERN OHIO TROOP # Account No. (Bank to Complete) Please enter the mailing address of the signer receiving monthly bank statements. Street Address: City and State: Home Phone: Work Phone: Type: Tax ID or S.S. Number: NEW ADD REPL Ownership: Opened By: BC No: Date: Non Profit [501 (3)]: THE UNDERSIGNED AGREES TO THE TERMS AND CONDITIONS AT THE RIGHT. Non-U.S. Senior Foreign (Two Signatures are Required) Person? * Official? ** Yes or No Yes or No X Printed Name Yes or No Yes or No X Printed Name Yes or No Yes or No X Printed Name US Patriot Act Requirements *1. Are you a Non-U.S. person with more than $500,000 on deposit or invested with this Bank? **2. Are you a Senior Foreign Official of a government branch, military branch, political party, foreign government-owned company or a close personal or professional associate of one of these persons? Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me) and, 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding. Certification Instructions You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because of underreporting interest or dividends on your tax return. X COPY 1: Bank X Zip: COPY 2: Check Processing SIGNATURE CARD TERMS AND CONDITIONS 1. The terms and conditions stated herein, together with resolutions or authorizations which accompany this signature card, if applicable, and the Rules, Regulations, Agreements, and Disclosures of Bank constitute the Deposit Agreement ( Agreement ) between the individuals(s) or entity(ies) named hereon ( Depositor ) and the Bank. 2. This Agreement incorporates the Rules, Regulations, Agreements, and Disclosures established by Bank from time to time, clearing house rules and regulations, state and federal laws, recognized banking practices and customs, service charges as may be established from time to time and is subject to laws regulating transfers at death and other taxes. 3. All signers hereby agree that the above named bank is authorized to act as a depository under the terms and conditions of the Agreement. 4. Bank is authorized to recognize the signatures executed hereon in such numbers as indicated, for the withdrawal of funds or transactions of any other business regarding this account until written notice to the contrary is received by Bank. 5. In the case of overdraft or overpayment on this account, whether by error, mistake, inadvertence or otherwise, the amount of such overdraft or overpayment shall be immediately paid to the Bank. 6. Depositor acknowledges and agrees that Bank, for itself and as agent for any affiliate of this Bank, is granted a security interest in, and may, at any time, set off, against any balance in this account, any debt owed to Bank by any person having the right of withdrawal or any debt owed to Bank by any entity listed under the Account Title. A debt includes, but is not limited to, an obligation owing to Bank, whether now existing or hereafter acquired by Bank whenever payable and without regard to whether arising as maker, drawer, endorser, or guarantor. 7. All signers agree to the Terms and Conditions set forth hereon, acknowledge receipt of a copy of the Rules and Regulations, Agreements, and Disclosures of Bank and agree to the terms set forth therein. AT:bd/

6 June 22, 2016 Girl Scouts of Western Ohio Troop Leader 4930 Cornell Road Cincinnati, Ohio Troop Leader: In an effort to simplify the account opening process of your Troop Account, I detailed below instructions you can provide to the PNC representative at any branch location. Account Opening Procedures Girls Scouts of Western Ohio Must have account authorization forms from Girl Scouts of Western Ohio with their Tax ID Number or approval from Girl Scouts of Western Ohio State of Ohio Website 1/1/08 Document Open a Non-Profit Checking account under new profile A. Account Details (subject to change): 1. No minimum opening deposit required 2. No monthly maintenance fee 3. Transaction Fee: First 150 transactions per month are included $0.50 per transaction for additional transactions 4. Overdraft Fees: $36.00 per item 5. Monthly Statement Electronic Statement available Online Paper statement with Check Safekeeping included Paper statement with images of checks available for $3.00 B. Debit Card 1. Provided with account opening C. Checks 1. Starter kit will be provided 2. Check printing charges vary depending on style ADDRESS Please make sure the mailing address reflects the Troop Leaders home address not Girl Scouts of Western Ohio s corporate address. Online Banking A. Not offered at this time Please feel free to contact me, at or , if you have any additional questions or concerns. Sincerely, Johnda L. Keuffer Vice President/Branch Manager

7 Girl Scouts of Western Ohio Troop Leader 4930 Cornell Road Cincinnati, Ohio Troop Leader: In an effort to simplify the account opening process of your Troop Account, please find detailed instructions below you can provide to the Fifth Third representative at any branch location of your choice. Account Opening Procedures Girl Scouts of Western Ohio Must have account authorization forms from Girl Scouts of Western Ohio with their Tax ID Number All other required documentation is on file at Findlay Northview Open a Business Standard Checking account for Non-Profit 501(c)(3) o Account Details (subject to change): Standard pricing applies, with the exception of the minimum balance requirements; see the Rules and Regulation Booklet for details. No Minimum opening deposit required o Minimal funding of account will be required within 4 weeks of account opening. No monthly Maintenance fee based on your Non-Profit eligibility Monthly Statement Electronic Statement available online o Debit Card Provided with account opening o Checks Stater Checks provided 25% off first check order Check printing charges vary depending on style o Other Account Benefits ATM usage available 1 free non-fifth Third ATM transaction monthly Internet Banking options Accounts Alerts Mobile Banking available Please feel free to contact me at the branch at or my direct line at or via at Nora.altenburg@53.com if you have any additional questions or concerns. Sincerely, Nora L Altenburg Personal Banker Fifth Third Findlay Northview

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