TROOP FINANCIAL MANAGEMENT PACKET

Transcription

1 TROOP FINANCIAL MANAGEMENT PACKET Revised 01/29/16

2 CHECKLIST FOR FORMS DUE BACK TO THE COUNCIL Due when opening troop or service unit bank account: Bank Account Information Form The Council has legal responsibility for all subordinated unit bank accounts. GSUSA and the Council s Audit Committee require the Council to provide oversight on these accounts. The Finance Department must present this form to our banks upon their request. In addition, when any changes are made to your troop or service unit bank account, a newly signed and dated form must be submitted to the Finance Department. These changes will include adding or changing signers on these accounts. Due June 30 of each year: Troop Finance Report / Service Unit Finance Report This form summarizes the troop or service unit income and expenses for the year. You must also attach a copy of your May bank statement to the report. Account ledgers are strongly encouraged to be used, and should be kept in your files with all deposit and expense receipts. Account ledgers or receipts are for your troop s records and are not to be sent to the Council, unless requested. Due at other times: 2016 Fall Product Program Intent Form This form registers your troop to participate in the 2016 Fall Product Program. Due in late summer or early fall Cookie Program Intent Form This form registers your troop to participate in the 2017 Cookie Program. Due in late fall or early winter. Bank Account Information Form This form is due when opening a new troop or service unit bank account and anytime changes are made to your troop or service unit bank account. These changes include adding or changing signers on these accounts. Please send financial forms to: Girl Scouts Spirit of Nebraska Attn: Finance Department 2121 S 44 th Street Omaha, NE 68105

3 Dear Troop/Group Leader: Managing Troop/Group Finances is an integral part of being a leader. Girl Scouts Spirit of Nebraska wants to partner with you to provide tools in order to facilitate this responsibility. Good financial management practices are essential to the girls, families of the girls, the troop, and the Council. Per the Girl Scouts of the USA Blue Book of Documents, all money and other assets, including property, that are raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting must be held and authorized by a Girl Scout council or Girl Scouts of the USA. Such money and other assets must be used for the purposes of Girl Scouting. They are the property of and are administered by the Girl Scout council or Girl Scouts of the USA. Such assets are not the property of individuals, troops, geographic units, subordinate units, or communities within a Girl Scout council. Specific elements of establishing, maintaining, and closing a troop bank account are required (these can also be found in the Volunteer Guide, Chapter 5. This packet has been developed to assist you with following the troop bank account requirements and effectively managing the troop funds and includes the following: Bank Account Guidelines Banking Letter to Bank with Girl Scout Spirit of Nebraska Board Resolution on Subordinated Unit Bank Accounts Bank Account Information Form Troop Finance Report Service Unit Finance Report Fall Product Program Intent Form Cookie Program Intent Form GSUSA requires all Girl Scout councils to maintain records of all troop funds. All troop and service unit bank account information will be maintained and kept on file in our Finance Department at the Great Plains Service Center. The Finance Department will be following up with you if these forms are not submitted by their due dates. If you have any questions or need assistance with anything regarding your troop bank account, please do not hesitate to contact your Membership Specialist or the Finance Department at Thank you for volunteering to be a leader. The Girls of Nebraska greatly benefit from your generousity. Yours in Girl Scouting, Jodi M Prewitt Chief Financial Officer

4 Bank Account Guidelines Establishing an Account: Provide the financial institution with the Letter to the Bank with the Girl Scouts Spirit of Nebraska Board Resolution on Subordinated Unit Bank Accounts contained in this packet The account must be set up as follows: Girl Scouts Spirit of Nebraska Troop/Group # Leader s Address Council Tax ID # Bank statements are to be sent to one of the volunteer signers on the account At least two registered and non-related adult Girl Scout volunteers are to be listed as authorized signers. These signers should not be living in the same household. The third signer will be a representative from Spirit of Nebraska staff, usually a Membership Specialist serving your area (please refer to the Letter to the Bank for specific process) Only one signature is required to write checks or make withdrawals Debit card associated with the account is permitted Credit cards or any other form of debt is not allowed Complete the Bank Account Information Form while at the bank establishing the account Submit the Bank Account Information Form to the Girl Scout Spirit of Nebraska Finance Department as indicated on the check list provided in this packet within one week of establishing the account On-going Maintenance of Account: Establish an effective bookkeeping system to keep track of financial activity o Keep detailed records of all expenses including all receipts o Keep detailed information of all deposits o Keep an organized filing system Reconcile the bank statement promptly every month and retain in your records o A dual system is recommended; one primary signer writes the checks, uses the debit card, and makes deposits and the second signer reconciles the bank statement Financial records should be open and available for all troop members to review at any time Required Reporting: Complete a Troop/Service Unit Finance Report annually o Attach a May bank statement o Ensure the Troop/Service Unit Finance Report agrees with the May bank statement o Submit the Troop/Service Unit Finance Report to the Girl Scout Spirit of Nebraska Finance Department by June 30 each year Changes to Account: At any time, if any of the authorized signers on the bank account change for any reason, please update the bank signature cards, complete a new Bank Account Information Form, and submit to the Finance Department within one week of signing the bank signature cards Closing an Account: At any time, if the bank account is closed, follow all bank account closing procedures as outlined in Chapter 5 of the Volunteer Guide o A final Troop/Service Unit Finance Report must be completed and submitted to the Finance Department with the final bank statement attached If a new account is established with the funds, a new Bank Account Information Form must be completed and submitted to the Finance Department If the troop is disbanding, please refer to Chapter 5 of the Volunteer Guide for options available and proper procedures

5 Dear Banking Institution: Girl Scout volunteers are presenting this letter to you so they may set up a bank account with your institution. In Girl Scouting, we refer to troops, service units, or other local areas as subordinate units. The bank accounts set up by these groups are then referred to as subordinate unit bank accounts. These accounts are set up under the tax identification number of our Girl Scout council, but they are used by the subordinate unit, not the council, to conduct their own Girl Scout business. Attached is the Spirit of Nebraska Board Resolution which are approved guidelines for Subordinate Unit Bank Accounts. Below are instructions on how to set up a bank account for a subordinate unit. When setting up a subordinate unit bank account, please use the tax identification number of Girl Scouts Spirit of Nebraska. That number is The accounts should be titled so Girl Scouts Spirit of Nebraska is on the first line. The specific name of the subordinate unit (troop, service unit, local area, etc.) should be listed on the second line. The mailing address and telephone number on the account should also be for the subordinate unit. That way, bank statements go to the appropriate Girl Scout volunteers and not directly to the council office. Spirit of Nebraska requires at least two registered adult volunteers and the Membership Specialist (Spirit of Nebraska staff) serving that area to be authorized signers on the account. Spirit of Nebraska requires only one signature on checks and money withdrawals. Subordinate units are allowed to have a debit card connected to the account if they wish. Subordinate units may not use credit cards or acquire debt. Please have the signature card signed by the volunteers. Then mail the signature card to the staff person in our office (the Membership Specialist) to obtain her signature or ask the Membership Specialist to come into your bank to sign it. We do not want documents containing the Membership Specialist s personal information leaving your bank with the leaders/volunteers. If at all possible, please do not pre-print the SSN or date of birth of our Membership Specialist on your signature card or other new account documents. If your system allows on file or something similar, that would be ideal. If your institution requires copies of any documents (a W-9 for Spirit of Nebraska, our tax exempt letter from the IRS, or a listing of statewide Membership Specialists), please contact Roxanne Johanek at (402) or via at rjohanek@girlscoutsnebraska.org. Yours in Girl Scouting, Jodi M. Prewitt Chief Financial Officer

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7 Bank Account Information Troop # or Service Unit # Troop Leader or Service Unit Manger s name Troop Leader or Service Unit Manger s address Treasurer Treasurer s Co-Leader Co-Leader s ACCOUNT SIGNERS (MUST LIST ALL SIGNERS ON THIS ACCOUNT): Signer Signer s Signer Signer s Signer Signer s FINANCIAL INSTITUTION INFORMATION: Bank Name Bank Address City, State, Zip Bank Routing Number (ABA) Account Number Account Type Checking Savings I certify that I am the owner or joint owner of the account(s) designated and am entitled to provide this information. I authorize Girl Scouts Spirit of Nebraska to initiate electronic credit entries and, if necessary, debit entries and adjustments for any credit entries in error to my account(s) listed above as well as any debit entries for product sales or other amounts owed the council. By signing this form, I am also giving consent to the above named Financial Institution to disclose/discuss this bank account information with Girl Scouts Spirit of Nebraska s Finance Department. This authorization will remain in effect until this account is closed. Troop Leader or Service Unit Manager s Signature Date / / Attach Voided Check Here NOTE: This form will be presented to our banks upon their request. If any changes are made to your troop or service unit bank account, a newly signed and dated form must be submitted to the Finance Department. These changes include adding or changing signers on an account. Please send to: Girl Scouts Spirit of Nebraska Attn: Finance Department 2121 S 44 th Street Omaha, NE /01/2013

8 Troop Finance Report Due Date: June 30 th June 1, 20 through May 31, 20 GSUSA requires all Girl Scout councils to maintain records of troop funds. According to Girl Scouts Spirit of Nebraska policy, troop funds are the property of the council and are to be maintained in a Girl Scout bank account. Each troop is required to complete and submit an annual Troop Finance Report with a copy of the May bank statement, no later than June 30 of the current membership year. Failure to submit a complete report is a violation of policy and may prevent your troop from participating in council-sponsored, Fall Product and Cookie Product Programs. Service Unit or School Troop # Level (check all that apply) Ds. Br. Jr. Cd. Sr. Amb. # of girls in troop: Leader s Name Phone Leader s Bank Name Address City Zip Bank Routing # Bank Acct. # SIGNERS ON THE ACCOUNT (TWO SIGNATURES OF TROOP VOLUNTEERS CURRENTLY REGISTERED AS GIRL SCOUT MEMBERS, PLUS THE MEMBERSHIP SPECIALIST FROM THE AREA SERVICE CENTER): Volunteer Name Volunteer Name Membership Specialist Name Income: Expenses: Beginning Balance Troop dues collected Fall Product receipts Cookie Program receipts Miscellaneous income Registrations Total Income Registrations Product Program payments Donations to GS Spirit of Nebraska and/or charity (Name(s) ) Programs and Field Trips Badges, pins, uniform pieces, books, etc. Supplies Other expenses Total Expenses *If balance exceeds $1,000, please note what your future plans include (i.e. saving for a trip or take action project, etc.) Total Income Minus Expenses Ending Balance* Check here if the troop is disbanding. If a troop disbands, the girls may decide what to do with the remaining funds. Please tell us what the girls plan to do with the remaining funds: Use remaining money on troop activities and then close the account. If the funds are not used by the end of the membership year, September 30 th, the funds should be used for one of these other options; or the girls may register and continue their troop. Donate to the new troops that the girls will be joining and then close the account. Donate to the Juliette Low World Friendship Fund and then close the account. Donate to the Girl Scouts Spirit of Nebraska to help provide Girl Scouting statewide and then close the account. Donate to charity of your choice. Name I understand that the IRS and GSUSA rules prohibit funds to be given to any individual girl or adult. I verify that all statements about the troop/group finances are true and acknowledge my responsibility to safeguard troop funds. I understand that receipts need to be kept for two years and will be available for random audits by the council. Signature of person responsible for troop finances Date / / Signature of an adult member who has reviewed the report Date / / Page 1 of 2 02/14/2014

9 TROOP FINANCE LEDGER Date Description Income Expense Balance All reports will be maintained and kept on file in our Finance Department. Please send to: Girl Scouts Spirit of Nebraska Attn: Finance Department 2121 S 44 th Street Omaha, NE Page 2 of 2 02/14/2014

10 Service Unit Finance Report June 1, 20 through May 31, 20 Due Date: June 30 th GSUSA requires all Girl Scout Councils to maintain records of service unit funds. According to Girl Scouts Spirit of Nebraska policy, service unit funds are the property of the council and are to be maintained in a Girl Scout bank account. Each service unit is required to complete and submit an annual Service Unit Finance Report with a copy of the May bank statement, no later than June 30 of the current membership year. Service Unit # Town/School Service Unit Manager Phone Bank Name Address City Zip Bank Acct. # Bank Routing # SIGNERS ON THE ACCOUNT (TWO SIGNATURES OF VOLUNTEERS CURRENTLY REGISTERED AS GIRL SCOUT MEMBERS, PLUS THE MEMBERSHIP SPECIALIST FROM THE AREA SERVICE CENTER): Volunteer Name Volunteer Name Membership Specialist Name Service Unit Income: Service Unit Expenses: Beginning Balance Service Project expenses Donations Program Supplies Program Fees Service Unit Assistance to Troop # Money-Earning income Donations to Charitable Organizations Miscellaneous income Name: Miscellaneous expenses Total Income Total Expenses I understand that the IRS and GSUSA rules prohibit funds to be given to any individual girl or adult. Total Income Minus Expenses Ending Balance I verify that all statements about the service unit finances are true and acknowledge my responsibility to safeguard service unit funds. I understand that receipts need to be kept for two years and will be available for random audits by the Council. By signing this form, I am also giving Girl Scouts Spirit of Nebraska s Finance Department authorization to obtain information on this bank account, from the above referenced Financial Institution. Signature of person responsible for service unit finances Date / / All reports will be maintained and kept on file in our Finance Department. Please send to: Girl Scouts Spirit of Nebraska Attn: Finance Department 2121 S 44 th Street Omaha, NE /14/2014

11 Fall Product and Cookie ProgramTroop Intent Form All information must be complete. Please print neatly. 5-DIGIT TROOP# OUR TROOP will be participating in the: 2016 Fall Product Program 2017 Cookie Program Both School City Service Unit (if applicable) Check Troop Level(s): Daisy (K-1) Brownie (2-3) Junior (4-5) Cadette (6-8) Senior (9-10) Ambassador (11-12) Product Manager Name Date PM Mailing Address City Zip Day Phone Evening Phone Cell Phone Leader Name Leader Mailing Address City Zip Day Phone Evening Phone Cell Phone Product Manager Position Description 1. Register as an adult Girl Scout member AND complete a Background Check and Volunteer Application. 2. Complete a Product Manager training session. 3. Follow the policies and procedures detailed in the Product Handbook given at training. Including: a. Training girls and their parents. b. Checking ALL order card(s) and compiling and entering troop product and recognition orders. c. Picking up products and distributing to each girl. d. Receiving ALL money from each girl. e. Providing Troop Profit to troop per procedure in Troop Product Handbook. f. Providing Amount Due to Council per procedure in Troop Product Handbook. g. Picking up the troop recognitions and distributing them to the girls. Return Completed Form to: Girl Scout Spirit of Nebraska Attn: Finance Department 2121 South 44th Street Omaha, NE cookie@girlscoutsnebraska.org Fax: Office Use Only DB SS fruit slices fruit slices a fat free food with sea salt

12 Fall Product and Cookie Program Individual Girl Participant Intent Form All information must be complete. Please print neatly. My Girl Scout will be participating in the: 2016 Fall Product Program 2017 Cookie Program Both School City Service Unit (if applicable) Grade Level (check one): Daisy (K-1) Brownie (2-3) Junior (4-5) Cadette (6-8) Senior (9-10) Ambassador (11-12) Girl Scout Name Date Address City Zip Day Phone Evening Phone Cell Phone Guardian Name Address City Zip Day Phone Evening Phone Cell Phone Return Completed Form to: Girl Scout Spirit of Nebraska 2121 South 44th Street Omaha, NE Fax: fruit slices fruit slices with sea salt a fat free food