Automated Clearing House (ACH) - Information, Questions, and Answers
An Automated Clearing House (ACH) is when a third party (in this case, Girl Scouts River Valleys) needs to either withdrawal or credit a troop’s bank account electronically.
How Does an ACH Work?
Troops simply deposit all money collected (either from Snacks & Magazines or the Cookie Program) into their troop’s bank account. Then, on scheduled dates, money will be withdrawn from the troop’s bank account into Girl Scouts River Valleys’ bank account.
When Are the Scheduled ACH Withdrawals and Deadlines?
Snacks & Magazines Program
Dec. 4, 2023 |
Deadline date for families to turn in money into troop |
Dec. 7, 2023 |
Deadline date to deposit money into troop’s bank account |
Dec. 15, 2023 |
FINAL Balance Automated Clearing House (ACH) withdrawal from troop bank account processed by Girl Scouts River Valleys |
Dec. 20, 2023 |
FINAL Refund Automated Clearing House (ACH) to troop account for proceeds due to troop |
Cookie Program
Mar. 8, 2024 |
Girl Scouts River Valleys will run report to determine first ACH amount |
Week of Mar. 11, 2024 |
Emails sent to troops with First ACH withdrawal amount |
Mar. 12, 2024 |
Deadline date to deposit money into troop’s bank account for first ACH withdrawal |
Mar. 15, 2024 |
FIRST Automated Clearing House (ACH) withdrawal from troop bank account processed by Girl Scouts River Valleys |
Week of Mar. 18, 2024 |
Smart Cookies will be updated to reflect the ACH withdrawal |
Apr. 2, 2024 |
Deadline date to deposit money into troop’s bank account |
Apr. 2, 2024 |
Deadline date to submit a Finance/Inventory Issue Form for any money collection issues or excess inventory issues |
Week of Apr. 15, 2024
|
Emails sent to troops with Final ACH withdrawal amount
|
Apr. 19, 2024 |
FINAL refund Automated Clearing House (ACH) to troop account for proceeds due to troop |
Apr. 26, 2024 |
FINAL Balance Automated Clearing House (ACH) withdrawal from troop bank account processed by Girl Scouts River Valleys |
Week of Apr 29, 2024 |
Smart Cookies will be updated to reflect ACH withdrawal |
How is ACH amount determined?
Snacks & Magazines Program
The amount that will be withdrawn from the troop’s bank account is the final balance amount owed to Girl Scouts River Valleys that is reflected in M2OS.
Cookie Program
The first ACH withdrawal will be calculated by multiplying $1 by the total packages received by the troop as of March 8, 2023, minus any credit card payments made through Smart Cookies.
Example 1: If the troop’s Total Packages Received in Smart Cookies is 846 packages as of March 8, 2024, then Girl Scouts River Valleys will withdrawal $846 from the troop’s bank account.
Example 2: If the troop’s Total Packages Received in Smart Cookies is 846 packages as of March 8, 2024 and the troop had $200 in Smart Cookies Direct Ship, booth, and/or girl delivery credit card orders, then Girl Scouts River Valleys will withdrawal $646 from the troop’s bank account.
On April 26, 2024, the final ACH withdrawal will be the total that is in the Balance box on the Troop Balance Summary Report.
Does My Troop Have to Have a Bank Account to Participate in ACH?
Yes. All troops, except Juliette Girl Scouts, participating in either the Snacks & Magazines or Cookie program must have a troop bank account to deposit money collected from families and for the ACH to be processed.
Juliette Girl Scouts are the exception as they are not allowed to have bank accounts. Juliette Girl Scouts deposit their money into the Girl Scouts River Valleys Wells Fargo account using a special encoded deposit ticket, which is provided to them at the beginning of the program. Due to Girl Scouts of the USA and IRS regulations, Juliette Girl Scouts cannot keep proceeds as cash on hand or have checking/savings accounts in their name. Additionally, Juliette money cannot be deposited into parent/guardian personal account.
What if my troop’s bank account is not through Wells Fargo?
Your troop’s bank account does not need to be through Wells Fargo for an ACH withdrawal to be processed. An ACH withdrawal can occur between any financial institutions.
How often should deposits be made?
We encourage troops to make money deposits weekly. To keep the money safe and secure, it is in the best interest of the troop for money to be deposited frequently. It is also in the best interest for the customers as it minimizes the amount of returned checks (non-sufficient funds, closed accounts).
Does the person making the deposits into the troop’s bank account need to be a signer on the account?
No. The troop leader will need to make sure whoever is making deposits has the troop’s bank account number and/or deposit tickets for the troop’s bank account. Cash deposits made by a non-signer may need to provide photo ID when making deposit.
Can a troop pre-determine the amount pulled from their account?
No. The ACH amount is pre-determined by the formula listed above and cannot be adjusted.
Can a troop have the money withdrawn out earlier then predetermined dates?
Yes. If your troop has a large balance in the account and would like Girl Scouts River Valleys to withdraw the money prior to the pre-determined dates, you can call 800-845-0787 and talk to Troop Finance Specialist, Becky Rettler.
What if there is not enough room to write all the checks on deposit ticket?
Girl Scouts River Valleys has created a fillable PDF for you to use called the Deposit Ticket Check Listing Sheet (PDF). Within this document, you enter in the currency, coin, and check numbers and amounts, and the totals automatically calculate for you! This PDF form can be attached to a deposit ticket and brought to the bank when making a deposit. An electronic copy can also be saved for back-up documentation of the deposit.
To whom are checks written out and how do we endorse checks for deposit?
Checks must be written out to Girl Scouts and endorsed “for deposit only” when depositing.
What should I do if I know money will not be in the bank for the scheduled ACH?
Timely and regular communication among the leadership of the troop is a vital component for the success of ACH with your troop. However, we understand that emergencies do happen. If you find that this is the case, the troop will need to complete the Finance/Inventory Issue Form by the dates listed in the guidebooks and online.
If the money is not in the troop’s bank account when the ACH withdrawal is processed, what happens?
If the troop bank balance does not have sufficient funds to cover the ACH withdrawal, a non-sufficient funds charge may be incurred. Girl Scouts River Valleys will not reimburse troops for these charges. Girl Scouts River Valleys will contact the troop leader and/or cookie manager regarding the returned ACH via email and arrange for payment.
Can families or troop leaders deposit money into their personal account and then write a check to the troop?
Parents and troops can use Venmo, Cash App, and PayPal Friends and Family apps to collect transfer funds to troop account but not a personal check.
What if our troop is only participating in online orders for Snacks & Magazines and/or the Cookies Program?
The money paid for online Snacks & Magazines and Cookies is automatically deposited into Girl Scouts River Valleys’ bank account and then is credited to the troop in M2OS and Smart Cookies.
If your troop is only participating in online orders and is due a refund for troop proceeds earned, Girl Scouts River Valleys will process that refund to the troop bank account via ACH.
Will M2OS and/or Smart Cookies be updated to show the ACH from the troop bank account?
Yes, the ACH withdrawal amounts will be reflected in M2OS and Smart Cookies 1-2 days after the money is withdrawn from troop’s bank account.
What if we accidentally deposit money into the council’s bank account instead of the troop’s bank account?
Contact Girl Scouts River Valleys Troop Finance Specialist, Becky Rettler, at 800-845-0787 or girlscouts@girlscoutsrv.org as soon as possible to make sure the funds have been credited to the troop. ACH withdrawal will be adjusted, instead of Girl Scouts River Valleys transferring the money to the troop’s bank account and then having to transfer the money back for the ACH.
