Your one-stop shop for help managing troop, Service Unit, and Juliette banking and all money-earning activities.
As a steward of your troop’s money, you have a wonderful opportunity to teach Girl Scouts about business and financial literacy skills that will serve them throughout their lives.
Your Girl Scout troop will plan and finance its own activities, and you’ll coach your troop members as they earn and manage troop funds. Troop activities are powered by proceeds earned through council-sponsored product program activities (such as the Girl Scout Cookie Program), money-earning activities, and any dues your troop may charge.
Remember that all funds collected, raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting belong to the troop and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individuals.
Getting Started: Opening a Troop Bank Account and Collecting Start-Up Fees
No matter how much your troop plans to save or spend, you’ll need a
safe place to deposit your troop dues, product program proceeds, and
other funds. If you’ve stepped up to lead an existing troop, you may
inherit a checking account, but with a new troop, you’ll want to open
a new bank account.
It’s important to manage troop finances responsibility, track
spending, and keep good records. Troops must submit an annual Troop
Finance Report outlining income and expenses to Girl Scout River
Valleys by June 30.
Where to Bank
Girl Scouts River Valleys has a banking partnership with Wells
Fargo, making it easy to set up a troop account. In addition to these
account benefits, this partnership allows us to manage our financial
resources more efficiently.
Girl Scouts River Valleys’ recommends all troops to open their bank
account at Wells Fargo unless there is not a location within ten miles
of their home. Troops more than ten miles from a Wells Fargo branch
can reference the Troop Finance Introduction sheet, found in the Troop Finance
Packet, which lists guidelines for opening an account at other
financial institutions.
Wherever you bank, keep in mind that business checks may not be the
best use of a troop’s money. Debit card and online banking are allowed
and preferred. A volunteer may choose to purchase checks through
another value-priced vendor or may even choose to manage the finances
entirely through a debit card.
Opening a Bank Account at Wells Fargo
Troops will want to open an Initiate Business Checking (with
permanent fee waiver), which gives troops many account benefits
including free checking, no minimum balance, interest bearing checking
accounts, free debit cards, and online banking.
Troop Finance Packet
Review our Troop Finance
Packet to find all the documents you will need in order to open
and manage your bank account:
Print the Wells Fargo Letter of Authorization, fill out the
necessary portions, and bring it with you to the appointment.
Pick Your Co-Signers
Determine who will be the two signers for the account, contact your
local branch to make an appointment for both volunteers to go to the
bank together. Accounts must have at least two co-signers, both of
whom are current Girl Scout members affiliated with the troop, service
unit, or group and appointed to a volunteer role approved for handling finances.
One signer should keep the debit card/checkbook and handle
transactions while the other signer receives the money statement to
verify transactions.
Both signers on the account cannot be related or living in the same
household. Each adult signer should bring two forms of personal
identification, social security number, and an email address.
Open the Account
Any Wells Fargo location can open a troop account for you—just call
your local branch and ask for an appointment with a business banker
familiar with Girl Scout accounts. $25 minimum is required to open an account.
Before you leave, please ask your banker to verify that the troop’s
account is the no-feeInitiate Business Checking, and
that the address to which the statements will be sent is a home
address for one of the signers.
Once the account is set-up, you will be able to do your banking at
any Wells Fargo location.
In accordance with the Internal Revenue Service and Girl Scouts of the USA, Juliette Girl Scouts are not allowed to have bank accounts or hold cash. Therefore, Juliette Girl Scouts may hold funds in the form of council issued Juliette Program Credits.
Download and return the Juliette Program Credit Deposit Form if a Girl Scout in your troop is transferring to a Juliette (individual Girl Scout) status or if a Juliette earned money.
All About Juliette Girl Scouting
Girl Scout Juliettes are registered girl members, in grades K-12, who are not affiliated with a troop and complete Girl Scout activities with the guidance of an adult mentor. This article outlines how Juliettes can participate in a way that fits their schedule and participate in activities that meet their needs and interests.
Why Participate as a Juliette?
There are many advantages to participating in Girl Scouts as a Juliette.
Juliettes:
Gain leadership experience.
Can participate in all Girl Scout activities individually, so they can tailor their experience.
Create a well-rounded Girl Scout experience by completing the planning guide for their grade-level on their own time.
Serve their community through individual community service projects and Take Action projects.
Have opportunities to connect with other Girl Scouts through council sponsored virtual and in-person events.
What Can a Juliette Do?
Girl Scout Juliettes can do anything Girl Scouts in a troop can do. Juliettes learn to Discover, Connect, and Take Action when they:
Complete Girl Scout Journeys and Badges
Girls can choose from different Journey books at each program grade level. Journeys guide Girl Scouts towards becoming leaders in their community. Juliettes can also earn badges, which include a variety of skill-building activities, many of which complement the Journeys.
Attend Girl Scout Events and Activities
Juliettes can meet other girls in their area while completing Journeys, earning badges, and learning more about the outdoors, STEM, healthy living, and entrepreneurship at council-sponsored events. Service Units also offer many events which are great ways for Juliettes to meet other Girl Scouts in their area. New this year to Girl Scouts River Valleys will be exclusive Juliette Girl Scout virtual meetups and programs.
Help Others Through Community Service
Part of the Girl Scout Law is to “make the world a better place.” Juliettes can work on their own or with their Girl Scout community to carry out this tradition. Juliettes can also pass along what they’ve learned, gain leadership skills, and earn special mentoring awards by helping younger Girl Scouts at troop meetings, events, camp, and more.
Participate in the Girl Scout Cookie Program or the Fall Product Program
Just like Girl Scouts in troops, Juliettes can fund their Girl Scout activities while learning business skills like goal-setting, decision-making, money management, people skills, and business ethics when they participate in the Cookie Program or the Fall Product Program (Snacks & Magazines sale).
Earn Girl Scouting’s Highest Awards
The Gold, Silver, and Bronze Awards are the highest awards in Girl Scouting. Juliettes can earn these awards too by leading a Take Action project to improve their local community.
Travel with Girl Scouts
Juliettes can experience leadership opportunities and cross-cultural understanding through regional, national, and international travel. Learn more about traveling with Girl Scouts.
Girl Scout Juliette Mentors
A Girl Scout Juliette mentor is a parent or trusted adult who guides a Juliette through their experience. Mentors are provided support customized to the Juliette’s grade level. Juliette mentors are invited to join Rallyhood where they will have access to the most up to date program opportunities, including activity plans to earn badges and journeys, Juliette mentor resources, and a calendar of events to enhance the Juliette Girl Scout and mentor experience.
Because individual Girl Scouts are not eligible to hold a bank account like troops do, they receive Juliette Program Credits (JPCs) from selling cookies during the cookie sale and items during the Snacks & Magazines sale. They can also convert money from money-earning activities, or from a previous troop into JPCs by using the deposit form (PDF).
The Girl Scout Cookie and Fall Snacks & Magazines Programs should be the primary way Girl Scouts earn money for programs and activities. Once the money comes in from participating in either of these programs, funds can be used for troop expenses. If the budget goal for a specific activity has not been met through product sales, Girl Scouts may participate in supplemental money-earning projects.
Cookie Program
The Cookie Program (February-March) is the largest girl-run business in the world. Participation in the program teaches girl financial literacy and business skills.
Fall Snacks & Magazines Program
The fall Snacks & Magazines Program lasts for four weeks beginning the end of September and ending near the end of October. Sales are limited to family and friends and it’s a great way to add to the troop treasury, or for new troops to earn start-up funds.
Cookie Credits, Fall FUNds, and Juliette Program Credits
Girl Scouts earn Cookie Credits from the Cookie Program, Fall FUNds from the Fall Snacks & Magazines Program. In addition, Juliette Girl Scouts earn Juliette Program Credits for both programs. Each of these program credits can be used to help pay for day camp, resident camp, Girl Scout Gold and Silver Award projects, and other Girl Scout activities. In the spirit of planning, girls should make decisions as to how they will use their Cookie Credits and Fall FUNds—whether for their own use or for the benefit of the troop.
Both types of rewards expire mid-September in the year following the program season during which they were earned. For example, 2023 Cookie Credits will expire September 15, 2024. Both credits being used for extended council-approve troop trips or lifetime membership have an extended expiration date for two more years. Juliette Program Credits do not expire.
ACH (Automated Clearing House) Frequently Asked Questions
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. 1, 2022
Deadline date for families
to turn in money into troop
Dec. 8, 2022
Deadline date to deposit
money into troop’s bank account
Dec. 8, 2022
Deadline date to submit a
Finance/Inventory Issue Form for any money collection
issues
Dec. 21, 2022
FINAL Refund Automated
Clearing House (ACH) to troop account for proceeds due to
troop
Dec. 16, 2022
FINAL Balance Automated
Clearing House (ACH) withdrawal from troop bank account
processed by Girl Scouts River Valleys
Cookie Program
Mar. 10, 2023
Girl Scouts River Valleys will run report to determine first ACH amount
Week of Mar. 13, 2023
Emails sent to troops with First ACH withdrawal amount
Mar. 14, 2023
Deadline date to deposit money into troop’s bank account for first ACH withdrawal
Mar. 17, 2023
FIRST Automated Clearing House (ACH) withdrawal from troop bank account processed by Girl Scouts River Valleys
Week of Mar. 20, 2023
Smart Cookies will be updated to reflect the ACH withdrawal
Apr. 1, 2023
Deadline date to deposit money into troop’s bank account
Apr. 1, 2023
Deadline date to submit a Finance/Inventory Issue Form for any money collection issues or excess inventory issues
Apr. 21, 2023
FINAL refund Automated Clearing House (ACH) to troop account for proceeds due to troop
Week of Apr. 24, 2023
Emails sent to troops with Final ACH withdrawal amount
May 3, 2023
FINAL Balance Automated Clearing House (ACH) withdrawal from troop bank account processed by Girl Scouts River Valleys
Week of May 8, 2023
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 10, 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 10, 2023, 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 10, 2023 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 May 3, 2023, 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. Juliettes 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 or guardian’s 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.
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 Troop Finance Specialist, Becky Rettler at becky.rettler@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.
Girl Scouts must be involved in planning and implementing the project.
Money-earning projects are for troops only. Service Units are welcome to support and assist in the planning, but all proceeds must go back to individual troops.
Girl Scouts must receive 100 percent of the proceeds from any money-earning activity; and funds raised must belong to the troop as a whole (they cannot be refunded or redeemed by an individual member).
Troops cannot take orders for, sell, or endorse commercial products or businesses of any kind (this includes Mary Kay, Tupperware, Candle Lite, Culvers, and coupon programs). However, they can sell wholesale, non-branded, or homemade items.
Troops cannot use paid advertising or the Internet to promote their project. They are encouraged to use signs, fliers, and word of mouth.
Projects must not be conducted on a door-to-door basis (with the exception of the Cookie Program).
For projects involving food, troops must follow state food safety guidelines and, in some cases, purchase a food license:
Remember, you don’t need to spend money for your troop to have a fun and meaningful Girl Scout experience. They will remember their troop mates, leaders, nature walks, learning, and all the little moments that didn’t cost a thing!
Money-Earning Project Ideas
Sell crafts and goods:
Garage sale
Calendars, cookbooks, or bird feeders/houses
Wreath, flower, plant, or tree sale (items must be wholesale/non-branded)
Concession stand (must have appropriate food license and receive 100 percent of the profits)
Cookie or cocoa mix in a jar (must have appropriate food license, if applicable)
Charge or accept donations for services:
Babysit at special events (with an adult who is First Aid and CPR certified), tutor others, or walk dogs
Wash cars, rake lawns, or shovel sidewalks
Bag groceries or gift wrap for donations (cannot replace a paid employee’s regular position)
Referee at sporting events
Offer clown activities or face painting at community or school events
Organize a fall or international festival (accept donations or charge a small fee)
Community dinner or breakfast (must have appropriate food license and follow promotion guidelines)
Facilitate badge/patch workshops for younger troops
Facilitate a recyclable drive (i.e., cans, paper or ink cartridges)
Take and distribute holiday photos
Charge or accept donations for productions like haunted houses, talent shows, sock hops, or dances in the community
Financial and In-Kind Donations
Sponsorships and donations are mutually beneficial partnerships between Girl Scout troops and businesses, schools, communities of faith, and other organizations. Use the Financial and In-Kind Donation Form (PDF) to document donations to your troop or Service Unit.
The following sponsorship and donation guidelines must be adhered to:
Raffles, silent auctions, games of chance, and direct solicitation of cash are not approved activities.
Troops may not ask large corporations or chains for donations; however, they may ask local businesses to donate in-kind materials (like supplies or food for an activity).
Troops cannot raise money for another organization or charity; however, girls may choose to donate a portion of the proceeds they earn to a charity of their choice.
Buy Tax-Fee
Girl Scouts is a nonprofit organization meaning, in most cases, troops do not have to pay sales tax for purchases made for troop activities, meeting supplies, and other typical expenses. Examples of exceptions to this would be prepared food or lodging, or a car rental on a troop trip.
To buy tax-free, provide the following Minnesota and Wisconsin state taxes to merchants to validate tax-exempt status:
To make records and reporting easy, do not mix personal and troop funds and don’t use the troop checkbook for non-troop transactions. Save receipts from all troop activities and purchases and check your bank statements frequently with your receipts. Keeping good financial records ensures you have the necessary documentation, especially in the case of any issues.
Every June, troop leaders (and service units) are required to complete the Girl Scout Finance Report to make sure that proper records of funds are maintained and kept on file at the council office.
Troop Disbands, Transfers, Splits and Mergers
It is not uncommon for troops to change, move around, or disband. If this happens to your troop, follow these instructions regarding the troop’s money.
Disbanding Troops
Before a troop disbands, the troop is encouraged to use the existing money for activities. If funds are left, money is to be turned over to the council. A troop leader must submit a Troop Disband Form, along with confirmation of closure or zero balance of any and all troop bank accounts within thirty days of the last troop activity as registered Girl Scout members.
If one of your Girl Scouts leaves your troop, they relinquishes any claim on money they helped earn for the troop. If the Girl Scout is bridging, transferring to another troop, or becomes a Girl Scout Juliette*, the original troop has the option–though encouraged as a gesture of goodwill and sisterhood–to send the Girl Scout with a portion of the money for her next Girl Scout adventure.
To do this, the funds should be divided proportionally to the number of Girl Scouts in the troop. The troop of the transferring girl should receive one of the proportionally divided funds (payable to the new troop, not the Girl Scout or caregiver).
*Juliettes have program credits instead of checking accounts. If your transferring Girl Scout is becoming a Juliette, mail a check to Girl Scouts River Valleys with a completed Juliette Program Credit Deposit Form (PDF). Juliette Program credits will then be sent to the Girl Scout in return.
Split or Merge
If a troop splits into multiple troops or merges into one troop, the original troop’s funds should be divided proportionally to the number of Girl Scouts in each new troop.
For example, a troop of thirty-five Girl Scouts splits into two distinct troops of seventeen and eighteen, respectively. The original troop has $350 in its treasury. Divide $350 by thirty-five Girl Scouts = $10 per girl. The funds are then distributed accordingly to the new troops: $170 to the new troop of seventeen and $180 to the new troop of eighteen.
If all Girl Scouts from one troop merge into another troop, all the funds from the old troop are to be transferred to the new troop.
Financial Assistance
Girl Scouts is an organization for all, and we do not want financial constraints to have any bearing on a member’s ability to wear their uniform proudly, attend council-events and camp, and do fun things with her troop.
Complete a financial assistance form for shop purchases, troop dues, camp, and events can be found online. Forms must be completed by a parent or guardian requesting assistance for their Girl Scout, or by the adult requesting assistance for themselves.
Managing Service Unit Money
Full guidance for Service Unit Managers or Service Unit Treasurers on
managing Service Unit finances.