Annual Troop Finance Report

This Training will : Introduce the *NEW* online Report Form Explain the Step-by-Step process of completing & submitting the report Answer Frequently Asked Questions

What is the Annual Troop Finance Report? An accurate representation of a troop or group’s financial reconciliation for the current fiscal year with Girl Scouts

Who needs to complete it? All Troops formed before May 1 st, 2016 All groups operating an account with Girl Scouts that are not a Service Unit or Camp All troops that maintain a separate Travel account. All Staff-Led or Council-run accounts **Troops/groups who are unsure if they qualify for this year’s reporting are welcome to contact for further assistance.

1.Bank Statements 2.Receipts/Invoices 3.Detailed Cash Record (or another form you have created & used for daily financial tracking) 4.Financial Assistance notifications (if applicable) The Information you will want to review for your reporting:

The Report: The Annual Troop Finance Report can be accessed by following the link on the Money Earning & Troop Banking page or by typing in The report is due by June 30 th. 2.All troops that plan to disband for the year are asked to submit an updated Finance Report to the Banking Coordinator, as well as submit a disbanding report to their Troop Program Manager.disbanding report

Troop Number or Group Name and Service Unit Number: Please be sure that you have indicated the accurate troop or group information and correct service unit number to ensure your report is associated to your submission. Finance Report Start Date: This date represents the date that your financial tracking began for the current fiscal year. For most troops, this will start based on the end date of last year’s report. For New Troops, the start date should be listed as the troop’s start date (and not when your bank account was opened).

Last Bank Statement Date: If your troop has a bank account, your end balance will be based on the most recent bank statement your troop has received to review your account. For example, troops that submit their report in June, it is expected that many will use the May 2016 statement as their balance statement. New troops without an open bank account may use their report end date. Number of Registered Girl/Adult Members: This value is the number of girls/adults registered for the membership year.

Main Program Level: Please indicate the primary or main level where you have the most girls. If your girls vary in age & program level, please indicate the “Multi-Level” option.

Bank Account and Cash Information: Bank Name: If you are in the process of opening a new account, please indicate “None” at this time. Last Five Digits of Account Number: Please ensure that the information entered in this section is accurate. Account numbers can typically be found on bank statements. Balance: Please enter the balance of your account based on your most recent bank statement. If you do not have a bank account at this time, but are currently holding funds to be deposited, please enter this amount.

Current Troop Status: Troop or Group Status: Please choose one of the indicated options based on how your troop plans to continue into the coming 2016/2017 scouting year. Date to Close Bank Account: If your troop is planning to disband, please indicate the date that your account will be ready to be processed for closure. All disbanding troop accounts should be closed by the end of the calendar year, December If your troop/group is not disbanding, please indicate “N/A” and do not input a date in this section.

Account Signers Signers #1 & 2: All bank accounts must have a minimum of two signers. Please be sure to list the names, positions & addresses for all signers that should be on the account. If your account is in need of an update regarding signers, please be sure to click “Yes” at the bottom of this section. Signer #3: Some troops have a third signer on the account. Please indicate their information here. In rare & approved instances, there may be a 4 th signer on an account. Please indicate their name with the 3 rd signer in this section.

Please do not include “$” with your amounts. Any sections in which your account does not apply, please input “0”. “Net” indicates the final amount remaining after the council funds were removed from your deposits. Troop or Group Income/Expenses

Troop or Group Income 4. Fall Product Program Net Proceeds Please indicate only the Net proceeds that your troop received from participation in the Fall Product Program for This total can be found on your report from Trophy Nut. 5. Cookie Program Net Proceeds Please indicate only the Net proceeds that your troop received from participation in the Cookie Program for This total can be found on your report from eBudde. Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. 6. Gross Income from Troop Money-Earning Activities: Please indicate the total deposits your troop has made for any non-Program related money-earning activities. (see the Money-Earning Guidelines)Money-Earning Guidelines 7. Other Income: Please indicate the total funds for any additional income your account may have received. This will include any donations made to the account. Please be sure to indicate where the income was received in the comments section below Other Income.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. Troop or Group Expenses 8. Program, Event, Camp, Membership, or Renewal Fees paid to Girl Scouts of Western Washington: Please indicate all of the funds you have paid to our council or GSUSA for Council- Run events, Camps or Membership/Renewal. 9. Program & Event Fees not Paid to Girl Scouts of Western Washington: Please indicate the funds you have paid for participation in such activities as field trips, SU events, other travel, etc. 10. Food & Beverages Please indicate the funds spent toward any food and beverages your troop has enjoyed.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. 11. Supplies & Equipment Please indicate the funds spent toward any supplies that may have been needed for your activities, meetings, etc. This may include items from pens, markers to larger items such as table & chair rentals, location rentals, etc. 12. Community Service Projects & Donations to Other Organizations Please indicate any expenses paid to participate in Community Service Projects or funds your troop/group has donated to an outside charity or organization. Donations may also be made to one or more troops in your service unit or to Financial Assistance in the event of your troop disbanding and account closure.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. 13. Bank Fees & Charges Please enter the total of any charges your bank account has incurred due to any of the following examples: - Statement fees - Monthly service charges - ATM fees - Check/Deposit Slip purchases - Overdraft Fees - Other or Misc Bank fees 14. Other Expenses Please include any additional expenses your account may have incurred. Please be sure to include what those expenses covered in the provided description box.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. Account Totals 15. Total Income Please add the totals you have included for boxes 2 through 7. Be sure not to include your beginning balance in this total. 16. Total Expenses Please add the totals you have included for boxes 8 through 14. Please do not write this total in as a negative number. 17. Net Income Please calculate the Net Income (or Net Loss) for your account by subtracting the Total Expenses from Total Income. **This value may be negative if your expenses are higher than your income. Please indicate the negative with parentheses. [ex. (525.67)]

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. 18. Ending Balance Please add the balance you calculated in box 17 to the beginning balance you entered in box 1 and indicate here. 19. Ending Balance from Bank Statement Please enter the balance you show on your most recent bank statement. 20. Cash Held Outside of Bank Account Please only use this box if you have pending deposits for your account, or if you are holding any funds currently that will need to be deposited into your currently pending account.

Please do not include “$” with your amounts. Thank you. ** Any sections in which your account does not apply, please input “0”. Thank you. Difference Please take your calculated balance in box 18 and subtract the bank statement balance in 19 and any cash currently being held in 20 and enter the value here. If the value is not 0, please indicate why that may be in the provided box.

Describe how & when the balance will be used Please indicate a rough idea of how & when your account funds will be used in the coming months or year. Specifics are not required, as you’ll have the documentation on file for next year’s reporting. If your troop is disbanding and you have a balance remaining that will be unused by the troop, please be sure to indicate here if the funds will be donated to an outside charity, or to Financial Assistance within Girl Scouts. List all gifts/donations received Please indicate who made donations to your troop/group and what they donated.

Send me a copy of my responses Please be sure to click on the box provided and enter your address to receive a copy of all your responses. This is a great way to ensure your report is actually submitted, and you have a copy on file if any information needs to be corrected/reiterated with Girl Scouts. Once everything has been entered, click “Submit”. If your report is not complete, the form will not submit and the incomplete box(es) will show “Required” in red, below the applicable field. Once the form is fully submitted, you will see a “Thank you” notice at the top of the webpage.

What happens if the Annual Troop Finance Report is not completed for your account? Oops! If a report isn’t completed within the given timeline the account may be closed, and the remaining balance held or forfeited; until a report can be completed, and a new account opened. Closures will be determined after [at least] three attempts at contact are made with each of the account signers, via and/or phone, and with a final authorization from the Troop Program Manager for your region. The report submission period is May 1, 2016 through September 19, Reports submitted after September 19 th without prior authorization will be deemed delinquent and the account closed. If an account is closed due to the report delinquency, a new account may be opened, but a financial report would need to be completed before the opening authorization would occur, and the account would be opened as if it were a new troop.

Additional Notes about the Financial Report: Please be careful to not submit more than one copy of the completed report, to avoid duplicate information in our system. If a correction needs to be made on an already-submitted report, please contact with your correction. If for any reason your account signers/leaders are unable to complete the form, report, or financial reconciliation for your account, please contact Volunteer Banking, as well as your Troop Program Manager. We may be able to assist with your submission. Additional assistance may be provided via our Customer Care Team at or calling

You are welcome to submit your report using any device that can access our Girl Scouts of Western Washington website: Computer, Phone, Tablet, etc. A paper form is not necessary to complete on top of the online form. If you would prefer to have and/or submit the paper form, one is available on our website under Money-Earning & Troop Banking.Money-Earning & Troop Banking Troops whose accounts are closed at the end of September/early October will have funds held until a completed report is received. If a report is not received, the funds will be forfeited and donated to Financial Assistance. All closed accounts will need to start their banking process again from the beginning, should they plan to continue as a troop. Any further questions may be directed to Additional Notes about the Financial Report continued:

For Your Commitment to Girl Scouts and Financial Responsibility Thank You