1. SU 80-9 MM Training

2. Troop MM Responsibilities
Maintain the Troop Account
Submit the Troop MM report 3 times per year (10 Sept May-Aug Activity --10 Jan Sept-Dec Activity--10 May Jan-Apr Activity)
Manage the Troop budget
Reconcile Troop account Monthly
As the Troop MM you are responsible for the funds in the account. Any fees due to bounced checks from the troop are yours to pay back.
If you have a problem don’t wait to speak up. Contact the SUMM as soon as possible.
Document, Document, Document!!!

3. If you do not have these please see SUMM
Forms
ACH
Troop MM Appointment Form
Troop Money Earning Approval Form
Troop MM Report
If you do not have these please see SUMM

4. Money Earning /Funding Troop Activities
Allowed
Not Allowed
Troop Dues
Fall Products
Cookie Sales
Donations **
Money Earning Activities
** anything over $200 must go to council first for approval for tax purposes
Lotteries/Raffles
Games of Chance ( Bingo)
Direct solicitation of cash
Product demonstration parties ( direct sales)
Restaurant Fundraisers (Spirit Night)
Only who have participated in Cookies and Fall products sales may host a money earning event. To host you must submit a budget and flyer to the SU Team at their meeting 2 months prior to your event. Please see the event hosting packet on the SU website under the MM tab for more information.
** Daisy Troops should do age appropriate events only**

5. Troop Funds/Individual Girl Accounts (IGAs)
Troops who are at the Daisy, Brownie, and Junior level have joint funds. That means the money in troop belongs to all girls no matter what. Money in a joint troop does not travel. If a scout leaves the troop for any reason they do not take any money with them. If the troop disbands and the girls find other troops within GSCNC then the total remaining balance is divided equally among the girls and that girls portion will go to her new troop. The rest of the money will go into the SU account. If a troop totally disbands and no scouts are placed into new troops in GSCNC then the money goes into the SU account.
Troops at the Cadette and above levels can have Individual Girl Accounts or IGAs. This means that each girl has her own money inside the troop. Any money earned by that girl will be used with that girl only. If a scouts leaves the troop for another in GSCNC then her money goes with her regardless if the old troop is still active or not. This is kept track of via a simple spreadsheet by the leader or MM. Please note that Multi-level troops that have Daisy, Brownie ,or Junior scouts do not qualify for IGAs.
In both cases money is never given directly to the parent or scout. Money can only be sent via check to the new troop. If the scout leaves the troop and does not remain a scout or moves to another council the money stays with the troop. There are no refunds to parents or scouts from troop funds. The only exception to this is if a parent paid the troop for an event and the event was cancelled then the troop may refund the parent. If a parent pays the troop for an event and the scout chooses not to attend then the money is not refunded.

6. Deposits
You can deposit money at any capital one location, a capital one ATM, or via the mobile app (checks only)
Capital one does not take pictures of deposit slips and put them online like BB&T . This means if you make a counter deposit you will need to be extra careful when documenting deposits. On the back of the counter receipt from the bank document what the money was deposited for. This will save a lot of head aches later. When using the mobile deposit on the app there is a place to write a memo. Use that to designate what the funds are for. You will not remember at the end of each month who paid what for what. Make it easier on yourself and your MM. Keep Cookie deposits separate. It is much easier to determine what goes with cookies if other troop money is not mixed in.
Tip: If you deposit in the ATM the receipt will print with pictures of the checks.
Cookie Money Only broken up by girl and booth sale.
$24 PPD
$24 Craft fair
$100 Dues
$150 cookies Lisa
$75 cookies Sarah
$300 Giant Booth Sale
Troop deposit broken up by category
$12
$12 PPD Lisa
$8 craft fair Lisa, Sarah, June, Mary
$20 dues Sarah, Mary
Lisa PPD
Troop deposit broken up by category and girl

7. Mobile Banking Click here for account info
Click to view transaction history
Get the app
Click to view statements

8. Click here to take a picture of the check
Mobile Deposit
Click here to take a picture of the check
Type in amount
Click here for deposit
Add a memo (optional)
Please note that mobile deposit is 1 check at a time. It can be very time consuming for multiple checks.

9. Online Banking
To log in to your online banking go to
Enter user name and click continue
Enter password and click sign in
Click the “Capital One Bank”

10. See transaction history here
Using Online Banking
See transaction history here

11. Viewing/Printing Statements
Click here to view statements
Select the statement you wish to save or print

12. MM Report Reconcile Account Monthly Every charge must have a receipt
Must be turned into SUMM 3 times per year
(10 Sept May-Aug Activity --10 Jan Sept-Dec Activity--10 May Jan-Apr Activity)
Must turn in report and receipts.
Once approved the report is made available to troop parents

13. Filling Out MM Report This
Blank MM Reports can be found at the SU website
Start here and fill in your Troop Number, who prepared, and date.
All transactions for each month should be in the corresponding column.
This should be your beginning balance.
This
Stop at red when submitting to SUMM

14. Troop Income
Troop Income is money taken into the troop via dues, money earning events, donations, etc. For service unit events s ( Juliette Gordon Lowe B-day , world thinking day, craft fair ) the troop will pay with one check made payable to SU Each event requires a separate check. If parents are paying for the event then the parents would pay the troop and the troop will write one check to the SU. All checks to your troop should be made payable to Troop #####.
You have a troop with 10 girls.
Let’s fill in the Troop Income part of the MM report.
Below is the troop income for Sept-Dec.
Starting Balance $25
$10 per girl in troop dues in Oct
2 girls for Powder Puff Derby at $12 in Nov
Parents paid $2 for Craft Fair all paid in Nov
You took in $200 in Nut sales in Oct

15. Troop Income This This This This This Starting Balance $25
$100 in Troop Dues
$200 in Nut Sales
This
$20 for craft fair
This
$24 for PPD
The total row should total here
This
Starting Balance $25
$10 per girl in troop dues in Oct
2 girls for Powder Puff Derby at $12 in Nov
Parents paid $2 for Craft Fair all paid in Nov
You took in $200 in Nut sales in Oct
This
The columns should total here

16. Troop Expenses
Troop Expenses is money going out of the troop. This can be in checks for SU events, patches, craft supplies, snack, field trips, bridging, cookies, fall sales, badging materials, parties etc. Anything you can think of that is for your troop or to participate in a girl scout activity can be paid with troop funds. You must have a receipt for every expense and turn that in with your MM report. The only exceptions are if you are writing a check to the SU or another troop. In that case the check is the receipt.
Now that you have filled in the income it is time to do the expenses.
Still working with our troop of 10 girls. Use the below to fill in the expenses.
Check to craft fair for $24 in Nov
Check to PPD for $24 in Nov
ACH for Nuts of $100 in Nov
$50 Debit card to Michael’s for Crafts in Dec (requires receipt)
$12 to Walmart for Snack in Oct (requires receipt)
Troop paid $2 each for all to attend cookie rally in Dec

17. Troop Expenses This This This This This This Nut ACH
$24 for craft fair
This
$20 for cookie rally
This
This
$24 for PPD
$50 crafts
This
This
$12 Snack

18. This should be the total expenses for that month.
Totals/Balance
The white boxes should match the balance on your bank statement for that month. This is Auto populated.
This
This
This should be the total expenses for that month.
The grey boxes is were you put the balance on the bank statement for that month. Use this to compare to the auto populated box above it to determine if an error exists.
This
The yellow should match your balance for the end of the reporting period.
This

19. Finished MM Report

20. Cookie Money Cookie Money is collected at time of delivery
All cookie Money is deposited into your troop account
Council will make Ach withdrawals at scheduled times
Checks and Money orders should be made payable to your troop
“Tip” money is considered a donation and should be logged in the donation part of your MM report
If you are having trouble collecting from a parent let the SUCM know as soon as possible.
Do not withdraw cash from your troop account for any reason except for cash boxes for cookie booths or craft fairs. If you need Cash for the cash box withdraw amount from ATM (KEEP RECEIPT) deposit matching amount in cash within 10 business days and keep the receipt. This deposit should be made alone as to not confuse it with other funds. You must have both receipts in order for this to be approved.
I DO NOT RECOMMEND THIS. You can easily take cash from a personal account and be reimbursed via troop check.

21. Cookie Money This This This
These green boxes should match your deposits for cookie money.
This
All donations go here including cookie booth tips.
This
These green boxes should match your ACH withdrawals in ebudde for cookie money.

22. Disbanding Troops
Let the SUM and SUMM know as soon as possible
Try to find new leader/co leader
Turn in all checkbooks, receipts, and debut cards to SUMM
Provide SUMM with a list of girls and their IGA balance (if applicable)
If your Troop is disbanding all funds will be held at the SU level or be distributed evenly to new troops within GSCNC if your scouts are placed.

23. New Troop Accounts/Changes
New Troop accounts must be set up through council and the SUMM. In order to open an account the following must be complete.
Must have 2 at the Troop Level ( cannot be connected by name, household or marriage)
Must have at least 1 MM and 1 leader
Must have role identified in MYGS system
Must both me registered for current scouting year
Must both passed background check
Once the above list is completed please see SUMM for a sheet to complete for your account. This sheet must have your LEGAL name as the bank requires it. After the sheet is filled out the SUMM will submit for a letter from council that gives permission to open the account. The SUMM will contact you about going to the bank and setting up the account.
For Changes to an existing account please see the SUMM for assistance.
DO NOT GO TO THE BANK ON YOUR OWN FOR ACCOUNT CHANGES OR NEW ACCOUNTS. THE BANK CANNOT AND WILL NOT HELP YOU.

24. Dos and Don’ts Do budget your troop funds Do document everything
Do keep all receipts
Do reconcile your account monthly
Do ask questions and speak up if something is not right
Do treat your troop account like a business
Don’t spend troop funds on personal items
Don’t write checks to yourself for reimbursement. Have the SUMM or another signer on your account sign it for you.
Don’t withdraw cash for any reason except cash box
Don’t wait until the last minute to prepare your MM report
Don’t withhold deposits especially checks
Don’t add or subtract lines in the MM report this will corrupt the formulas. Each row can be used for more than one event.
Don’t use a new MM report for each period. You should use the same MM for the entire scouting year.

25. New for
IGAs are not allowed for multi-level troops that have Daisy, Brownie, or Junior scouts. ( see slide 5)
Donation amounts over $199 must go to council first for approval.
Final balance for Daisy, Brownie, Junior for end of years funds must not exceed $300
1 yr waiting period for money from disbanding troops/departing scouts no longer exists. Money will go directly to SU. ( see slide 5)
Cash is allowed to be withdrawn for cash boxes only. (see slide 20)

26. Troop MM Training
By signing my name below I acknowledge receipt of Troop Money Manager training. I understand all the roles and responsibilities of the Troop Money Manager.
Troop #:
Print Name:
Signature:
Date: