Reporting and Accountability
When it comes to finances, each troop is accountable to the troop members, the member's parents, the Service Unit, and the Council as indicated in the Leader Resource Guide. But what does this mean in practice?
Accountability to the girls is made possible through the girl and adult partnership. Troop members should be aware of how money is handled, how much is in the treasury, and how the money has been spent. Girls should always have input into the budgeting and planning processes.
Accountability to the Council and Service Unit is met by reporting financial information to the Service Unit. Specifically, troops must submit an annual Report of the Troop Money Manager and appropriate bank statements to the Service Unit Treasurer (Pat Goddard) no later than June 15 of each year. The Report of the Troop Money Manager form can be found in your Leader Resource Guide, obtained from the SU Treasurer, or online at www.girlscoutsofscc.org. If you are attempting to complete this report and have any questions or concerns, or are missing information, contact our council contact, Jan Lam, at the Council office. Jan can be reached at [email protected].
Accountability to the parents is met by reporting or providing financial information to the parents. Parents should be provided with a troop financial statement upon request. Many troops take a proactive approach and distribute financial statements to parents annually instead of waiting for requests in order to ensure every parent is well informed. If you have questions about providing a financial statement, please feel free to contact the service unit treasurer, Pat Goddard at [email protected], or our council contact, Jan Lam, at [email protected].
Don't forget to get a glimpse at the GSUSA Web page--they have lots of valuable question and answer topics! www.gsusa.org
Most frequently asked questions:
1. What bank should I use?
You can use any bank, though it is easiest to utilize banks that are Girl Scout friendly and that work generously with non-profit organizations. We found that Washington Mutual and Bank of Santa Clara are Girl Scout friendly. These banks offer free checking accounts with no monthly or annual fees, and no minimum balance. Checking accounts can be opened with only a penny. Remember that the Troop Bank Account must be separate from your own individual account.
You can call the following banks for branch locations nearest you:
Washington Mutual 1-800-788-7000
Bank of Santa Clara 1-408-249-5900
2. Who should sign on the account?
There should be three signatories on the troop bank account.
1. A Troop Adult (must be an approved volunteer)
2. A Service Unit Volunteer (Leader Support Manager, Service Unit Treasurer, or other designated Service Unit Team member)
3. A Council Staff Member (Leader Support Director, Director of Membership Service, Associate Executive Director, Chief Executive Officer, or the Leader Resources Coordinator?
3. What is our non-profit number?
Out tax identification number is 94-1496462
4. Where can I get copies of the 501c letter and the articles of incorporation?
Check with your Leader Support Director (Jan Lam) at the Council office.
5. What do you need to take to the bank?
To open a Troop bank account you will need the following information.
501c letter
Letter of Incorporation
GSSCC Bank Manager
Participation Card (optional)
Volunteer Approval Card (given to you by you Leader Support Manager when you are appointed as a Leader)
Verification of Leadership (some banks may still request this form)
Troop Banking Form
Take a look at page F5 from the Troop Leader Resource Guide (TLRG). This page contains everything you need to know to open a Troop Bank Account
Helpful hints from experienced Leaders:
Have a parent handle the troop bank account instead of the Troop Leader. This way, it alleviates the responsibility of the Leaader.
Always keep a minimum balance in your bank account just in case you write more checks than you had expected.
Keep a good account record by balancing the checkbook periodically and by balancing the statement every month.
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