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Financial Report Instructions
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BEFORE YOU BEGIN - PLEASE DOWNLOAD A COPY OF THIS REPORT TO USE THROUGHOUT THE YEAR!
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1. Click on 'Download'
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2. Select the application you want to save the spreadsheet to (we suggest Excel or a Sheet in your personal Drive)
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3. Open the downloaded file in your chosen application
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4. Save the template so that you can use it throughout the year
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Troop Finance Information/Suggestions:
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65%
for the direct benefit of the girls active in the troop at the time money earned
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25%
may be maintained for a long-term activity planned by the girls
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10%
may be used to recognize volunteers contributions to the Girl Scout Troop
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Annual Troop Finance Report
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This report is located under your Volunteer Toolkit and should be submitted annually to GSCI.
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Along with the numbers from this ledger, be prepared to answer the following questions:
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1. Share the status of your troop for next year.
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2. Is your troop saving for a big trip or special event?
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3. Did your troop have extra cookies to sell this year?
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4. Did you enter any income or expenses in the 'Other' category listed above? If yes, explain in the notes section.
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Financial Reporting and Receipts
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Every Girl Scout troop should report out to troop parents about finances at least three times for year: beginning of the year, pre-cookie season and at the end of the year. The GSCI Annual Troop Financial Report is due June 30 of each year and is found in the Volunteer Toolkit in MyGS.
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Tracking Troop Finances & Receipts
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To stay organized, troop leadership should always use receipts to track incoming funds, outgoing expenses, and cookie activities.
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Bank Account
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All troops should establish a bank account with two unrelated signers for the collection of optional troop dues, payment for troop supplies and activities, and management of money-earning funds, including those from fall product and the cookie programs. The GSCI Bank Account Process and links to the forms needed to open and register an account can be found in the Forms and Document section on girlscoutsindiana.org.
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Money-Earning Activities
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The Girl Scout Cookie Program and Fall Product Program are the primary money-earning activities for a troop. For additional money earning activities, please view Money Matters 4 in gsLearn. Details of what activities are allowed (and which are not) can be found in the GSCI Volunteer Policies and Procedures. Troops must submit an GSCI Troop Fundraising Event form. Found on our website before hosting any other money-earning activities.
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Financial Assistance
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Financial need shouldn’t stand in the way of a Girl Scout’s participation. Any member needing financial assistance for membership may request it as part of the registration process.
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HOW TO FILL OUT THE LEDGER:
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Add the following amounts and information to the ledger:
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1. Starting Balance: add to yellow box at the top
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2. Report Income: Find green Income columns, select category from the drop-down menu, then add the amount. (See screenshot below)
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3. Report Expenses: Find blue Expenses columns, select category from the drop-down menu, then add the amount
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After you have completed your ledger you will be able to use the "Annual Report" tab to fill in your Volunteer Toolkit Financial Report
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Please see an explanation of each category below.
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Income:
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A - Annual Membership Dues
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If a troop collects money from parent to pay towards the annual Girl Scout Member ship ($25) it should be placed here
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Enter annual membership dues for Girl Scouts of the USA that were collected by troop and paid into the troop bank account.
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B - Troop Dues
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Enter any dues set and collected directly by the troop. (Troop are not required to set troop dues.)
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Many troops decide to collect troop dues a way to help provide funding for troop activities and supplies. These could range from $3-$5 per meeting to $50-$70 for the entire school year paid all at one time. It’s up to each troop to decide collectively what works best for them.
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C - Fall Product Troop Proceeds
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Enter the amount from the Troop Proceeds and Bonuses line of the Troop Summary Report in the Reports section on the gsnutsandmags.com website (M2 Media Group) used for fall product. Will also be sent to you via email in May.
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D - Cookie Program (Troop Proceeds)
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Enter the amount from the Troop Proceeds line at the bottom of the Sales Report in eBudde. This amount will also be sent to you via email in May.
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E - Donations Received
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Any money the troop received via donation
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F - Activities/ Events Paid for by Families
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Money collected from parents that the troop will use to pay for activities or events
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G - Other Money Earning Income
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Any money raised via fundraiser for the troop outside of Fall Product and Cookies (i.e. Journey in a day, spirit day, car wash, yard sales)
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Expenses:
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H - Annual Girl Scouts of the USA Membership Dues
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Enter annual membership dues that were paid from the troop bank account to Girl Scouts of the USA for membership.
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I - Service Unit Dues
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Cost per person that SU may charge
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J - Events and Programs
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Enter the amount spent on activities/event attended by troop
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K - Uniforms/ Badges/ Patches/ Awards
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Amount spent on purchasing badges, patches, and/or girl awards
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L - Troop Meeting Supplies
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Amount spent to supply troop with necessary supplies and/or meeting space. This includes snacks for troop meetings.
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M - Food/Snacks for Meetings
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Amount spent on food and snacks for meetings
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N - Camping/ Camp Supplies
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Amount spent on camping location and supplies for troop camping including meals.
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O - Travel/ Trips (Including Meals)
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Amount spent on travel and trips for troop include costs of meals.
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P - Community Service Projects
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Amount troop may have donated or spent on philanthropy work