Troop Finances

With your guidance, your Girl Scouts will learn money skills that will serve them throughout their lives. Your Girl Scout troop will plan and finance its own activities, and you’ll coach your Girl Scouts 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), group money-earning activities (council-approved, of course), 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 as a whole and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individuals.

Establishing a Troop Account toggle arrow

You’ll need a safe place to deposit your troop dues, product program proceeds, and other funds. If you’re a new leader of an existing troop, you may inherit a checking account, but with a new troop, you’ll want to open a new bank account.

Here are a few helpful tips you can take to the bank:

Ask your local council if they have preferred banking partners and specific account-opening procedures. Be sure to find a bank that has free checking and low fees.
Designate a “troop treasurer”—that is, one person responsible for troop funds and for keeping a daily account of expenditures.
Ensure your account comes with a debit card you can use during activities or trips. These transactions are easier to track than cash payments at the end of the year.
Be prepared and make sure another troop volunteer has a debit card for the troop account in case the main card is lost.
Handle a lost troop debit card the same way you would a personal debit card: cancel it immediately.
Keep troop funds in the bank before an activity or trip and pay for as many items as possible in advance of your departure.

Follow your council’s financial policies and procedures for setting up an account. Most council-sponsored product program activities have specific banking and tracking procedures.

Any volunteer managing troop finances and/or holding a troop treasurer or troop bank signer role must complete GS102 Finance training before council approval can be provided to open a new troop bank account or be added as a new signer to an existing troop bank account. Volunteers are to ensure their troop treasurer role is assigned in their MY GS member profile.

Refer to VF1 and VF2 for Girl Scouts of Virginia Skyline Council’s financial policies and procedures for setting up a Girl Scout bank account. Most council-sponsored product program activities have specific banking and tracking procedures. Refer to VF5 for council’s financial policy and procedure for product programs. Refer to VF3, VF7, VF8, VF10, and VF12 for council’s financial policies and procedures regarding troop finance management and use of troop funds.

Money-Earning Basics for Troops toggle arrow

Troops flex their financial muscles in two distinct ways:

The Girl Scout Cookie Program other Girl Scout product sales (authorized product sales such as calendars, magazines, or nuts and candy) organized by your council. All youth members are eligible to participate in two council-sponsored product program activities each year with volunteer supervision—the Girl Scout Cookie Program and one other council-authorized product program. Please remember, volunteers and Girl Scout council staff don’t sell cookies and other products—Girl Scouts do.

Group money-earning activities organized by the troop (not by the council) that are planned and carried out by Girl Scouts (in partnership with volunteers) and that earn money for the group.

Keep these specific guidelines—some of which are required by the Internal Revenue Service—in mind to ensure that sales are conducted with legal and financial integrity. Refer to VF6 for Girl Scouts of Virginia Skyline Council’s financial policy and procedure to obtain approval for additional money-earning activities.

Obtain written approval from your council before a group money-earning event. Submit the Additional Group Money-Earning Activities (#2131) to request Girl Scouts of Virginia Skyline Council's approval. If money-earning projects or activities are carried out without council approval, the proceeds will be forfeited to the council and/or the troop/group will be unable to participate in the next product program cycle (Fall Product Program and Cookie Program).

Participation Guidance toggle arrow

Girl Scout participation in both council-sponsored product program activities and group money-earning projects is based on the following:

Voluntary participation.
Permission of each member’s parent or guardian.
An understanding of (and ability to explain clearly to others) why the money is needed.
An understanding that money earning should not exceed what the group needs to support its program activities.
Observance of local ordinances related to involvement of children in money-earning activities as well as health and safety laws.
Vigilance in protecting the personal safety of each member.
Arrangements for safeguarding the money.

Additional Money-Earning Guidelines toggle arrow

Keep these specific guidelines—some of which are required by the Internal Revenue Service—in mind to ensure that sales are conducted with legal and financial integrity.

All rewards earned by Girl Scouts through product program activities must support Girl Scout program experiences (such as camp, travel, and program events, but not scholarships or financial credits toward outside organizations).
Rewards are based on sales ranges set by councils and may not be based on a dollar-per-dollar calculation.
Troops are encouraged to participate in council product programs as their primary money-earning activity; any group money earning shouldn’t compete with the Girl Scout Cookie Program or other council product programs.
Written approval from the council is needed before a group money-earning event; most councils ask that you submit a request for approval.
Girl Scouts discourages the use of games of chance. Any activity that could be considered a game of chance (raffles, contests, bingo) must be approved by the local Girl Scout council and be conducted in compliance with all local and state laws.
Girl Scouts’ Blue Book of Basic Documents policy forbids Girl Scouts from directly soliciting cash. Girl Scouts can collect partial payment toward the purchase of a package of Girl Scout Cookies and other Girl Scout–authorized products through participation in council-approved product program donation programs. An exception is to allow Seniors and Ambassadors to solicit funds for their Gold Award projects.
Girl Scouts forbids product demonstration parties where the use of the Girl Scout trademark increases revenue for another business, such as in-home product parties. Any business using the Girl Scout trademark or other Girl Scout intellectual property must seek authorization from GSUSA.
Group money-earning activities need to be suited to the ages and abilities of the participants and be consistent with the principles of the Girl Scout Leadership Experience.
Money earned is for Girl Scout activities and is not to be retained by individuals. Girl Scouts can, however, be awarded incentives and/or may earn credits from their Girl Scout product programs. Funds acquired through group money-earning projects must be reported and accounted for by the group according to council procedures.

Sample Money-Earning Activities toggle arrow

Collections/drives

Cell phones for refurbishment
Used ink cartridges turned in for money
Christmas tree recycling

Food/meal events

Lunch box auction (prepared lunch or meal auctioned off)
Themed meals, like a high tea or a build-your-own-taco bar, related to activities Girl Scouts are planning; for instance, if they’re earning money for travel, they could tie the meal to their destination

Services

Service-a-thon (people sponsor a Girl Scout doing service and funds go to support a trip or other activity)
Babysitting for a special event
Raking leaves, weeding, cutting grass, shoveling snow, walking pets
Cooking class or other specialty class

The Girl Scout Cookie Program and other council-sponsored product programs are designed to unleash Girl Scouts’ entrepreneurial potential. From there, your troop may decide to earn additional funds on its own.

Help Your Troop Reach Its Financial Goals toggle arrow

As a volunteer, you have the opportunity to facilitate girl-led financial planning, which may include the following steps for your troop:

Set goals for money-earning activities. What does the group hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves?
Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events, travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on).
Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your group needs to earn.
Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other product programs—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which group money-earning activities might offset the difference? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In this planning stage, engage them through the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors.
Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group money-earning activity, fill out an application for approval from your council and submit it along with the budget worksheet your troop created.

Remember: It’s great for Girl Scouts to have opportunities like the Girl Scout Cookie Program to earn funds that help them fulfill their goals. As a volunteer, try to help them balance the money earning they do with opportunities to enjoy other activities that have less emphasis on earning and spending money. Take Action projects, for example, may not always require them to spend a lot of money!

Financial Management and Product Program Abilities by Grade Level toggle arrow

Girl Scouts build their financial and sales savvy as they grow in Girl Scouting. Each person learns a little differently, but below are some examples of opportunities for Girl Scouts’ progression at each grade level.

Girl Scout Daisies

The group volunteer handles money, keeps financial records, and does all group budgeting.
Parents/caregivers may decide they will contribute to the cost of activities.
Daisies can participate in Girl Scout Cookie Program activities and other council-sponsored product programs.
Daisies are always paired with a volunteer when selling anything. They do the asking and deliver the product, but volunteers handle the money and keep girls safe.
Daisies should be given the opportunity to practice identifying money and counting back change with an adult during each transaction.

Girl Scout Brownies

The group volunteer handles money, keeps financial records, and shares some of the group budgeting responsibilities.
Brownies discuss the cost of activities (supplies, fees, transportation, rentals, and so on) with guidance from their volunteer(s).
Brownies set goals for and participate in council-sponsored product programs.
Brownies may decide to pay dues to contribute to the cost of activities.

Girl Scout Juniors

The group volunteer retains overall responsibility for long-term budgeting and record keeping but shares or delegates all other financial responsibilities.
Juniors set goals for and participate in council-sponsored product programs.
Juniors decide on group dues, if any. Dues are collected by them and recorded by a group treasurer selected by the troop.
Juniors budget for the short-term needs of the group based on their plans and income from the group dues.
Juniors budget for more long-term activities, such as overnight trips, group camping, and special events.
Juniors budget for Take Action projects including the Girl Scout Bronze Award if they are pursuing it.

Girl Scout Cadettes, Seniors, and Ambassadors

Cadettes, Seniors, and Ambassadors estimate costs based on plans.
They determine the amount of group dues, if any, and the scope of money-earning projects.
They set goals for and participate in council-sponsored product programs.
They carry out budgeting, planning, and group money-earning programs.
They budget for extended travel, Take Action projects, and leadership projects, including the Girl Scout Silver or Gold Award if they’re pursuing theirs.
They may be involved in seeking donations for Take Action projects, with council approval.
They keep their own financial records and give reports to parents and group volunteers

Working with Sponsors and Other Organizations toggle arrow

Local sponsors help bring Girl Scout experiences to life! Community partners—like businesses, organizations, and individuals—can support your troop in creative, meaningful, and inclusive ways. Make the most of these connections! Keep in mind that sponsors may be able to offer meeting spaces, volunteer time, activity materials, in-kind donations, and/or equipment.

Don’t forget to celebrate your sponsors for their support! Encourage your Girl Scouts to say thank you with cards or invitations to meetings or ceremonies, or by teaming up on a Take Action project.

Just be sure to check with your council before reaching out to sponsors. The council can guide you with regard to policies, existing partnerships, and best practices.

Here are a few tips for partnering with other organizations:

Don’t fundraise in uniform. Girl Scouts can’t raise money for other organizations while wearing anything that identifies them as Girl Scouts (like uniforms or pins). However, they can support causes through Take Action projects or community service.

Keep it nonpolitical. Girl Scouts should not participate in political campaigns or events in any official capacity. That means no rallies, petitions, or political fundraising while representing Girl Scouts.

Respect religious practices. Girl Scout groups should be respectful when working with religious organizations, but no one should be required to participate in religious observances.

Avoid endorsing commercial products. Girl Scouts and volunteers shouldn’t promote or sell retail products. This policy has been in place since 1939!

For information on working with a sponsor, consult Virginia Skyline Council for guidance on the availability of sponsors, recruiting guidelines, and any council policies or practices that must be followed. We may already have relationships with certain organizations or may know of some reasons not to collaborate with certain organizations. Reach out here: info@gsvsc.org or 540-777-5100.

Disbanding Troops and Unused Troop Funds toggle arrow

When a troop disbands, any unused Girl Scout money left in the account becomes the property of the council. Troop funds are not the property of any individual member. Before disbanding, ask your Girl Scouts how they want to pay it forward. They may decide to pay for Girl Scout activities or to donate any unused funds to their service unit or to another troop. Activities can also include purchasing materials to support another organization through Take Action projects.

Refer to VF4 for Girl Scouts of Virginia Skyline Council’s financial policy and procedure for when troops disband.

Closing the Troop Account toggle arrow

When closing a troop account, be sure all checks and other debits have cleared the account before you close it. Remember, you may have to close the account in person. Turn remaining funds over to a council staff member.

Contact your council for additional details on financial policies and procedures.

Refer to VF4 for Girl Scouts of Virginia Skyline Council’s financial policy and procedure for when troops disband.

Please contact you council at 540-777-5100 or info@gsvsc.org to receive further instructions.

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