2 minute read
Parent Debt, Banking, Payments
PARENT DEBT
YOUR ROLE: If a parent owes money, you will need to complete a Parent Debt Form.
Advertisement
Follow these steps:
1. Contact the parent and discuss the problem. 2. Complete a Parent Debt Form. 3. Attach the following to each form: ⚬ A copy of all cookie and money receipts ⚬ Logs of your interactions or attempts to contact the parent ⚬ Parent Permission Form
⚬ Other information as needed 4. Turn in the Parent Debt Form to product@ girlscoutsdiamonds.org with documentation. 5. Include any information we should know about the account.
DID YOU KNOW?
If a parent tries to submit money after you have turned in your final report envelope, have them contact the council to make arrangements to pay. Please do not take their money as this slows down the process to clear their debt.
All checks are made payable to Girl Scouts - Diamonds of Arkansas, Oklahoma and Texas.
BANKING AND PAYMENTS
How do I accept a check?
All checks should be made payable to the troop and deposited into the troop account. Checks over $20 should not be accepted. Driver’s license information should be written on the check. All active troops should have an active, annual Check Alert form.
Can I accept credit cards?
Your troop is required to pay Girl Scouts – Diamonds the full amount due for your troop. We are not responsible for funds held with the credit card accepting company or your banking institution.
⚬ Accepting Venmo and Paypal transactions for product are against both platform terms of service. Volunteers and parents use these services at their own risk as charges can be disputed and returned to the customer.
⚬ Credit card readers should be linked to the troop account, not a personal account.
⚬ All cookie funds should go into the troop account, not a personal account.
What do I owe the council for cookies?
The council draft has two drafts. The first draft is for a single penny. This helps council verify that troop banking information is correct in eBudde and ready to go for the main cookie draft. The second draft is for 100% of remaining funds owed via the Troop Sales Report in eBudde.
Parent debt from approved Parent Debt Forms is subtracted from the amount that the troop owes in the second draft. The troop and service unit do not keep proceeds on debt. Proceeds are reimbursed to both if the debt is paid before October.
After each draft, a deposit for the draft amount is placed against the troop balance in eBudde. This marks the draft’s success.
All funds should be paid by the second draft. This keeps Girl Scouts - Diamonds in good financial standing. Troops Cookie Managers who fail the draft two years in a row may be placed on the No Sale List.
Households with an uncollected debt may not participate in future product programs until the debt is paid in full. Households have until July 31 to pay their debt to keep from being disqualified from the following product season (Fall and Cookies).
