Managing Finances

Troop Cookie Managers are responsible for depositing all Cookie Program funds into their troop checking account. Deposits should be made promptly and frequently.

GSKH proceeds will be collected from troops via ACH (Automatic Clearing House) debit. An ACH debit is an electronic funds transfer. Troops are responsible for making sure there are sufficient funds to cover the ACH debits. GSKH will repeat a debit that fails for any reason.

How Does the Troop Pay For the Cookies?

Girl Scouts will be collecting money as they sell cookies. The amount of cash troops will be receiving throughout the sale will be substantial. Therefore, we have scheduled two ACH debit times. When do ACH Debits happen?

• March 3: for 50% of the TOTAL AMOUNT DUE

COUNCIL listed in the online system as of Feb 26 • March 31: the FINAL BALANCE/PAYMENT DUE to council begins

IMPORTANT NOTE: Troops should set up a regular weekly payment schedule to ensure the proper amount of funds are in the troop checking account when debits occur.

What happens if my troop is unable to make the first ACH debit or my ACH debit bounces?

Troops that are unable to meet the deadline for their first ACH debit on March 3 or their troop ACH debit is returned for any reason, will not be able to pickup additional cookies from the cupboard, only exchanges.

NOTE: All Planned Orders or walk-in services will be suspended until the matter is resolved.

What do troops do when a check deposited into the troop’s checking account bounces?

This is what the bank may refer to as a chargeback or returned check due to insufficient funds, stop payment, closed account, etc. During the Product Program season, WATCH YOUR TROOP BANK STATEMENTS! GSKH will reimburse the troop for the amount of the check if the troop follows instructions on the Bad Check Recovery Procedures Form.

Do not accept any payments to cover a returned check from the check writer after receiving the chargeback notice from the bank. Please contact the Finance Department with questions at 316-684-6531 or toll free at 1-888-686-MINT (6468). 1. Girls may accept cash, credit/ debit card, and/or checks made payable to “Girl Scouts”

ONLY. 2. Girls should accept only preprinted checks with the issuer’s address. 3. Girls are cautioned against accepting checks over $75 or out-of-state checks from unknown customers. 4. Parents should safeguard the girl’s cookie money. 5. Cookie money should be submitted for deposit to the

Troop Cookie Manager, in it’s original form (cash and checks from customers) promptly and frequently.

Parents should not deposit cookie money into their personal bank accounts. 6. EACH WEEK, girls should turn in ALL money collected or 50% of the money due for cookies received before receiving more cookies. 7. Take time to count the money received with the parent to verify the amount before writing a receipt. Do not have girls bring money to school or drop off money if you are not home. 8. TCM’s must write a receipt for every cookie transaction with the girl/parent: • Cookie product in & out • Money received • Recognitions received 9. Record the financial transactions in Smart Cookies.