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TROOP COOKIE CHAIR FINANCES
TROOP RECOGNITIONS EARN FREE MEMBERSHIPS
Let your girls step up and show the world how they are becoming barrier breakers, challenge-crushin’, lead takin’ cookie pros! Every troop that has a 225 package per girl average, and meets all of their ACH withdrawals, receives FREE 2021-2022 Girl Scout memberships for all girls who participated in the Cookie Program, plus for two leaders.
ENHANCED TROOP BONUS PROGRAM
The Troop Bonus Program is an opportunity for parents, volunteers, and girls to connect with each other and team up to encourage the troop to meet its goals. We have added tiers to the bonus program that will allow your troop to earn more actual proceeds! If the troop meets eligibility and requirements for all tiers, troops will earn an additional $.20 per package sold. Tiers are in $.05 cent increments so each tier can be earned separately.
TROOP BONUS ELIGIBILITY REQUIREMENT CHECKLIST
A troop representative must attend the service unit cookie training. The Troop Cookie Chair must host a family training for the upcoming Girl Scout Cookie Program. All girls must be registered members of GSMH before they start selling, with a minimum of three girls to be considered a troop. All ACH withdrawal deadlines must be met with proper amounts withdrawn. Troop must host at least one cookie booth (either in-person or virtual).
If the above requirements are met, your troop has qualified for the opportunity to earn the following tiered recognitions!
RECOGNITION
Additional $.05 per pkg
Additional $.05 per pkg
Additional $.05 per pkg
Additional $.05 per pkg
TIER REQUIREMENT
90% of all girls registered to the troop participate in the cookie program Troop per girl selling average equals 150+ packages Troop’s Total Online Sales equals 225+ packages Troop per girl selling average equals 300+ packages Please complete the online Troop Bonus Form in the cookie section on our website no later than April 2, 2021. For troops that earn the Troop Bonus, the appropriate credit will be deposited into the troop account no more than three months after the end of the program. Troop Bonus funds will be held until the troop has paid GSMH in full for their cookies, with the exception of any amount included on the Uncollected Funds Report.
TROOP COOKIE CHAIR FINANCE0000 0000 0000 0000 12/20 2001 Girl Scout Bank PAY TO THE ORDER OF AMOUNT Girl Scout Way 245 W. Street FOR SIGN 123465789 897145315 4546
TROOP COOKIE CHAIR FINANCE
Let’s talk finance! This guide will help you with everything from collecting money to sending it to the bank—even walk you through how to accept credit card payments and checks, and what to do at the end of the program!
MONEY MATTERS
COLLECTING MONEY
Remind parents that they are financially responsible for all cookies received by their daughter and cookies cannot be returned. Make sure to issue a separate receipt for each payment and for any cookies picked up by parents. You should COOKIE BOOTHS keep the white copy for your records and give parents the yellow copy. These Cookie booths are sale opportunities where the general public can receipts are important when transferring extra cookies or if you need to submit an purchase Girl Scout Cookies from girls. Booths are located in public COOKIE BOOTHS COOKIE BOOTHS
Uncollected Funds Report. business locations, and are either secured by Girl Scouts River Valleys or Cookie booths are sale opportunities where the general public can Cookie booths are sale opportunities where the general public can ⚬ Girls collect payment from customers at the time the cookies are delivered, by the troop. purchase Girl Scout Cookies from girls. Booths are located in public purchase Girl Scout Cookies from girls. Booths are located in public unless the customer is only ordering cookies for the Cookie Share Program. business locations, and are either secured by Girl Scouts River Valleys or business locations, and are either secured by Girl Scouts River Valleys or ⚬ Parents may only get additional cookies once their initial order money has Cookie booths are a great way for your girls to learn how to work and set goals by the troop. by the troop. been turned in to the Troop Leader or Troop Cookie Chair. During the direct sale together. You can find a separate Cookie Booth Guide in your bright green Cookie portion of the Cookie Program, families should pay for any sold cookies before Booth Kit to learn more about how to sign up and run your troop’s booth.Cookie booths are a great way for your girls to learn how to work and set goals Cookie booths are a great way for your girls to learn how to work and set goals taking more cookies to sell. together. You can find a separate Cookie Booth Guide in your bright green Cookie together. You can find a separate Cookie Booth Guide in your bright green Cookie ⚬ In the event of a parental divorce or separation, the parent who signs for the TYPES OF BOOTHS Booth Kit to learn more about how to sign up and run your troop’s booth.Booth Kit to learn more about how to sign up and run your troop’s booth. cookies is responsible for the payment. ⚬ If a new troop does not yet have an established bank account, check with the 1. Council-secured booths: Booths set up by Girl Scout River Valleys staff. Be sure TYPES OF BOOTHSTYPES OF BOOTHS 1. service unit to determine whether the service unit account can be used or if other alternatives are available. to sign up for these booths before the season begins through the booth lottery and/or first-come, first-served. 1. Council-secured booths: Booths set up by Girl Scout River Valleys staff. Be sure to sign up for these booths before the season begins through the booth lottery Council-secured booths: Booths set up by Girl Scout River Valleys staff. Be sure to sign up for these booths before the season begins through the booth lottery
NOTES ON ACCEPTING CHECKS 2. Troop-secured booths: Booths located at stores that troops themselves have and/or first-come, first-served. and/or first-come, first-served. 2. ⚬ GSMH strongly cautions against accepting checks from someone the girls or families do not know. ⚬ If you choose to accept a check, girls should only accept checks with issuer’s contacted and requested to sell. These booths need to be requested in Smart Cookies at least 3 days in advance so that we can make sure there aren’t any timing conflicts with another troop. 2. Troop-secured booths: Booths located at stores that troops themselves have contacted and requested to sell. These booths need to be requested in Smart Cookies at least 3 days in advance so that we can make sure there aren’t any Troop-secured booths: Booths located at stores that troops themselves have contacted and requested to sell. These booths need to be requested in Smart Cookies at least 3 days in advance so that we can make sure there aren’t any name and address pre-printed on the face of the check. timing conflicts with another troop. timing conflicts with another troop. ⚬ Checks should be made payable to GSMH Troop #####. ⚬ All checks should be deposited within seven days to reduce returned checks and to ensure the best customer service. PRO TIP You can host a cookie booth on your own property, just like a lemonade stand (a Lemonades™ stand—get it?). Plus, it doesn’t require permission from Girl Scouts River Valleys! PRO TIP Encourage families to turn in their collected money PRO TIP New troop leader and need help setting up a bank account? Contact PRO TIP You can host a cookie booth on your own property, just like a lemonade stand (a Lemonades™ stand—get it?). Plus, it doesn’t PRO TIP You can host a cookie booth on your own property, just like a lemonade stand (a Lemonades™ stand—get it?). Plus, it doesn’t frequently! your New Leader Specialist! require permission from Girl Scouts River Valleys!require permission from Girl Scouts River Valleys!
CHECK IT OFF THE LIST
CONTACTLESS PAYMENT & PAYMENT APPS Cash Apps are a great way for contactless payment. Peer-to-Peer apps such as Venmo, PayPal, Square, etc. can be used for contactless payment from a customer Before Jan. 13, 2020: Make selections for the booth lottery (if your troop is participating). Starting January 16, 2020: Sign-up for additional cookie booths CHECK IT OFF THE LIST Before Jan. 13, 2020: Make selections for the booth lottery (if your troop is participating). CHECK IT OFF THE LIST Before Jan. 13, 2020: Make selections for the booth lottery (if your troop is participating). to a parent (girl) or from parents (girls) to Troop Cookie Chairs. The person beings in a first-come, first-served round process (if your troop is Starting January 16, 2020: Sign-up for additional cookie booths Starting January 16, 2020: Sign-up for additional cookie booths accepting the payment is responsible for any transaction fees and for getting the participating). beings in a first-come, first-served round process (if your troop is beings in a first-come, first-served round process (if your troop is money transferred to the appropriate account—just as if you accepted cash. Feb. 17, 2020: Cookie booth sales begin.participating).participating). Feb. 17, 2020: Cookie booth sales begin. Feb. 17, 2020: Cookie booth sales begin. WEBSITE CHECK See the Smart Cookies Guide on our website for more information about using credit cards on Smart Cookies. FIND IT ONLINE For additional resources—like the complete first-come, first-served, booth schedule and troop-secured booth information—search for cookie booth sales on the volunteer website. FIND IT ONLINE For additional resources—like the complete first-come, first-served, booth schedule and troop-secured booth information—search for FIND IT ONLINE For additional resources—like the complete first-come, first-served, booth schedule and troop-secured booth information—search for PAGE 26 2020-2021 COOKIE SCOOPcookie booth sales cookie booth sales on the volunteer website. on the volunteer website.
SMART COOKIES CREDIT CARD SYSTEM
Exciting News! GSMH will be covering 100% of the credit card fees incurred through the Smart Cookies credit card payment system. Girls can use Smart Cookies credit card system on both iPhone and Android devices to accept payments using the ‘girl delivered’ feature. This feature works for cookies which have already been ordered in the girl’s name. However, inperson orders can be added to the app so that a credit card can be used to pay for them at that time. Don’t worry – these cookies won’t be counted twice since they were ordered from the girl and she added them right before she accepted the credit card payment. Troops can also use Smart Cookies credit card system to accept in person payments at booths that have been reserved through the booth option in Smart Cookies. Money is deposited directly into the GSMH bank account, but the sale and credit for the deposit is recorded in each troops Smart Cookie account.
RETURNED CHECKS AND BANK SERVICE CHARGES
RETURNED CHECKS—Troops will be reimbursed for returned checks and fees for payments deposited into the troop account. Troops must provide the original returned check notice and returned check from the bank within 60 days of the date on the check to be reimbursed. Always keep a copy for your troop records. BANK SERVICE CHARGES—Troops will be reimbursed for bank service charges due to higher activity during the months of February, March, and April. Troops must provide a copy of the bank statement showing the amount of the bank service charges by May 28, 2021 to be reimbursed. Bank statement copies may be mailed to the address below, faxed to the Finance department at 417-862-4120, or scanned and emailed to info@girlscoutsmoheartland.org. Girl Scouts of the Missouri Heartland Attn: Finance Department PO Box 10747 Springfield, MO 65808.
GSMH WITHDRAWAL OF PROCEEDS
GSMH will withdraw the proceeds that are due via an Automated Clearing House (ACH) debit, following the schedule below. ⚬ March 10 Troop deposits for initial orders plus additional cookies due. ⚬ March 17 GSMH will ACH 30% of the total amount due (initial plus additional cookies) from the troop account and enter the amount into Smart Cookies. ⚬ March 29 All money due to troop. ⚬ April 2 GSMH will ACH 30% of total amount due. ⚬ April 16 GSMH will ACH the remaining balance due from the troop and enter the ACH amount into Smart Cookies. ⚬ First of May Follow-up ACH debit for those who participated in the extended sale
COOKIE BOOTHS END OF PROGRAM FINANCESCookie booths are sale opportunities where the general public can purchase Girl Scout Cookies from girls. Booths are located in public Girl Scout families are responsible for payment of all cookies for which they have business locations, and are either secured by Girl Scouts River Valleys or signed for. Troops are not responsible for paying amounts owed by Girl Scout by the troop. families that have not paid the troop—as long as an Uncollected Funds Report is completed with supporting documentation and sent to GSMH by April 2, 2021. Cookie booths are a great way for your girls to learn how to work and set goals together. You can find a separate Cookie Booth Guide in your bright green Cookie If you encounter an issue with money collection, complete the Uncollected Booth Kit to learn more about how to sign up and run your troop’s booth. Funds Report Form and provide original supporting documentation, detailing your attempts to collect the amount owed. Contact the GSMH finance department to TYPES OF BOOTHS determine if additional documentation is required. UNCOLLECTED FUNDS—How does that affect recognitions and the bonus program? In the event that a girl or troop owes money after April 2, 2021, and no Uncollected Funds Report has been submitted, recognitions and Cookie Program 1. Council-secured booths: Booths set up by Girl Scout River Valleys staff. Be sure to sign up for these booths before the season begins through the booth lottery and/or first-come, first-served. Credit will not be distributed until all outstanding money issues are resolved. If a girl 2. Troop-secured booths: Booths located at stores that troops themselves have or troop still owes money on September 30, and no Uncollected Funds Report has contacted and requested to sell. These booths need to be requested in Smart been submitted, recognitions and Cookie Program Credit will not be distributed. Cookies at least 3 days in advance so that we can make sure there aren’t any The same procedures also apply to Troop Bonuses. No exceptions will be made. timing conflicts with another troop. Unresolved money issues can result in a volunteer being removed from their volunteer position at the troop and/or service unit level.
PRO TIP You’ll need this supporting documentation.PRO TIP • Signed receipt(s) for cookies dispersed You can host a cookie booth on your own property, just like a • Signed receipt(s) of any payment received lemonade stand (a Lemonades™ stand—get it?). Plus, it doesn’t • Brief explanation concerning the amount outstanding or the require permission from Girl Scouts River Valleys! situation and efforts made to collect
CHECK IT OFF THE LIST
FIRE, THEFT, BURGLARY, AND ROBBERY
Cookies and other items are insured against fire and theft through the point of Starting January 16, 2020: Sign-up for additional cookie booths delivery to the Service Units. Cookies, other items, and related funds become the beings in a first-come, first-served round process (if your troop is responsibility of the troops, parents, and girls at the point of delivery. Cookies and participating). other items should be distributed to the girls quickly, delivered to the customers Feb. 17, 2020: Cookie booth sales begin. promptly, and the funds deposited frequently to help avoid potential issues. In the event that cookies or funds are stolen, the family and/or troop is responsible FIND IT ONLINE for the money that is due for the cookies. In some cases, homeowner’s or car For additional resources—like the complete first-come, first-served, insurance will cover the loss. For this reason, the police must be called and a report booth schedule and troop-secured booth information—search for taken within 48 hours of the incident. cookie booth sales on the volunteer website.
TROOP SPLITS
Troops may not split into two troops during the Cookie Program. If a troop would like to split please contact your Troop Support Specialist or New Leader Specialist, PAGE 18 | 2019-2020 TCM GUIDEBOOK and they will help work on a temporary solution until permanent solutions can be agreed upon after the Cookie Program.
