Have questions about Automated Clearing House or the Finance/Inventory Issue Form (Formerly known as Collection Problem Report)? Check below for a list of frequently asked questions around Girl Scout banking.
Direct Download: Automated Clearing House (ACH) & Finance/Inventory Issue Form FAQs
Automated Clearing House (ACH) FAQs
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What is an Automated Clearing House (ACH) and how does it work?
An Automated Clearing House (ACH) is when a third party (in this case, Girl Scouts River Valleys) needs to either debit or credit a troop’s bank account electronically.
Troops simply deposit all money collected (either from Snacks & Magazines or the Cookie Program) into their troop’s bank account. Then, on scheduled dates, money will be debited (a.k.a. withdrawn) from the troop’s bank account into Girl Scouts River Valleys’ bank account.
When are the scheduled dates for the ACH debits?
Snacks & Magazines Program
There will only be one ACH debits (withdrawl).
- December 2 – Deadline date for families to turn in money to troop
- December 4 – Deadline date to deposit money into troop’s bank account
- December 4 – Deadline date to submit a Finance/Inventory Issue Form (formerly known as Collection Problem Report) for any money collection issues
- December 11 – ACH debit will be processed by Girl Scouts River Valleys
- December 12 through December 18 – M2OS will be updated to reflect the ACH debit
There will be two ACH debits (withdrawals).
First ACH Debit
- March 6 – Girl Scouts River Valleys will run report to determine first debit
- Week of March 6 – Emails sent to troops with First ACH debit amount
- March 10 – Deadline date to deposit money into troop’s bank account for first ACH debit
- March 13 – First ACH debit will be processed by Girl Scouts River Valleys
- Week of March 16 – Smart Cookies will be updated to reflect the ACH debit
Second ACH Debit
- April 8 – Deadline date to deposit money into troop’s bank account
- April 8 – Deadline date to submit a Finance/Inventory Issue Form (formerly known as Collection Problem Report) for any money collection issues or excess inventory issues
- Week of April 13 – Emails sent to troops with Second ACH amount
- April 22 – Second ACH debit processed by Girl Scouts River Valleys
- April 23 through April 29 – Smart Cookies will be updated to reflect the ACH debit
How much will be debited (withdrawn)?
Snacks & Magazines Program
The amount that will be debited from the troop’s bank account is the final balance amount owed to Girl Scouts River Valleys that reflected in M2OS.
The first ACH debit will be calculated by multiplying $1 by the total packages received by the troop as of March 6, 2020, minus online direct ship orders.
- Example 1: If the troop’s Total Packages Received in Smart Cookies is 846 packages as of March 6, 2020, then Girl Scouts River Valleys will debit $846 from the troop’s bank account.
- Example 2: If the troop’s Total Packages Received in Smart Cookies is 846 packages as of March 6, 2020 and the troop had $200 in Smart Cookies Direct Ship orders, then Girl Scouts River Valleys will debit $646 from the troop’s bank account.
On April 22, the second ACH debit will be the total that is in the Balance box on the Troop Balance Summary Report.
Does my troop have to have a bank account to participate in ACH?
Yes. Juliette Girl Scouts are the exception as they are not allowed to have bank accounts. See Where do Juliette Girl Scouts deposit money for more information.
Where do Juliette Girl Scouts deposit money?
Juliette Girl Scouts deposit their money into the Girl Scouts River Valleys Wells Fargo account using a special encoded deposit ticket, which is provided to them at the beginning of the program. Due to Girl Scouts of the USA and IRS regulations, Juliette Girl Scouts cannot keep proceeds as cash on hand or have checking/savings accounts in their name. Additionally, Juliette money cannot be deposited into parent/guardian personal account.
What if my troop’s bank account is not through Wells Fargo?
Your troop’s bank account does not need to be through Wells Fargo for an ACH debit to be processed. An ACH debit can occur between any financial institutions.
How often should deposits be made?
We encourage troops to make money deposits weekly. To keep the money safe and secure, it is in the best interest of the troop for money to be deposited frequently. It is also in the best interest for the customers as it minimizes the amount of returned checks (non-sufficient funds, closed accounts).
Does the person making the deposits into the troop’s bank account need to be a signer on the account?
No. The troop leader will need to make sure whoever is making deposits has the troop’s bank account number and/or deposit tickets for the troop’s bank account. Cash deposits made by a non-signer may need to provide photo ID when making deposit.
Can a troop pre-determine the amount pulled from their account?
No. The ACH amount is pre-determined by the formula listed above and cannot be adjusted.
Can a troop have the money debited out earlier then predetermined dates?
Yes. If your troop has a large balance in the account and would like Girl Scouts River Valleys to debit the money prior to the pre-determined dates, you can call 800-845-0787 and talk to Troop Finance Specialist, Becky Rettler.
What if there is not enough room to write all the checks on deposit ticket?
Girl Scouts River Valleys has created a fillable PDF for you to use called the Deposit Ticket Check Listing Sheet. Within this document, you enter in the currency, coin, and check numbers and amounts, and the totals automatically calculate for you! This PDF form can be attached to a deposit ticket and brought to the bank when making a deposit. An electronic copy can also be saved for back-up documentation of the deposit.
To whom are checks written out and how do we endorse checks for deposit?
Checks must be written out to Girl Scouts and endorsed “for deposit only” when depositing.
What should I do if I know money will not be in the bank for the scheduled ACH?
Timely and regular communication among the leadership of the troop is a vital component for the success of ACH with your troop. However, we understand that emergencies do happen. If you find that this is the case, the troop will need to complete the Finance/Inventory Issue Form (formerly known as Collection Problem Report) by the dates listed in the guidebooks and online.
If the money is not in the troop’s bank account when the ACH debit is processed, what happens?
If the troop bank balance does not have sufficient funds to cover the debit, a non-sufficient funds charge may be incurred. Girl Scouts River Valleys will not reimburse troops for these charges. Girl Scouts River Valleys will contact the troop leader and/or cookie manager regarding the returned ACH via email and arrange for payment.
Can families or troop leaders deposit money into their personal account and then write a check to the troop?
No. This is to prevent funds from being used for anything other than Girl Scouts and the funds not being available when making payment to the troop for cookies. Girl Scouts River Valleys will not reimburse for any returned checks deposited into personal accounts.
What if our troop is only participating in online orders for Snacks & Magazines and/or the Cookies Program?
The money paid for online Snacks & Magazines and Cookies will be automatically deposited into Girl Scouts River Valleys’ bank account and then is credited to the troop in M2OS and Smart Cookies.
If your troop is only participating in online sales and is due a refund, Girl Scouts River Valleys will process that refund via ACH debit.
Will M2OS and/or Smart Cookies be updated to show the ACH debit from the troop bank account?
Yes, the ACH debit amounts will be reflected in M2OS and Smart Cookies 1-2 days after the money is debited from troop’s bank account.
What if we accidentally deposit money into the council’s bank account instead of the troop’s bank account?
Contact Troop Finance Specialist Becky Rettler at 651-251-1211 or firstname.lastname@example.org as soon as possible to make sure the funds have been credited to the troop. ACH debits will be adjusted, instead of Girl Scouts River Valleys transferring the money to the troop’s bank account and then having to transfer the money back for the ACH.
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Finance/Inventory Issue Form FAQ
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What is a Finance/Inventory Issue Form (Formerly known as Collection Problem Report)?
Formally known as the Collection Problem Report, the Finance/Inventory Issue Form is an online web form which must be completed in any of the following situations:
|Finance/Inventory Issue||Snacks & Magazines|
|Excess Troop Cookie Inventory||N/A||Apr. 8, 2020|
|Family Outstanding Balance to Troop||Dec. 4, 2019||Apr. 8, 2020|
|Troop Fall Product/Cookie Manager or Troop Leader Outstanding Balance to Troop||Dec. 4, 2019||Apr. 8, 2020|
|Juliette Girl Scout Outstanding Balance to Girl Scouts River Valleys||Dec. 4, 2019||Apr. 8, 2020|
|ACH Refund Request (Due to data entry error)||Dec. 31, 2019||May 31, 2020|
|Bank Fees Reimbursement Request (Due to high deposit activity)||Dec. 31, 2019||May 31, 2020|
|Returned Check (Non-sufficient funds/account closed) Reimbursement Request||Dec. 31, 2019||May 31, 2020|
|Stolen Product/Money or Counterfeit Money Received||Dec. 31, 2019||May 31, 2020|
|Credit Card Chargeback/Refund Request (Approved vendors only)||Dec. 31, 2019||May 31, 2020|
What if we have a parent/customer that has an outstanding balance?
Communicating with the parent/guardian right away is by far the most effective method of collecting payment. Please attempt to resolve the issues within your troop during the sale and be sure to document the situation and all attempted contacts.
If money remains uncollected at the end of the sale, you must complete a Finance/Inventory Issue Form (formerly known as Collection Problem Report) no later than December 4, 2019, for Snacks & Magazines and by April 8, 2020 for the Cookie Program. The ACH debit amount will be adjusted to leave this balance in the troop’s bank account and will short the amount owed to Girl Scouts River Valleys instead. Girl Scouts River Valleys will then contact the parent/guardian to try and collect the debit. If the parent/guardian fails to communicate with Girl Scouts River Valleys, or if the parent/guardian does not abide by a Girl Scouts River Valleys’ payment plan, the debit will be referred to a collection agency.
In order for Girl Scouts River Valleys to accept and process the Finance/Inventory Issue Form (formerly known as Collection Problem Report) for a parent outstanding balance, the following documentation is required to be submitted with the form:
- Signed Family Cookie Responsibility Form,
- Signed receipts for all cookie or money exchanges, and
- Communication exchanges
Troop are NOT to use troop proceeds to cover any outstanding balances. The troop proceeds belong to the girls and by using these funds to cover an outstanding balance, the girls lose out on their hard work.
If the debt has not been paid by the beginning of the next program season, that girl will have restricted access to selling Snacks & Magazines and/or the Girl Scout Cookie Program.
Girl Scouts River Valleys does not follow up with troops and/or service units on the status of Finance/Inventory Issue Forms. Troops and/or service units can contact Girl Scouts River Valleys if they are interested in status of Finance/Inventory Issue Form.
If a Finance/Inventory Issue Form (formerly known as Collection Problem Report) is submitted after the final ACH debit, the balance owed by the parent/customer will be returned to the troop’s bank account via ACH credit.
What if there is a returned (Non-Sufficient Funds/closed account) check deposited into the troop account?
Do not attempt to collect repayment from the check writer.
The signer on the troop’s bank account that receives the bank statements is who will receive the legal notice and bank statement in the mail for returned checks. It is required that Girl Scouts River Valleys receives the legal copy of the check (front and back). When you receive the legal copy of return check notification from the bank, complete and submit a Finance/Inventory Issue Form (formerly known as Collection Problem Report) and include a copy of both the bank statement and the legal copy of the returned check (front and back).
The check amount and bank fee (if applicable) will be refunded back to the troop’s bank account via an ACH credit.
You may be charged a fee by the bank if you choose to print a copy of the returned check directly from the troop’s online bank account. This copy will not be accepted by Girl Scouts River Valleys and we will not reimburse for any of these bank fees. If troop does not receive Legal Copy in the mail, it can be requested from the bank by asking for a copy of the Returned Notice.
Sample of Legal Copy of Returned Check
What bank fees could our troop incur?
Some troop bank accounts have a limit on the number of free transactions that can post to the account per month before a fee is charged. Contact your bank if you have questions on their transaction limits.
What do I do if bank fees are incurred?
If the troop bank account incurs bank fees during the months of November and December for troops selling Snacks & Magazines or during February, March, or April for troops selling Cookies, you must complete a Finance/Inventory Issue Form (formerly known as Collection Problem Report) and include a copy of the bank statement. The bank fee will be refunded to the troop’s bank account via a ACH credit.
What if Girl Scouts River Valleys pulls an incorrect amount from my troop’s account?
Your attention to M2OS and Smart Cookies is important. Any wrong entries in girls selling, transfers, or transactions will affect your balance. Since we will pull funds from your account based on these variables, it is possible that an incorrect amount could be pulled. If you discover that the incorrect amount was debited from the troop’s bank account, please complete a Finance/Inventory Issue Form (formerly known as Collection Problem Report) and your troop will be credited or debited accordingly.
What if my troop has excess cookie inventory to be sold after the Cookie Program is over?
Excess troop inventory is the financial responsibility of the troop. If your troop has excess cookie inventory at the end of the Cookie Program and would like to seek an extension to sell inventory to friends and family and an adjustment to the final ACH debit, you must complete a Finance/Inventory Issue Form (formerly known as Collection Problem Report) with the amount of excess inventory (broken down by variety), along with your timing and plans for selling the cookies. The final ACH debit will be adjusted accordingly.
The deadline to submit Finance/Inventory Issue Form (formerly known as Collection Problem Report) for excess cookie inventory is April 8, 2020.
How do we handle stolen money or product?
The family/troop will be responsible for any money owed to the troop or Girl Scouts River Valleys unless the following required steps have been completed:
- A police report has been filed. You will need to provide a copy.
- An insurance claim has been filed. You will need to provide a copy.
- Depending on the incident, a claim should have been filed with either Homeowner’s or Auto insurance. If insurance does not cover the claim, you will need to get a letter from your insurance carrier stating that your claim is or is not covered. This letter, if applicable, will need to be included in your Finance/Inventory Issue Form (formerly known as Collection Problem Report).
What do we do if the troop receives counterfeit money from a customer?
Request a letter from the bank stating that the bank received and kept the counterfeit money as you will need to provide a copy to Girl Scouts River Valleys. Once Girl Scouts River Valleys has received all required paperwork, a confirmation email will be sent.
Do the deadline dates for Finance/Inventory Issue Forms apply to Returned Check and Bank Fee issues?
No. Reports can but submitted during and after each sale for both returned checks and bank fees. We know some checks will not clear the account until after the sales, and/or you may not get the bank statement until after the sales are over to show charged bank fees.
Who do I contact if I have any questions?
Troop Finance Specialist
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