As a steward of your troop’s money, you have a wonderful opportunity to teach girls about budgeting and money management. This article for troop leaders, cookie managers and families outlines how cookie money works throughout the cookie program including a timeline and tips for handling money.
Handling Cookie Money
Tips for Troops
During the Sale
- Maintain accurate records of inventory and money transactions with families by collecting signed receipts using the provided receipt books.
- Collect at least 50 percent of money due from families prior to distributing additional inventory.
- Read the Counterfeit Money Tips article for information on how to identify and handle counterfeit money.
- Be mindful of the date and details for the first Automated Clearing House (ACH) withdrawal. Refer to the Automated Clearing House (ACH) FAQs for more information.
- See Contactless Cookie Payment Options for more information on Girl Scouts River Valleys-approved digital payment options for troops to use when collecting monies owed from families.
- Deposit money promptly and frequently into your troop’s bank account. Girl Scouts River Valleys recommends weekly deposits.
After the Sale
- Collect remaining money from families and deposit into troop’s bank account by April 1, 2023.
- Be aware of dates and details for the final ACH withdrawal. Refer to the Automated Clearing House (ACH) FAQs for more information.
- If needed, submit a Finance/Inventory Issue Form by end of day on April 1, 2023. Refer to the Finance/Inventory Form FAQs for more information.
Depositing Checks Into Your Troop Account
- Never have more than $1,000 in your possession at one time.
- Endorse all checks with “for deposit only”.
- Use the Deposit Slip Listing Sheet to track checks being deposited.
- Do not deposit cash or checks into your personal account.
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Tips for Families
During the Sale
- All families must receive signed receipts for all Girl Scout Cookies picked up and money turned in.
- If more cookies are needed, families must turn in 50 percent or more of money due before given additional inventory.
- Do not deposit checks or cash into your personal bank account unless you are using one of the Contactless Payment Options as a contactless way to transfer cookie money to troop account.
- Families must use Smart Cookies to accept credit card payments.
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Cookie Money Timeline
Troop Receives
First (Initial)
Cookie Order
• The Girl Scouts receive cookies from the troop.
• Receipts are exchanged for cookies.
• Troop cookie manager digitally transfers cookies to the Girl Scouts in Smart Cookies.
Girls Sell
Cookies
• Girls sell cookies and collect payment from customers by credit card, check, or cash.
Girl Scouts
Give Money
to Troop
Cookie Manager
• Troop must receive 50% of money due for current inventory before giving more cookies to the family.
• Receipts exchanged for money are turned in.
Troop Cookie
Manager Deposits
Money into Troop
Bank Account
• Make deposits each week.
• Bank account information must be listed in Smart Cookies.
For Juliettes
(Girl participating
without a troop)
• Make deposits each week.
• Deposit money into Girl Scouts River Valleys’ Wells Fargo account using encoded deposit slips.
Contact us to have specially encoded deposit slips printed.
Council’s First
Withdrawal (ACH)
from Troop’s
Bank Account
• Calculated by multiplying $1.00 by total packages received by the troop by the deadline listed in ACH FAQs, minus online direct ship order deposits.
• Amount is withdrawn (ACH) out of the troop’s bank account.
(If Needed)
Troop Completes
Finance/Inventory
Issue Form
• Troop cookie managers complete the Finance/Inventory Issues Form excess inventory, returned checks, counterfeit cash, unpaid inventory, etc.
Council’s Second
Withdrawal (ACH)
from Troop’s
Bank Account
• Total remaining balance due is withdrawn (ACH) out of the troop’s bank account.
• Proceeds (money earned) remains in the troop bank account.
Summary of Resources
- Finance/Inventory Issue Form – Use this form to report any financial issue that occurred during the Snacks & Magazines or Cookie Program. Submission deadlines and FAQs are included.
- Automated Clearing House (ACH) FAQs – These frequently asked questions will help you understand situations that require a withdrawal or credit to troop bank accounts.
- Counterfeit Money Tips – An article with information on how to identify and handle counterfeit money.
- Contactless Cookie Payment Options – An article with information on Girl Scouts River Valleys-approved digital payment options for troops to use when collecting monies owed from families.
- Payments Accepted Booth Flyer Troops can post these at their cookie booths or they can be shared with customers if they inquire.
- Opening a Troop Bank Account – An article for troop leaders that outlines how to open a checking account at Wells Fargo.
- Troop Finance Tracker – Use this spreadsheet template to help with your record keeping.
- Girl Scout Finance Report – This online form must completed every June by troop leaders, service units and groups to ensure proper financial records are kept.
- Juliette Program Credit Deposit Form – Use this form if a girl in your troop is transferring to Juliette status.
- Smart Cookies – Families must use Smart Cookie to accept credit card payments.
- GirlScoutsRV.org/Cookie-Rewards – Girls can use this webpage to choose how to use Cookie Credits.
