Troop Finances

With your guidance, your Girl Scouts will learn money skills that will serve them throughout their lives.

Your Girl Scout troop will plan and finance its own activities, and you’ll coach your troop members as they earn and manage troop funds. Troop activities are powered by proceeds earned through council-sponsored product program activities (such as the Girl Scout Cookie Program), group money-earning activities (council approved, of course!), and any dues your troop may charge.

Remember that all funds collected, raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting belong to the troop and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individuals.

Three Girl Scouts outdoors counting money and taking notes. An adult volunteer supervises.

Introducing: Crowded for Volunteer Banking

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Money Earning and Volunteer-Led Banking

Your guide to volunteer-led banking and money-earning activities, the Annual Troop Finance Report (ATFR), and more.

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Troop Finances 101

Opening a New Volunteer-Led Bank Account toggle arrow

No matter how much your troop plans on saving or spending, you’ll need a safe place to deposit your troop dues, product sale proceeds, and other funds. New troops will need to open a bank account using Girl Scouts of Western Washington's centralized process. If you’ve taken on a leadership role within an established troop, you may have inherited an existing checking account. In this case, it's important to ensure that the account signers are updated and any necessary changes to the account are completed as necessary.

The process for opening and updating an existing account can be completed through the checking account request form.

Signer Prerequisites:

All bank accounts require a minimum of two signers and a maximum of three.
Each signer will need to read, acknowledge, and sign the checking account request form.
Signers cannot be related by blood or marriage.
Signers cannot share a household.
Signers must be at least 18 years old.
For troop accounts, the signer must be listed on the roster as a troop leader, assistant leader, or treasurer.
Each signer needs to have an active membership.
Each signer needs to have an eligble and current (within 2 years) background check on file.
Individuals may be signers on up to a maximum of three Girl Scouts of Western Washington bank accounts.

We strongly encourage troops to complete this form as soon as you set up your new bank account.

Check out the gsLearn module "688 Volunteer-Led Banking: Managing Accounts" for all banking-related information.

Visit our Money Earning and Volunteer-Led Banking page for more information.

Managing Your Volunteer-Led Bank Account toggle arrow

Updating Your Volunteer-Led Bank Account

Have you experienced a change in leadership? Submit a checking account request form to make changes to your existing account. 

Volunteers who will be signers on an existing account will need to make sure they meet the signer prerequisites noted above. Existing signers who will remain on the account must complete the checking account request form to update their signature on the volunteer acknowledgement and verify the accuracy of their contact information.

Troop Disbanding and Unused Troop Funds toggle arrow

When a troop disbands, any unused Girl Scout money left in the account becomes the property of the council. Troop funds are not the property of any individual member. Before disbanding, ask your troop members how they want to pay it forward: they may decide to donate any unused funds to their service unit, to another troop, or to pay for Girl Scout activities. Activities can also include purchasing materials to support another organization through Take Action projects.

Visit our Money Earning and Troop Banking page for more information.

Closing the Troop Account toggle arrow

Unused Girl Scout money left in accounts when groups disband becomes the property of Girl Scouts of Western Washington. Prior to disbanding, the group may decide to donate any unused funds to a worthwhile organization, to another group, or for troop activities. As when closing a personal account, be sure all checks and other debits have cleared the account before you close it and realize that all account closures must be requested through the Girl Scouts of Western Washington Banking Coordinator. The remaining funds in the closed accounts will be received by Girl Scouts of Western Washington and distributed to Financial Assistance accordingly.

There are several reasons why a troop account may be closed. Below are the most common reasons, and how the closure may be processed.

Troop/Group Disbanding

Contact must be made with the Volunteer Support Manager regarding the status of the troop/group to confirm and submit the Troop Disbanding Report
An updated Annual Troop Finance Report must be submitted to the Banking Coordinator to identify that all remaining funds in the account have been or will be utilized in a manner according to Girl Scouts of Western Washington policy.
All funds must be depleted in the account before closure either via use by the troop or donation to Girl Scouts of Western Washington Financial Assistance or another third-party charity.
If funds are donated to Financial Assistance, please either provide a check to the council, or contact the Banking Coordinator to arrange an electronic withdrawal from the account for donation.
One or more account signers may go into their local branch to request the closure of the account. Please ensure the account is at a $0 balance before attempting closure.
- If the account is at a $0 balance for 60 days, the bank will close the account automatically.
- Please notify the Banking Coordinator of the account closure for confirmation.

Inactive Account

Occasionally, there will be an account identified as inactive by the bank, or an authorized Girl Scouts of Western Washington staff member, without further contact from the account signers. In these cases, the account will be withdrawn to a $0 balance, if not already, and the account will be closed after the bank’s authorized 60 days.

Visit our Money Earning and Troop Banking page for more information.

Money-Earning Basics for Troops toggle arrow

Troops flex their financial muscles in two distinct ways:

The Girl Scout Cookie Program and other sales of Girl Scout–authorized products (such as calendars, magazines, or nuts and candy), organized by your council. All members are eligible to participate in two council-sponsored product sale activities each year with volunteer supervision: the cookie program and one other council-authorized product sale. Please remember, volunteers and Girl Scout council staff don’t sell cookies and other products—Girl Scouts do.
Group money-earning activities organized by the troop (not by the council) that are planned and carried out by Girl Scouts (in partnership with volunteers) and that earn money for the group.

Participation Guidance
Girl Scouts' participation in both council-sponsored product sale activities and group money-earning projects is based upon the following:

Voluntary participation
Written permission of each Girl Scout's caregiver
An understanding of (and ability to explain clearly to others) why the money is needed
An understanding that money earning should not exceed what the group needs to support its program activities
Observance of local ordinances related to the involvement of children in money-earning activities as well as health and safety laws
Vigilance in protecting the personal safety of each member
Arrangements for safeguarding the money

Additional Guidelines
Keep these specific guidelines—some of which are required by the Internal Revenue Service—in mind to ensure that sales are conducted with legal and financial integrity.

All rewards earned by Girl Scouts through the product sale activities must support Girl Scout program experiences (such as camp, travel, and program events, but not scholarships or financial credits toward outside organizations).
Rewards are based on sales ranges set by councils and may not be based on a dollar-per-dollar calculation.
Troops are encouraged to participate in council product sales as their primary money-earning activity; any group money-earning shouldn’t compete with the Girl Scout Cookie Program or other council product sales.
Obtain written approval from your council before a group money-earning event; most councils ask that you submit a request for approval.
Girl Scouts discourages the use of games of chance. Any activity which could be considered a game of chance (raffles, contests, bingo) must be approved by the local Girl Scout council and be conducted in compliance with all local and state laws.
Girl Scouts’ Blue Book policy forbids Girl Scouts from the direct solicitation of cash. Girl Scouts can collect partial payment toward the purchase of a package of Girl Scout Cookies and other Girl Scout–authorized products through participation in council-approved product sale donation programs.
Girl Scouts forbids product demonstration parties where the use of the Girl Scout trademark increases revenue for another business, such as in-home product parties. Any business using the Girl Scout trademark or other Girl Scout intellectual property must seek authorization from GSUSA.
Group money-earning activities need to be suited to the ages and abilities of the Girl Scous and consistent with the principles of the GSLE.
Money earned is for Girl Scout activities and is not to be retained by individuals. Girl Scouts can, however, be awarded incentives and/or may earn credits from their Girl Scout product sales. Funds acquired through group money-earning projects must be reported and accounted for by the group according to council procedures.

Sample Money-Earning Activities
Collections/Drives

Cell phones for refurbishment
Used ink cartridges turned in for money
Christmas tree recycling

Food/Meal Events

Lunch box auction (prepared lunch or meal auctioned off)
Themed meals, like a high tea or a build-your-own-taco bar, are related to activities Girl Scouts are planning (For instance, if they are earning money for travel, they could tie the meal to their destination.)

Service(s)

Service-a-thon (people sponsor a Girl Scout doing service, and funds go to support a trip or other activity)
Babysitting for holiday (New Year’s Eve) or council events
Raking leaves, weeding, cutting grass, shoveling snow, walking pets
Cooking class or other specialty class

The Girl Scout Cookie Program and other council-sponsored product sales are designed to unleash the entrepreneurial potential in Girl Scouts. From there, your troop may decide to earn additional funds on its own.

Visit our Money Earning and Troop Banking page for more information.

Help your Troop Reach its Financial Goals toggle arrow

We get it—there’s something exciting about opening that first case of Girl Scout cookies. However, before your Girl Scouts take part in all the cookie program fun, it’s important they have a clear plan and purpose for their product-sale activities. As a volunteer, you have the opportunity to facilitate youth-led financial planning, which may include the following steps:

Set goals for money-earning activities. What do they hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves?
Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events, travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on).
Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your group needs to earn.
Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other product sales—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which group money-earning activities might offset the difference? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In this planning stage, engage them through the Girl Scout processes (youth-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors.
Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group money-earning activity, fill out an application for approval from your council and submit it along with the budget worksheet the girls created.

Remember: It’s great for Girl Scouts to have opportunities, like the Girl Scout Cookie Program, to earn funds that help them fulfill their goals as part of the GSLE. As a volunteer, try to help them balance the money-earning they do with opportunities to enjoy other activities that have less emphasis on earning and spending money. Take Action projects, for example, may not always require them to spend a lot of money!

Financial Management and Product Program Abilities by Grade Level toggle arrow

As with other Girl Scout activities, Girl Scouts build their financial and sales savvy as they get older. Every Girl Scout will be different, but here you’ll find some examples of the abilities and opportunities for progression at each grade level.

Girl Scout Daisies

The group volunteer handles money, keeps financial records, and does all group budgeting.

Their caregivers may decide they will contribute to the cost of activities.

They can participate in Girl Scout cookie activities and other council-sponsored product sales.

They are always paired with a volunteer when selling anything. They do the asking and deliver the product, but volunteers handle the money and keep them secure.

They should be given the opportunity to practice identifying money and counting back change with an adult during each transaction.

Girl Scout Brownies

The group volunteer handles money, keeps financial records, and shares some of the group-budgeting responsibilities.

They discuss the cost of activities (supplies, fees, transportation, rentals, and so on) with guidance from their volunteer(s).

They set goals for and participate in council-sponsored product sales.

They may decide to pay dues to contribute to the cost of activities.

Girl Scout Juniors

The group volunteer retains overall responsibility for long-term budgeting and record-keeping, but shares or delegates all other financial responsibilities.

They set goals for and participate in council-sponsored product sales.

They decide on group dues, if any. Dues are collected and recorded by a group treasurer (selected by them).

They budget for the short-term needs of the group, on the basis of plans and income from the group dues.

They budget for more long-term activities, such as overnight trips, group camping, and special events.

They budget for Take Action projects, including the Girl Scout Bronze Award, if they are pursuing it.

Girl Scout Cadettes, Seniors, and Ambassadors

They estimate costs based on plans.

They determine the amount of group dues (if any) and the scope of money-earning projects.

They set goals for and participate in council-sponsored product sales.

They carry out budgeting, planning, and group money-earning projects.

They budget for extended travel, Take Action projects, and leadership projects.

They may be involved in seeking donations for Take Action projects, with council approval.

They keep their own financial records and give reports to parents and group volunteers.

They budget for Take Action projects, including the Girl Scout Silver or Gold Awards, if they are pursuing them.

Working with Sponsors and Other Organizations toggle arrow

Local sponsors can help councils power innovative programs for Girl Scouts. Community organizations, businesses, religious organizations, and individuals may be sponsors and may provide group meeting places, volunteer their time, offer in-kind donations, provide activity materials, or loan equipment. Encourage your Girl Scouts to celebrate a sponsor’s contribution to the troop by sending thank-you cards, inviting the sponsor to a meeting or ceremony, or working together on a Take Action project.

For information on working with a sponsor, consult your council, which can give you guidance on the availability of sponsors, recruiting guidelines, and any council policies or practices that must be followed. Your council may already have relationships with certain organizations or may know of some reasons not to collaborate with certain organizations.

When collaborating with any other organization, keep these additional guidelines in mind:

Avoid Fundraising for Other Organizations
Girl Scouts are not allowed to solicit money on behalf of another organization when identifying themselves as Girl Scouts by wearing a uniform, a sash or vest, official pins, and so on. This includes participating in a walkathon or telethon while in uniform. However, you and your group can support another organization through Take Action projects. Girl Scouts as individuals are able to participate in whatever events they choose as long as they’re not wearing anything that officially identifies them as “Girl Scouts.”

Steer Clear of Political Fundraisers
When in an official Girl Scout capacity or in any way identifying yourselves as Girl Scouts, your group may not participate, directly or indirectly, in any political campaign or work on behalf of or in opposition to a candidate for public office. Letter-writing campaigns are not allowed, nor is participating in a political rally, circulating a petition, or carrying a political banner.

Be Respectful When Collaborating with Religious Organizations
Girl Scout groups must respect the opinions and practices of religious partners, but no Girl Scout should be required to take part in any religious observance or practice of the sponsoring group.

Avoid Selling or Endorsing Commercial Products
A commercial product is any product sold at a retail location. Since 1939, Girl Scouts and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.

Browse Other Sections of the Volunteer Essentials Digital Guide

About Girl Scouts

Everything you need to know about how Girl Scouting works.

Product Program

Help your Girl Scouts build their cookie businesses and entrepreneur skills.

Engaging Families

Get your Girl Scouts and their families involved with your troop.

Safety

Keep Girl Scouts safe in every activity they enjoy with these guidelines.

Troop Management

Tips and tricks for helping your troop run smoothly keeping your troop info up-to-date.

Volunteer Essentials

Return to the Volunteer Essentials digital guide homepage.