Money Management Best Practices
Troop volunteers should collect money often throughout the program to minimize the risk of loss, outstanding balances or parent debt. Troops can keep track of girl payments in their Digital Cookie account.
- Troops are to deposit money frequently and not leave funds in unsafe locations (like inside your car).
- Girls/families should not hold on to money for more than one week.
- It’s recommended that Product Program money not be deposited into a personal bank account. Troops should collect all original money from girls to deposit into the troop account.
Troops without a bank account should contact MemberCare@cbgsc.org for instructions and assistance to open an account.
Venmo and other Cashless Payments
We understand that Venmo/Paypal and other cashless solutions are becoming more and more frequently, a necessity for cookie payments. It is now acceptable to utilize these payment systems at your own discretion.
Updates to Third-Party Service Organizations (TSO) Tax law changes effective January 1, 2022, and 1099-Ks from TSO Vendors (money payment app) – such as Venmo and other cashless apps
Due to Tax law changes effective 1/1/2022 you may receive a 1099-K for payments received for product sales or other parental payments (dues, events, etc.) for your Troop from a third-party payment organization such as Square, Venmo, Pay Pal, etc. when using a personal account.
Using Personal Money Payment Apps: Volunteers may choose to use a personal money payment app (TSO), such as a Venmo account they use for multiple purposes, and they would receive a 1099K if the total amount paid to them from all sources equals $600 or more in a calendar year. The volunteer has the option to identify the money is not for a sale of products and is a reimbursement; however, this does not preclude them receiving a1099K.
If a parent is using their personal money payment app, we recommend they indicate Girl Scout related payments are ‘reimbursements’ and keep separate records to verify these amounts, should they be issued a 1099K. Additionally, they should consult their local tax advisor when preparing their personal tax return.
If using Digital Cookie as the payment processor – No changes are needed, and you should not receive a 1099-K.
If you are participating in the Digital Cookie Program, consider using the Digital Cookie online app for processing any credit/debit card payments for in person/booth sales. The app is easy to use and there is a new function for OCR (optical scanning of cards) to improve the contactless payment process as well as it being faster to use.
The most common reason checks are returned from the bank is because they are not deposited promptly. Accepting checks is not recommended, but may be decided by the troop. If a troop decides to accept checks, GSCB strongly encourages only accepting checks from friends and family members.
To help the troop with bounced checks, GSCB highly recommends using the Global Check Recovery form. Fill out this form and turn it in to your troop bank (you do not need to bring or send it to GSCB). This is a free service for troops to collect funds on any bounced checks by a third-party.
GSCB Counterfeit Bills Policy
If a troop holds a cookie booth or accepts any physical money/bills, the troop should take precaution and use a counterfeit bill testing pen. They are available in many online stores including Staples and other office supply shops. As a rule, troops should not accept large bills over $20. We understand and accept that sometimes this is difficult, but the troop should invest in counterfeit/fake bill tester pens as a precaution.
If the troop takes precaution and still receives a fake bill, please contact GSCB for assistance immediately. Email MemberCare@cbgsc.org and inform us of the Troop Number, where the bill was accepted (ex. Booth at Walgreens in Camden, DE – etc.), and how much the bill was worth. This may occur at the time of the bank deposit, so please understand that the bank may have to turn the money away.
All girls/families are financially responsible for all cookies or Fall Products ordered and checked out from the Cookie Cupboard or Troop. Before involving council, troops should attempted a minimum of three separate collection attempts. These attempts may be calls, emails, etc.
If the troop’s attempts to collect have been unsuccessful, notify council as soon as a problem becomes apparent by filling out the Caregiver Debt Form for each offending caregiver (siblings in the same troop with parents who owe may be filed on the same form).
Required information for a Caregiver Debt Form:
- Girl and Caregiver names and contact information
- Total balance due from family (full $5/$6 per box, owed to troop)
- Detailed explanation of collection attempts
- Documentation to support debt review
Caregiver Debt Forms are due February 20th for the February 24th ACH withdrawal and March 20th for the March 24th ACH withdrawal for the 2023 Cookie Program. Troops are not liable for the caregiver debt at the time of an ACH debit but must complete an ACH Extension Request by the deadline.
Once it is apparent, caregivers who owe the troop should NOT be allowed to take more cookies from the troop or Cookie Cupboard. GSCB may take legal action for any misuse of funds.
ACH Debits and ACH Credits
Program funds will be paid electronically to GSCB via Automated Clearing House (ACH). Bank information (Bank Name, Account Number & Routing Number) is rolled over each year in eBudde and M20S, but it is the troop’s responsibility to double-check that the information is entered and correct.
Troops will receive an email notification, at least 5 days prior to the ACH Debit, of balance due for the upcoming withdrawal.
Ensure that all collected funds are deposited into the troop bank account at least 4 days prior to the scheduled ACH Debits.
Troops will be able to see the amount due to council for any given ACH debit on the Troop Sales Report tab in eBudde or by clicking “Banking and Payments” in M2OS.
ACH Extension Requests
If a troop has Caregiver Debt and cannot cover their troop debit for any given ACH, they must fill out the Caregiver Debt Form and an ACH Extension Request Form. These forms can be completed by a Troop Co-Leader or Troop Cookie Champion/Troop Fall Product Champion.
ACH Extension Requests are due February 20th for the February 24th ACH withdrawal and March 20th for the March 24th ACH withdrawal for the 2023 Cookie Program.
GSCB reserves the right to deny any ACH Extension Requests.