Volunteer Finance Policies
1. All monies and other assets, including property, which
are raised, earned, or otherwise received in the name of and for the
benefit of Girl Scouting must be held in the name of the Girl Scouts
of the Colonial Coast. Such money and other assets must be used solely
for the purposes of approved Girl Scout events, activities and trips.
They are the property of and are administered by the Girl Scout
Council, service units, or Girl Scout troops/groups. Such assets are
not the property of individuals, troops/groups or service units within
a Girl Scout council.
2. All troop/group or service unit funds must be deposited in a
bank account under the name "Girl Scout Council of Colonial Coast
Troop/Group #, or service unit) _________________", and using the
Girl Scout Council of Colonial Coast Tax ID# 54-1158412. A minimum of
two signatures are required to open an account. Authorized signatures
are to include a leader, co-leader and; group adviser; a service unit
treasurer and may not include relatives, spouses or significant
others. A debit card (not credit card) can be attached or opened with
a troop/group account.
3. Each troop/group or service unit shall submit a financial
report to their designated Council representative annually, at the
time a troop/group disbands, or more often if requested.
4. Troops/groups may carry over balances in the troop/group
treasury from on year to the next. Funds from the troop/group treasury
should never be spent down frivolously or given directly to girls.
Troop/group money benefits the entire troop/group and is not owned or
track for individual girl use. Acceptable reasons for using or
maintaining a balance in a troop/group treasury include:
- Payment of individual membership registration fees for
returning or new members
- Gifts for bridging girls, such as
program-level materials (journey books or the Girls Guide to Girl
- Saving for major or extended trips
- Registering for troop’s/group’s activities in the next
5. Troop/group or service unit representatives may not solicit foundations.
6. Troop/group or service unit representatives may not solicit
cash gifts from businesses or individuals without prior approval from
the Philanthropy department. Any financial contribution to the
troop/group or service unit is to be deposited through the Council.
The Internal Revenue code requires that checks be made out to the
501(c)(3) tax exempt entity – Girl Scout Council of Colonial Coast.
The funds will be disbursed as the donor requested. The appropriate
Council acknowledgement letter will be sent to the donor[A1] .
7. The account signers must periodically inform parents and girls
of the troop’s/group’s financial status. All registered adults in the
troop/group have the responsibility and right to review the
troop’s/group’s financial books to ensure accuracy in accounting. All
registered adults with the troop/group should ensure that accurate
records of income and expenditures are maintained and reported
regularly at the troop/group meetings.
8. Service Unit Treasurers must give a regular report of income
and expenses at service unit meetings[A2] .
9. Delinquent Account Policy
a. Anyone who does not settle her/his product sale or program
fee bill within 60 days of the due date, without acceptable
explanation, will be removed from their volunteer position for
handling funds, and may not serve again in any of these capacities.
b. Volunteers who misuse funds for which they are responsible
will be released from all their Girl Scout positions with the Girl
Scout Council of Colonial Coast.
c. Girl Scout Council of Colonial Coast volunteers who are
authorized signers on checking accounts are responsible for all
overdrafts that they initiate. Girl Scout troop/group or service unit
funds are not to be used to cover overdraft fees.
d. Any bad debts, delinquent accounts or misuse of the funds
from Girl Scout accounts, product sales or program fees will be turned
over to collections or law enforcement if the problem is not resolved
within a 10 working day notification period.
e. Non-Sufficient Check Policy — Girl Scout Council of
Colonial Coast will charge a fee for returned checks at the rate
allowed by law. Additional bank processing fees are charged by the
bank and/or collection agency handling the returned check.