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HOW TO COMPLETE TROOP/GROUP FINANCIALS Completing your financials using the excel spreadsheets
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HOW TO COMPLETE TROOP/GROUP FINANCIALS
Completing your financials using the excel spreadsheets
You should have…
Troop/Group Treasurer Self-Study Guide
Detailed Cash Record & Annual Troop/Group Financial Report & Equipment Inventory
Copies of the forms – Page 16 & 20 in the self-study guide or at www.sdgirlscouts.org/forms
Getting Started
Make sure you have:
Detailed Cash Record
Annual Financial Report & Equipment Inventory
Any bank statements you have already received.
Troop receipts and checkbook
Report Dates: From: 10/1/2008 ToLeader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent,
including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a period of 4 years.
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
4/30/2009
Report Dates: From: 10/1/2008 To 699 1231Leader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent,
including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a period of 4 years.
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
4/30/2009
Report Dates: From: 10/1/2008 To 699 1231Leader Name Susie Scout Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues, Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Total Expense Running Balance
Balance from last report
619-610-0001 [email protected]
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent,
including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a period of 4 years.
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
4/30/2009
Report Dates: From: 10/1/2008 To 699 1231Leader Name Susie Scout Phone # Email # of reg girls 12 Level Br
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues, Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense Running Balance
Balance from last report
619-610-0001 [email protected]
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent,
including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a period of 4 years.
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
4/30/2009
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
$0.00 [A]
$0.00
Quantity Condition
$0.00$0.00$0.00 [B]
$0.00$0.00$0.00$0.00 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $0.00 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Total Income
Donations, Misc.Money-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$0.00Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Troop Treasurer or Co LeaderService Unit Team Member Team Position
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Branch LocationChecking Account # Savings Account # Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
$0.00
$0.00 [A]
$0.00
Quantity Condition
$0.00$0.00$0.00 [B]
$0.00$0.00$0.00$0.00 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $0.00 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Total Income
Donations, Misc.Money-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$0.00Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Troop Treasurer or Co LeaderService Unit Team Member Team Position
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Bank of Girl Scouts Branch Location BalboaChecking Account # 1111 Savings Account # n/a Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
N/A
$0.00 [A]
$0.00
Quantity Condition
$0.00$0.00$0.00 [B]
$0.00$0.00$0.00$0.00 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $0.00 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Total Income
Donations, Misc.Money-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$0.00Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Susie Scout Troop Treasurer or Co Leader Barbara BrownieService Unit Team Member Jane Junior Team Position Service Unit Treasurer
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Bank of Girl Scouts Branch Location BalboaChecking Account # 11111 Savings Account # N/A Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
Organize your receipts
Sort receipts in date order Compare checkbook register with
receipts Use checkbook to track any
deposits that were made
Report Dates: From ToLeader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense
Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received
and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
Report Dates: From ToLeader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense
Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received
and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
Report Dates: From ToLeader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense
Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received
and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
Report Dates: From ToLeader Name Phone # Email # of reg girls Level
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,encampment, car wash,
Dues , Activities ,
Events
Council Product Sales Profit: Cookies &
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches,
Community Service, Misc.
Tota l Income
Tota l Expense
Running Balance
Balance from last report
Girl Scouts, San Diego-Imperial Council, Inc.
Detailed Cash RecordAll Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received
and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records upon request. Failure to comply could result in the troop/group account being frozen until financial records are submitted. Disbanded troops are required to close all bank accounts and submit a disbandment report and cashier's check for ending balance, payable to Girl Scouts, with final paperwork. Troop/Group leader is responsible for all troop/group equipment and supplies. Troop/Group financial records, including receipts, are to be kept by troop leader for a
Service Unit # Troop/Group #
Expense(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
What each column means
Column 3: Dues, Activities, & EventsAny troop dues & start up
feesOpportunity funds
receivedMoney collected for troop
activities
Incomes: Columns 3-6
(enter $ amount under each category)
Dues, Activities, Events
Council Product Sales Profit: Cookies &
Money-Earning project Profits
Donations, Misc.
Income
What each column means
Column 3: Dues, Activities, & Events Any troop dues & start up fees Opportunity funds received Money collected for troop
activities
Incomes: Columns 3-6
(enter $ amount under each category)
Dues, Activities, Events
Council Product Sales Profit: Cookies &
Money-Earning project Profits
Donations, Misc.
Income
Column 4: Council Product Sales Profits Any profit received from
doing council nut or cookie sales
What each column means
Column 5: Money-Earning Project Profits Money earned from troop
doing any money-earning projects other than council nut and cookie sales
Attach approved money-earning project application
Incomes: Columns 3-6
(enter $ amount under each category)
Dues, Activities, Events
Council Product Sales Profit: Cookies &
Money-Earning project Profits
Donations, Misc.
Income
What each column means
Column 5: Money-Earning Project Profits Money earned from troop
doing any money-earning projects other than council nut and cookie sales
Attach approved money earning project application
Incomes: Columns 3-6
(enter $ amount under each category)
Dues, Activities, Events
Council Product Sales Profit: Cookies &
Money-Earning project Profits
Donations, Misc.
Income
Column 6: Donations, Misc Money received from
parents or other sponsors to be used for troop activities
What each column means
Column 7: Meeting, Activities, and Events Expenses for meeting and
troop activities Includes craft supplies, first
aid kits, program books, workshops, etc
Expenses: Columns 7-9
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc.
Expense(enter $ amount under each category)
What each column means
Column 7: Meeting, Activities, and Events Expenses for meeting and
troop activities Includes craft supplies, first aid
kits, program books, workshops, etc
Expenses: Columns 7-9
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc.
Expense(enter $ amount under each category)
Column 8: Recognitions, Awards, Badges, Patches, and Pins Money used to purchase
badges, try-its, or patches earned
Other recognitions and thank-you’s.
WHAT EACH COLUMN MEANS
Column 9: Community Service and Misc Money used to perform
service projects Any other authorized
expenses not listed
Expenses: Columns 7-9
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc.
Expense(enter $ amount under each category)
See page 18 in your self-study guide for more in depth explanations
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues , Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
0
Category Totals 0 0 0 0 0 0 0 $0.00 $0.00
$0.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues, Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Tota l Expense
Running Balance
09/2/2008 Troop Start up Fee 120 $120.00 $0.00 $120.00
Category Totals 120 0 0 0 0 0 0 $120.00 $0.00
$120.00Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues, Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income
Total Expense
Running Balance
09/2/2008 Troop Start up Fee 120 $120.00 $0.00 $120.00
9/18/2008Michael's Check 218 craft supplies for mtg 34.56 $0.00 $34.56 $85.44
Category Totals 120 0 0 0 34.56 0 0 $120.00 $34.56
$85.44Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues, Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income Tota l Expense
Running Balance
09/2/2008 Troop Start up Fee 120 $120.00 $0.00 $120.00
9/18/2008Michael's Check 218 craft supplies for mtg 34.56 $0.00 $34.56 $85.44
10/20/2008Target Check 219 Mtg supplies 15.84 $0.00 $15.84 $69.60
11/10/2008 Troop Dues 24 $24.00 $0.00 $93.60
11/15/2008 Nut Sale Profit 150 $150.00 $0.00 $243.60
11/20/2008Soup Kitchen service project check 220 75 $0.00 $75.00 $168.60
12/10/2008GS Store try its check 221 32.46 $0.00 $32.46 $136.14
1/5/2009Family portion of zoo trip 240 $240.00 $0.00 $376.14
1/15/2009 Zoo Trip Check 223 300 $0.00 $300.00 $76.14
2/5/2009 Donation from parent 100 $100.00 $0.00 $176.14
2/20/2009Micheals Check 224 craft supplies for mtg 74.36 $0.00 $74.36 $101.78
3/15/2009 Cookie Profits 642.75 $642.75 $0.00 $744.53
3/30/2009campout location rental ck 225 150 $0.00 $150.00 $594.53
4/25/2009Vons Campout food ck 226 246.84 $0.00 $246.84 $347.69
Category Totals 384 792.75 0 100 821.6 32.46 75 $1,276.75 $929.06
$347.69Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
TransactionDate
Examples: cookies, nuts, craft project,workshop, museum, troop camp,
Dues, Activities, Events
Council Product Sales Profit:
Money Earning project Profits
Donations, Misc.
Meetings, Activities, Events
Recognitions: Awards, Badges, Patches, Pins
Community Service, Misc. Tota l Income Tota l Expense
Running Balance
09/2/2008 Troop Start up Fee 120 $120.00 $0.00 $120.00
9/18/2008Michael's Check 218 craft supplies for mtg 34.56 $0.00 $34.56 $85.44
10/20/2008Target Check 219 Mtg supplies 15.84 $0.00 $15.84 $69.60
11/10/2008 Troop Dues 24 $24.00 $0.00 $93.60
11/15/2008 Nut Sale Profit 150 $150.00 $0.00 $243.60
11/20/2008Soup Kitchen service project check 220 75 $0.00 $75.00 $168.60
12/10/2008GS Store try its check 221 32.46 $0.00 $32.46 $136.14
1/5/2009Family portion of zoo trip 240 $240.00 $0.00 $376.14
1/15/2009 Zoo Trip Check 223 300 $0.00 $300.00 $76.14
2/5/2009 Donation from parent 100 $100.00 $0.00 $176.14
2/20/2009Micheals Check 224 craft supplies for mtg 74.36 $0.00 $74.36 $101.78
3/15/2009 Cookie Profits 642.75 $642.75 $0.00 $744.53
3/30/2009campout location rental ck 225 150 $0.00 $150.00 $594.53
4/15/2009Vons Campout food ck 226 246.84 $0.00 $246.84 $347.69
Category Totals 384 792.75 0 100 821.6 32.46 75 $1,276.75 $929.06
$347.69Total Balance
Balance from last report
Detailed Cash RecordExpense
(enter $ amount under each category)
IncomeTransaction Details(enter $ amount under each category)
Keeping Accurate Records
Enter items onto the detailed cash record as they happen
Collect receipts regularly from troop leader and log them as soon as you have them
Double check bank statement against the detailed cash record to check for mistakes
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
N/A
$0.00 [A]
$384.00
Quantity Condition
$0.00$100.00
$1,276.75 [B]
$821.60$32.46$75.00
$929.06 [C]
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these records
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Checking Account # 11111 Savings Account # N/A Cash on hand $Name of Bank Bank of Girl Scouts Branch Location Balboa
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Susie Scout Troop Treasurer or Co Leader Barbara BrownieService Unit Team Member Jane Junior Team Position Service Unit Treasurer
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$792.75Cookie ($ ) + Nut ($ ) Item
Total Income
Donations, Misc.Money-Earning Projects Profit
Expenses:Meetings, Activities, EventsRecognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $347.69 Volunteer Support Coordinator: _________________________________ date ______________
New
Returning Disbanding
Transactions not yet cleared in the bank Guide on the back of your statement
Balance on statement
-- unprocessed expenses
+ Unprocessed Incomes
= Final balance on detailed cash record
TRANSACTIONS NOT YET CLEARED IN THE BANK
594.53 Balance on Statement
Bank Statement : $594.53Detailed Cash Record: $347.69
Not yet Processed Check $246.84
= 347.69 Final balance on detailed cash record + 0.00 Unprocessed Incomes
-- 246.84 Any unprocessed expenses
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
N/A
$0.00 [A]
$384.00
Quantity Condition
$0.00$100.00
$1,276.75 [B]
$821.60$32.46$75.00
$929.06 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $347.69 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Total Income
Donations, Misc.Money-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$792.75Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Susie Scout Troop Treasurer or Co Leader Barbara BrownieService Unit Team Member Jane Junior Team Position Service Unit Treasurer
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Bank of Girl Scouts Branch Location BalboaChecking Account 11111 Savings Account # N/A Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
N/A
$0.00 [A]
$384.00
Quantity Condition
$0.00$100.00
$1,276.75 [B]
$821.60$32.46$75.00
$929.06 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $347.69 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Total Income
Donations, Misc.Money-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$792.75Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Susie Scout Troop Treasurer or Co Leader Barbara BrownieService Unit Team Member Jane Junior Team Position Service Unit Treasurer
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Bank of Girl Scouts Branch Location BalboaChecking Account 11111 Savings Account # N/A Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
to 699 Troop #Phone # E-Mail # girls 12 Level Br
Phone #
N/A
$0.00 [A]
$384.00
Quantity Condition
$0.00 2 Good$100.00 1 Good
$1,276.75 [B]
$821.60$32.46$75.00
$929.06 [C]
Recognitions: Awards, Badges, Patches,Community Service, Misc. For internal use only:
Distribution: white, to volunteer support coordinator; yellow, to service unit treasurer; pink, to troop leader RT:llh MB-0735AW. 7.2.09
Total Expenses Review ed by:
Service Unit Treasurer or Manager: _________________________________ date _____________
Ending Balance (A+B-C) $347.69 Volunteer Support Coordinator: _________________________________ date ______________
Expenses:Meetings, Activities, Events
Tent
Total Income
Donations, Misc. FlagMoney-Earning Projects Profit
Ending Balance from prior year:
Income: Plans: Equipment:Dues, Activities, Events If ending balance exceeds $500,
list troop plans for these fundsList current, non expendable, troop/group
equipment inventory such as tents or flags. Council Product Sales Profit:$792.75Cookie ($ ) + Nut ($ ) Item
If Applicable: Troop/Group Disbandment Report (submit a cashier's check, payable to Girl Scouts, to your service unit treasurer)
Signers on Troop Leader Susie Scout Troop Treasurer or Co Leader Barbara BrownieService Unit Team Member Jane Junior Team Position Service Unit Treasurer
Troop Status: Please attach two copies:Detailed Cash Record or similar computer generated reportBank Statement (your troop's most recent, reconciled statement) - include all pagesMoney-Earning Project Application (pre-approved signature required)
Name of Bank Bank of Girl Scouts Branch Location BalboaChecking Account 11111 Savings Account # N/A Cash on hand $
Leader's Name Susie Scout 619-610-0001 [email protected]
Report Prepared by (if other than leader) Position held in
Girl Scouts, San Diego-Imperial Council, Inc.Annual Troop/Group Financial Report & Equipment Inventory
All Girl Scout Troops/Groups are required to submit this form, with attachments, to your service unit treasurer by June 15.Per Volunteer Agreements and Financial Guidelines, troop leaders, or designated troop treasurer, must keep up-to-date, accurate records of all monies received and spent, including receipts and copies of the troop check book register and bank statements. Parents, girls and Girl Scout personnel have the right to review these
Report dates from: October 1, 2008 April 30, 2009 Service Unit # 1231
New
Returning Disbanding
Submitting to Treasurer
2 copies of each of the following:Detailed Cash RecordAnnual Troop/Group Financial
Report & Equipment InventoryMost current bank statementAny applicable approved money-
earning project applications
Congratulations!
You have completed your first set of financials!
What now?Take your ending balance and put it in the first
line of the running balance on your next detailed cash record
Complete all steps again of tracking income and expenses
Record Keeping
Keep all financial records for four years Keep all receipts, can be filed and organized in monthly
folders to make it easy Continue to compare bank statement and receipts each
month to check for any discrepancies Just a reminder, the person holding the checkbook
should not be the person receiving the bank statement each month!
Questions?
Contact your Service Unit Treasurer Contact your Volunteer Support Coordinator at
council Review your self paced training Watch this video training again Visit us at www.sdgirlscouts.org or call 1-800-643-
4798
Thank you!
