Important financial procedure reminders
- Protect yourself!
- Fill out a money/cookie receipt for every box of cookies/money received.
- Receipt every box of cookies. Include the type of cookie, how many of each, to whom, troop number, date, signature of adult accepting, and signature of person giving cookies.
- Both parties should count the cookies together and sign the receipt.
- Parents are responsible for all Girl Scout cookies and money they receive. Parents, not girls, should sign receipts.
- When receiving money, count all money immediately with the parent present. You sign in the received by area. Have the parent sign in the received from area.
- Give the parent one copy of the receipt. You keep one copy of the receipt for the troop’s records.
- Keep copies of all receipts!
- Bank early and often!
- 25% of money should be banked by February 23
- 50% of money should be banked by March 9
- 100% of money should be banked by March 16
- Only use deposit slips given to you by your service unit cookie manager. Do not share deposit slips. If you need more deposit slips, contact the Cookie Helpline at 877.474.2249.
- Only deposit the amount owed to council in the council bank account. Troop proceeds should be retained by the troop.
- Checks should be made payable to Girl Scouts of Central Indiana or GSCI. Checks should be deposited into the Girl Scouts of Central Indiana account. Troops who deposit checks into their personal account will be responsible for any bounced check fees.
- Deposit slips are in duplicate:
- One copy is turned in with your Final Report Envelope.
- Once copy is kept by the bank.
- Make sure the bank gives you two copies of your bank receipt:
- One copy is stapled to your deposit slip and turned in with your Final Report Envelope.
- One copy is kept by the troop for your records.
- Deposits made will upload into the eBudde system. This can take up to three business days to occur. Check eBudde frequently to make sure all deposits have posted correctly. If you notice an error on your troop’s sales report, contact the Cookie Helpline at 877.474.2249.
- All money should be banked by March 16
- All bank receipts and final report paperwork is due to your service unit cookie manager by March 18
Outstanding cookie accounts
- If at the end of the Girl Scout Cookie Sale, a parent still owes money for Girl Scout Cookies, the troop cookie manager must complete a Parent Outstanding Cookie Account form.
- Parent Outstanding Cookie Account forms must be submitted with appropriate documentation (receipts, permission slips, etc.) to the service unit cookie manager with Final Report Paperwork no later than March 19!
- Troops should not collect money from parents after Final Report Paperwork has been submitted. Parents with Outstanding Cookie Accounts should contact the Girl Scout cookie helpline at 877.474.2249 to make arrangements to submit payment.
- All delinquent payments after the Girl Scout Cookie Program has finished should be sent or brought to:
ATTN: Cookie Accounts
Girl Scouts of Central Indiana
2611 Waterfront Parkway East Drive
Indianapolis, IN 46214
- If a parent does not pay their cookie bill:
- The council will send one letter requesting that the parent or pay the amount owed.
- If the parent does not pay their money by the date state in the latter, the parent or troop cookie manager may be sent to collections and released as a Girl Scout volunteer.
- The troop cookie manager is responsible for depositing all money due to Girl Scouts of Central Indiana for all cookies the troop has picked up.
- If a troop does not pay their bill:
- The council will send one letter requesting that the troop pay their amount owed and/or turn in their Final Report paperwork.
- If a troop does not pay their money by the date state in the letter, the troop cookie manager may be sent to collections and released as a Girl Scout volunteer.
- If a troop cookie manager has a parent that owes a debt they must turn in the Parent Outstanding Cookie Account forms, so they are not held responsible for the debt.
All top seller recognitions be held until the debt is paid in full. The council will hold these items for the girl of the adult that still owes money to council.