All troops, groups, day camps, and service units must open a separate business checking account into and out of which all funds flow. All Girl Scout accounts must have two signers who are responsible for funds. Bank account signers cannot be related (i.e. not a sibling, spouse, domestic partner, parent, child, or anyone who would be considered a family member) or live in the same residence. Bank account signers must be authorized by GSNEO to handle finances and be active in one of the following roles: Troop Leader, Troop Admin, Troop Program Guide, Treasurer, Product Sales Manager, or Service Unit Team position. These accounts, the signers, and the use of GSNEO's EIN must be authorized in writing by GSNEO. One additional savings account per troop is permitted, which must be authorized in writing by GSNEO. Each troop, group, day camp, and service unit may only have one checking and one savings account at any given time.
These accounts must only be used to support the Girl Scout program; money earned by girls can only be used to fund their Girl Scout experience. Examples of appropriate uses for troop funds include community service and Take Action projects, Girl Scout troop meeting supplies and trips, and other girl-led Girl Scout troop activities.
Funds of more than one troop/group may not be co-mingled in one bank account; each troop must have its own bank account. Co-mingling of funds will be regarded as misappropriation.
Subordinate units must follow GSNEO procedures when opening accounts, closing accounts, or changing bank account signers at a financial institution. The council has the authority to change bank account signers, request bank statements, or close unit accounts whenever it deems necessary.
GSNEO has established relationships with preferred banks with numerous benefits including improved customer service. Additionally, certain banks do not comply with GSNEO policies and volunteers are not permitted to open Girl Scout accounts. Existing bank accounts at prohibited banks are not required to close, however, changes are not permitted (i.e. new signers) and accounts must be closed and transferred to a permitted bank if changes are needed.
The unit may obtain no more than 2 debit/check cards. The debit/check card must not be used for personal purchases. The cardholder(s) are responsible for obtaining purchase receipts, securing the card(s), and are legally responsible for the transactions posted to the card. Online banking is permitted.
Both appointed bank account signers are responsible for good stewardship of funds including up-to-date recordkeeping, monthly review of bank statements, responsible management of funds, and submission of timely reports to affected girls, their parents/caregivers, and GSNEO.
All Girl Scout funds must be deposited into the unit account within 72 hours ($100 or less may be kept on hand as petty cash) and all itemized receipts of purchases, bank receipts/deposits and monthly bank statements must be kept on file in accordance with GSNEO’s records retention policy. Funds collected via Cheddar Up must be transferred to the FDIC insured GSNEO bank account within 7 days of collection.
If troops, groups, day camps, or service units need to change bank account signers on existing troop bank accounts, they must complete the "Request to Change Bank Account Signers" form. Bank accounts are subject to being closed by GSNEO if the account is not in compliance with policies (e.g. signer no longer on troop roster; signer's membership is not renewed; signer is no longer in approved role).
Signers on service unit bank accounts must be active in a service unit team role , and one must be in the role of Service Unit Treasurer. Service unit team members must be active in a troop to cosign on their account. Volunteers may request to serve as a bank account signer on up to three bank accounts (e.g. three troops; two troops and one service unit) in which they actively participate in the approved roles (see above); to sign on additional accounts requires approval from the Volunteer Support and Services Director or designee.