- All troops must complete the ACH section of UNIFY by the due date printed on the Fall Product paperwork. This authorizes the council to debit all monies due to council from their troop accounts and validates current banking information.
- UNIFY will be updated when the draft occurs, if an ACH is returned to us there will be a separate entry indicating that as well as a fee for all returns due to NSF or closed account.
- All troops must complete the ACH section of SMART COOKIES by the due date printed on the Cookie paperwork. This authorizes the council to debit all monies due to council from their troop accounts and validates current banking information.
- SMART COOKIES will be updated by council after the debit has taken place. if an ACH is returned to us there will be a separate entry indicating that as well as a fee for all returns due to NSF or closed account.
All monies due to council need to be in the troop’s bank account on the day the final paperwork is due. It will be the troop’s responsibility to have the entire balance in their account on the date the paperwork is due to council. GSC staff will not review troop accounts for funds availability. If funds are not in the account when council debits the troop’s account that troop will be responsible for all charges incurred to that account.
Overcharging for product:
Any troop/girl/parent found overcharging for Girl Scout products will be subject to the following:
- Restrictions for the remainder of the sale, which could include forfeiture of booths and restrictions for the girl/troop to receive additional product
- Adult volunteers engaged in this activity will be subject to removal from their volunteer role
Procedure for Outstanding Product Monies
There are two types of outstanding balances:
- Troop Debt to the Council Business Office
- Parent /Guardian Debt to the troop
Troop Debt to Council Business Office
When unresolved debt occurs, the troop will not be able to participate in any product sales until the troop has resolved their outstanding balance with the Council Business Office.
- The Council Office will send up to two collection letters to the Troop Chair and the Leader to try to collect the outstanding monies.
After the second time with no action taken by the troop, it will be turned over to local law enforcement.
Parent/Guardian Debt to Troop
Since Recognitions cannot be guaranteed after about 6 weeks for Troops with an outstanding amount due to Council, we recommend contacting Customer Care at firstname.lastname@example.org as soon as you realize there may be Product Money due or you have not been able to collect from a Troop Parent. We are here to help! When Product money is due to the Council Business Office and you have not been able to collect from a troop parent, do not hold up your troops paperwork. Make sure all monies collected have been deposited into your Troops Bank Account by the deadline.
As soon as you realize there is a problem, act immediately!
- Collect as much money as possible and set up definite deadlines for additional payments. Promptly Notify Customer Care at: email@example.com with information listed in “information needed for further review” section, if deadline is not met.
- Make at least three attempts to collect money. The attempts to collect money must be documented in writing. Be aware that an answering machine or phone message might not be received by the person involved. It is not a reliable form of contact.
- Attempts to collect monies need to be pleasant and tactful, but firm. Do not harass. Emphasize that missing money denies girls program opportunities.
- All outstanding parent debt must be reported within 2 weeks of the end of the sale. It becomes increasingly difficult to help with collections after time has passed.
- If you need additional help or need to talk it over, contact the Product Director, Debbie Zito, (firstname.lastname@example.org or call 800.367.3906).
Document all information: Written/Verbal Documentation needed as follows:
- Who made contact
- Method of Contact (phone, letter, in person)
- Summary of what was said and the response
- Your follow-up actions and plans
- Information Needed for further review (see next section)
Information Needed for further review:
- Names (girls and parents)
- Phone numbers
- Physical Address
- Total Products checked out and returned from all signed M3 receipts
- Amount owed troop and Council Business Office
- Signed Parent Permission Agreement
- All signed M3 receipts from parent
- If you have all the signed documentation, the Council Business Office will be able to help with future payments from the parent/ guardian.
How can this be avoided?
- By training and informing the parents/guardians during a meeting about the consequences of outstanding balances.
- Meeting the deadlines for payments during the sale.
- Be firm with the guidelines about payment before additional product is given out.
- Keeping in touch with parents and girls to verify all payments are received for delivered product with corresponding signed M3 receipts.
Misappropriation of Funds by Troop Chair or Leader
If misappropriation of troop funds is suspected, Leaders access to troop funds could be suspended during research and review of the allegations. If evidence of misuse of funds or personal use of troop funds is substantiated, this will result in Girl Scouts of Citrus action including, but not limited to, staff oversight, termination from the volunteer position, and/or restrictions of further fundraising activities until the matter is resolved. The leader/chair could be reported to Law Enforcement for further investigation.
Report the concern immediately to Customer Care at email@example.com. If review of the concern yields substantial evidence of theft or fraud, Council Office is the legal party to file Police Reports and will do so.
Third Party Theft
In the event that funds are stolen by a third party (home robbery, auto theft, booth robbery), a completed police report must be provided to the Council Business Office.
- Receipts will be helpful to prove possession and value of property.
- Council Staff will work directly with the victim with regard to the resolution of missing funds.
- Do not speak to media – contact Crystal Jones, Chief Operations Officer, 407-228-1630 or email firstname.lastname@example.org.