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This information comes from the "Managing Finances for Girl Scouts, Troops, and Service Units" page of the GSCTX website, please go to that page for the latest information or to verify any of this.
Using Troop Funds
Using Troop Funds
All funds collected, raised, earned, or otherwise received in the name of and for the benefit of Girl Scouting belong to the troop as a whole and must be used for the purposes of Girl Scouting. Funds are administered through the troop and do not belong to individual members. Funds utilized should provide a one-time benefit to Girl Scout members for approved Girl Scout activities. Approved expenditures include:
Girl Scout membership dues, including lifetime memberships.
Troop meeting supplies, which may include snacks or meals and meeting room rental fees.
Girl Scout-sponsored programs, activities, or events, including those hosted by GSCTX, other Girl Scout councils, GSUSA, a service unit, or another troop.
Non-Girl Scout-sponsored programs, activities, or events that focus on at least one of the Girl Scout pillars: outdoors, STEM, entrepreneurship, and life skills.
Required or recommended volunteer training to enable the Girl Scout experience.
Troop travel.
Purchases at the Girl Scout Shop (example: uniform pieces, badges, patches, and pins).
Badges, patches, and pins not available through the Girl Scout Shop (example: National or State Park patch).
Financial donation to the GSCTX Girl Campaign or a service unit.
Purchasing goods for donation to an outside organization as part of a troop service, Take Action, or highest award project. Troop funds may not be used for cash donations to outside organizations.
Any expenditures not explicitly approved above are prohibited. For example, purchases that benefit an individual long-term, such as a camera, passport, souvenir, gift card, shopping trip, college preparation course, or college scholarship are not approved for the use of Girl Scout funds.
Online Payment Options
Online Payment Options
Troops and service units may use online payment options (like PayPal, Apple Pay, or Venmo) for Girl Scout-related events and activities if these accounts are linked to the troop or service unit bank account—not personal accounts. However, these online payment methods are not permitted for customer transactions, such as cookie booth sales, during Product Programs. Troops should use Square to process customer-based transactions.
Debit Card Guidelines
Debit Card Guidelines
All funds must be deposited into the appropriate Girl Scout checking or savings account. When available, Girl Scout accounts may accept debit cards for troop expenses.
Debit Card Limits:
Troops/service units may have two debit cards per bank account. Those with cards issued in their name are responsible for all charges, including service fees and any charges for lost or stolen cards.
Debit Card Usage Guidelines:
Debit cards are authorized for official Girl Scout business only.
Monthly reconciliation of debit card records is necessary to ensure accurate year-end reporting.
Only authorized signers on the troop/service unit bank account may be issued a debit card.
Using the debit card for non-Girl Scout expenses is considered a misuse of funds and may violate Texas law.
Collaborating with other Organizations
Collaborating with other Organizations
When collaborating with any other organization, keep these additional guidelines in mind:
Avoid fundraising for other organizations. Girl Scouts are not allowed to solicit money on behalf of another organization when identifying themselves as Girl Scouts by wearing a uniform, a sash or vest, official pins, and so on. This includes participating in a walkathon or telethon while in uniform. However, you and your group can support another organization through Take Action projects. Girl Scouts as individuals are able to participate in whatever events they choose as long as they are not wearing anything that officially identifies them as Girl Scouts.
Steer clear of political fundraisers. When in an official Girl Scout capacity or in any way identifying yourselves as Girl Scouts, your group may not participate, directly or indirectly, in any political campaign or work on behalf of or in opposition to a candidate for public office. Letter-writing campaigns are not allowed, nor is participating in a political rally, circulating a petition, or carrying a political banner.
Be respectful when collaborating with religious organizations. Girl Scout groups must respect the opinions and practices of religious partners, but no one should be required to take part in any religious observance or practice of the sponsoring group.
Avoid selling or endorsing commercial products. A commercial product is any product sold at a retail location. Since 1939, Girl Scouts and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.
Travel
Travel
Girl Scouts love to travel—and they can use troop funds to do so! Examples of approved travel expenses include:
Transportation (airfare, train, bus, rental vehicle)
Hotel
Meals while traveling
Travel insurance
Covid testing directly related to travel
Girl Scout funds cannot be used for cameras, souvenirs and spending money or travel documentation (such as passports, visas, or state IDs).
When planning troop travel, participation should include at least 50 percent of the youth members registered into the troop along with at least the required number of safety-wise adults.
Disbanding Troops and Unused Troop Funds
Disbanding Troops and Unused Troop Funds
When a troop disbands, any unused Girl Scout money left in the account becomes the property of the council. Troop funds are not the property of any individual member. Before disbanding, ask your troop how they want to pay it forward. They may decide to donate any unused funds to the GSCTX Girl Campaign, to their service unit, to another troop, or to pay for Girl Scout activities. Activities can also include purchasing materials to support another organization through Take Action projects.
When the entire troop decides not to continue in Girl Scouts or when the youth members in a troop have reached the maximum age for Girl Scout troop participation (grade 12) and are graduating from high school, the troop should vote on an appropriate Girl Scout activity to use any remaining funds in the troop account.
Any expenditures not explicitly allowed, as listed in the Managing Girl Scout Funds section, are prohibited. For example, purchases that benefit an individual long-term, such as a camera, passport, souvenir, gift card, shopping trip, college preparation course, or college scholarship are not approved for the use of Girl Scout funds.
Troop funds cannot be donated to outside organizations. If a troop wishes to support an outside organization, please see the Working with Sponsors and Other Organizations section on the GSCTX Website for more information on collaborating with other organizations.
Ideas for appropriate use of funds include:
final troop trip
donation to the GSCTX Girl Campaign
donation to the service unit
funding a community service project
Once troop funds have been used, the troop treasurer is responsible for completing the steps for closing the account and retiring the troop.
Managing IRM Funds
Managing IRM Funds
All rules regarding the management of troop funds apply to Girl Scouts who are individually registered youth members (IRMs).
IRMs can participate in the Fall Product and Girl Scout Cookie Programs. Proceeds earned through Product Programs may offset some out-of-pocket expenses for approved Girl Scout activities. Proceeds earned will be managed by the Product Programs Department since individual members cannot profit directly from Product Programs.
To request IRM funds earned through Product Program participation, complete an Individually Registered Girl Scout Fund application. Once the application is approved, the council will pay for the activity or event. Girl Scouts cannot reimburse caregivers per IRS guidelines.
IRMs need to submit an Activity and Travel Application to obtain permission to use Girl Scout funds for travel. Girl Scout funds should only be used for the Girl Scout youth member and one caregiver accompanying the IRM. Girl Scout funds should not be used for individuals who are not registered or for more than one caregiver (including but not limited to non-Girl Scout siblings, a second caregiver, a non-Girl Scout friend, or additional family members).
Mismanagement of Girl Scout Funds
Mismanagement of Girl Scout Funds
If a caregiver or volunteer within the troop or service unit suspects that the funds are being mismanaged, please contact us to notify a Girl Scout staff member. Based on the information received, staff will initiate a preliminary inquiry, collect facts, gather proper documentation, and conduct an audit if necessary.
Please make every attempt to be proactive and establish good financial procedures by reconciling the Girl Scout bank account monthly. Provide a good example to the members of your troop.
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