H OW 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

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

Organize your receipts Sort receipts in date order Compare checkbook register with receipts Use checkbook to track any deposits that were made

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

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 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

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 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

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 Column 8: Recognitions, Awards, Badges, Patches, and Pins Money used to purchase badges, try-its, or patches earned Other recognitions and thank- you’s.

W HAT E ACH C OLUMN M EANS Column 9: Community Service and Misc Money used to perform service projects Any other authorized expenses not listed Expenses: Columns 7-9 See page 18 in your self-study guide for more in depth explanations

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

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

T RANSACTIONS NOT YET CLEARED IN THE BANK Balance on Statement Bank Statement : $ Detailed Cash Record: $ Not yet Processed Check $ = Final balance on detailed cash record Unprocessed Incomes Any unprocessed expenses

Submitting to Treasurer 2 copies of each of the following: Detailed Cash Record Annual Troop/Group Financial Report & Equipment Inventory Most current bank statement Any 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 or call www.sdgirlscouts.org Thank you!