Troop Banking
Wrapping up your year!
2016-2017
1
I’m so glad you lead like a G.I.R.L.
2
Goals
• Overview of council troop finance procedures
• Step-by-step training of new finance tab in the Volunteer
Toolkit (VTK)
• Key dates
3
Annual Troop Finance Reporting Procedures
• Troops are required to submit the Troop Annual Financial Report in
VTK by June 15.
• The annual report covers financial transactions that took place
from May 1 through April 30.
• Troops established during the year should report their finances
starting in the month the troop was organized.
• Reports will be reviewed by the council Finance department to
ensure policies are being appropriately followed and funds are
being used to benefit girls.
4
Troop Leader Finance Tab in VTK
Log in to your VTK
through the MyGS
link on the council
website, click on
Volunteer Toolkit.
(Troop administrators and girl
program mentors are the only
volunteers able to see troop
details in MyGS)
5
Troop Leader Finance Tab in VTK
Click on finances
tab.
6
Important Troop Finance Documents
Locate the hyperlink on the upper right side to
find any important documents from council.
•
•
2016-2017 Troop Banking Guidelines
Troop Financial Tracking Worksheet
7
Troop Leader Finance Tab in VTK
Enter your troop’s annual income
in the provided categories. Check
for council details by clicking on
the green arrows to the right of
the income field Council
Detail to show an expanded
description.
Click the + sign on Add a note
(in green) to add additional
information.
Note: the last update time stamp
will update automatically (the
form is auto-saved). Do not enter
any special characters, such as
commas, in the income fields.
*This report is just an example.
Your report will have correct
income categories available.
8
Troop Leader Finance Tab in VTK
Enter a council note at
the bottom about your
troop’s annual income
(if needed).
9
Income Categories
•
•
•
•
•
•
•
•
•
GSUSA Membership Dues Collected
Troop Dues Collected
Activity/Events/Trip Fees Collected
Fall Product Program Deposits
Cookie Program Deposits
Money Earning Projects
Juliette Low Friendship Fund
Sponsorship/Donations to the Troop
Other Income
10
Troop Leader Finance Tab in VTK
Enter your troop’s annual expenses
in the provided categories. Check for
council details by clicking on the
green arrows to the right of the field
Council Detail to show an
expanded description.
Click the + sign on Add a note (in
green) to add additional information.
Note: the last update time stamp will
update automatically (the form is
auto-saved). Do not enter any
special characters, such as
commas, in the expense fields.
*This report is just an example. Your
report will have correct expense
categories available.
11
Troop Leader Finance Tab in VTK
Enter a council note at
the bottom about your
troop’s annual
expenses (if needed).
12
Expense Categories
•
•
•
•
•
•
•
•
•
GSUSA Membership Dues Paid
Activities/Events/Trip Fees
Fall Product Program ACH
Cookie Program ACH
Cost of Unsold Product
Badges/Uniforms/Pins etc.
Troop Supplies
Bank Fees/Charges
Other Expenses
13
Troop Leader Finance Tab in VTK
Input your troop bank
statement balance,
which is the ending
balance on the last
financial worksheet
submitted. If you are a
new troop, the balance is
$0.00.
Review your financial
summary and look for
any instructions from the
council about ending
balances.
14
Troop Leader Finance Tab in VTK
Enter a council note at
the bottom about your
troop’s ending balance
(if needed).
15
Troop Leader Finance Tab in VTK
Note the due date of your
troop’s finance report here.
Enter your troop banking
account information, as well
as the signers on your
account.
You can click the + symbol
to add more signers and
another bank account if
needed.
16
Troop Leader Finance Tab in VTK
You can also click the x symbol
to remove signers, add signers,
or remove bank account.
17
Troop Leader Finance Tab in VTK
Indicate your troop’s
status for next year by
selecting the appropriate
button. Also, enter your
service unit name and
number.
18
Troop Leader Finance Tab in VTK
Right underneath that section,
look for any special council
notes that need your attention.
You’ll see Required in red if
you must respond. Click the +
Your response to the
council to open a text box to
enter your response.
19
Troop Leader Finance Tab in VTK
Click the green button to
preview your finance
report on the next page.
You’ll be able to edit it
again if you need to.
Note the last timestamp
reflects when you last
updated your report.
20
Troop Leader Finance Tab in VTK
Click the Edit
Report button at any
time to return to
editing mode and
make changes.
21
Troop Leader Finance Tab in VTK
Preview mode: You will see your
troop’s income and expense entries
listed here, as well as any notes
you entered on the previous page.
*This report is just an example.
Your report will have correct income
and expense categories available.
22
Troop Leader Finance Tab in VTK
Preview mode: View your
troop’s financial summary
and any notes you entered
on the previous page.
23
Troop Leader Finance Tab in VTK
Preview mode: View the bank
account and signer information
you entered on the previous
page.
24
Troop Leader Finance Tab in VTK
Preview mode: View your troop’s
status for the following year, your
service unit’s name and number,
and any responses to council
questions.
25
Troop Leader Finance Tab in VTK
Preview mode: This is the
last stop before you send
the report to the council. Be
sure to check that all
information is correct. You
can attach documents from
your computer after you
click Send to Council.
Once you click Send to
Council, you cannot
change the finance report
information.
26
Troop Leader Finance Tab in VTK
A pop-up window will
appear once you click
Send to Council on
the previous page. You
can click Attach a
document to attach your
newest bank statement,
preferably your May bank
statement.
27
Troop Leader Finance Tab in VTK
A pop-up window will help
you browse files on your
computer and select the
files you wish to upload.
Note the maximum
combined file size is 25
MB.
28
Troop Leader Finance Tab in VTK
View your attached files here
Click Yes, submit now to
submit – or No, don’t submit
to go back to preview mode.
29
Troop Leader Finance Tab in VTK
You will receive a pop-up
confirmation of your
finance report submission
Click Ok to return to your
finance tab in the VTK
30
Troop Leader Finance Tab in VTK
Once back on your
finance tab in the VTK,
you will see a confirmation
message at the top. You
will see all of your
submitted troop finance
information on this page
(minus the attached
documents).
31
Troop Leader Finance Tab in VTK
At the very bottom of the page, you will now see this message:
32
Troop Leader Finance Tab in VTK
This is what the council will
receive via email after you
submit your report. Note the
first attachment is the troop
report submission as a .csv
file.
33
Key Dates
• Troops are required to submit the Troop Annual Financial
Report in VTK by June 15.
• The annual report covers financial transactions that took
place from May 1 through April 30.
• Check with your service unit on their end of year reporting
requirements.
34
Questions?
Kelsey Ramos, Troop Banking Specialist
[email protected]
800-474-1912
35