COOKIE MANAGER MANUAL
TOPICS
INTRODUCTION ........................................................................................................................4
COOKIE PROGRAM RESOURCES & ASSISTANCE ...............................................................4
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Additional Information ................................................................................................................. 4
Assistance & Questions.............................................................................................................. 4
COOKIE PROGRAM INFORMATION ........................................................................................5
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Benefits of the Cookie Program .................................................................................................. 6
Helping Girls Reach Their Financial Goals ................................................................................. 7
5 Steps of Selling Cookies .......................................................................................................... 8
Who is Eligible to Sell Cookies ................................................................................................... 8
Where & How Girls Can Sell..................................................................................................... 10
Rewards that Inspire Success .................................................................................................. 10
Advertising The Cookie Program .............................................................................................. 14
Exploitation............................................................................................................................... 15
Endorsement ............................................................................................................................ 15
Corporate Donations ................................................................................................................ 16
GIRL PARTICIPATION & SAFETY..........................................................................................16
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Girl Scouts Volunteer Essentials & Safety Activity Checkpoints................................................ 16
For Girls and Parents/Guardians .............................................................................................. 16
LITTLE BROWNIE BAKERS (LBB) ........................................................................................17
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eBudde ..................................................................................................................................... 17
Cookie Reports......................................................................................................................... 17
TROOP COOKIE MANAGER (TCM) .......................................................................................18
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TCM Position Responsibilities .................................................................................................. 18
Changing TCMs ....................................................................................................................... 18
Contact Information .................................................................................................................. 19
Cookie Supplies ....................................................................................................................... 20
Receipts ................................................................................................................................... 20
Cookie Program Dates ............................................................................................................. 22
Troop Volunteer Team.............................................................................................................. 24
Girl & Parent/Guardian Cookie Program Training ..................................................................... 27
Girl/Troop Cookie Order ........................................................................................................... 30
Allocation of Booth Cookies ...................................................................................................... 33
Troop Cookie Pick-Up .............................................................................................................. 34
Troop Order Discrepancies ...................................................................................................... 34
Cookie Storage Guidelines ....................................................................................................... 35
Girl Distribution ......................................................................................................................... 35
Shortage/Excess Cookies ........................................................................................................ 36
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MONEY MANAGEMENT .........................................................................................................37
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Cookie Prices ........................................................................................................................... 37
Cookie Proceeds ...................................................................................................................... 37
Collecting Girl Money ............................................................................................................... 37
Payment Guidelines ................................................................................................................. 38
Money-Earning Projects ........................................................................................................... 38
Tips & Donations at Cookie Booths .......................................................................................... 38
No Special Sales, Discounts, Raffles or Resale/Redistribution ................................................. 39
TROOP COOKIE BOOTH PROCEDURES ..............................................................................40
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Obtaining and Reserving Booth Locations ................................................................................ 40
Booth Limits ............................................................................................................................. 43
Unneeded Cookie Booths ......................................................................................................... 43
Cookie Booth Code of Conduct ................................................................................................ 44
Cookie Booth Records.............................................................................................................. 45
Booth Safety, Etiquette, Tips & Suggestions ............................................................................ 45
Illegal Cookie Booths ................................................................................................................ 47
UNSOLD COOKIES AFTER SALE ENDS ...............................................................................48
EARNED REWARDS & AWARDS ..........................................................................................48
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Girl Rewards & Troop Awards .................................................................................................. 48
Activity Credits.......................................................................................................................... 48
COMPLAINTS ..........................................................................................................................49
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Adult/Girl Complaints ................................................................................................................ 49
No Troop Divorces/Separations................................................................................................ 49
Damaged Cookie Procedures................................................................................................... 50
COOKIE PROGRAM REPRESENTATIVE (CPR)....................................................................51
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CPR Position Responsibilities .................................................................................................. 51
Changing CPRs........................................................................................................................ 51
Contact Information .................................................................................................................. 52
Cookie Supplies ....................................................................................................................... 52
CPR Dates ............................................................................................................................... 53
Cookie Manager Reports.......................................................................................................... 53
Team Partnership ..................................................................................................................... 53
Cookie Delivery Station ............................................................................................................ 53
Helping Juliettes Sell Cookies .................................................................................................. 54
Troop Cookie Manager (TCM) Training .................................................................................... 54
Review Troop Orders ............................................................................................................... 56
Cookie Delivery & Distribution .................................................................................................. 56
Troop Order Discrepancies ...................................................................................................... 58
Review Booth Cookie Allocations ............................................................................................. 58
End of Cookie Season Paperwork ............................................................................................ 58
Girl Rewards & Troop Awards .................................................................................................. 59
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APPENDIX: TROOP FINANCES ............................................................................................60
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Cookie Money & Banking Guidelines.................................................................................... 60
o Collecting Girl Money .................................................................................................... 60
o Check Requirements .................................................................................................... 60
o Credit Card Readers ..................................................................................................... 60
o GSU Deposit Guidelines ............................................................................................... 60
o Important Deposit Reminders ....................................................................................... 62
o Troop Proceeds ............................................................................................................ 62
o Tips............................................................................................................................... 62
o Council Collection Procedures ...................................................................................... 63
2017 Credit Card Pilot Program ............................................................................................. 63
o Overview....................................................................................................................... 63
o Participation Requirements ........................................................................................... 64
o Credit Card Safety ........................................................................................................ 64
o Offsetting Transaction Fees .......................................................................................... 64
o Pilot Results .................................................................................................................. 65
o Restrictions .................................................................................................................. 65
o Help with Credit Cards .................................................................................................. 65
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INTRODUCTION
Thank you for volunteering to support the Cookie Program. Your encouragement, coaching, and
guidance are key ingredients for a successful experience for girls and volunteers. We truly appreciate all
you do to help girls during the cookie season and throughout the year!
COOKIE PROGRAM RESOURCES & ASSISTANCE
IMPORTANT
All cookie related videos, documents, resources and forms are located on the
“COOKIES” tab on Girl Scouts of Utah’s (GSU) home web page – www.gsutah.org, under
the appropriate sections (For Girls and Parents, For Cookie Volunteers, etc.) listed in the
navigation tree on the left side of the screen.
Throughout the cookie season, please utilize these resources to help you manage the Cookie
Program for your troop or community.
Note: Information could be added to and/or removed from GSU’s website at any time
throughout the cookie season.
ADDITIONAL INFORMATION
Girl Scouts Volunteer Essentials and Safety Activity Checkpoints documents are located on GSU’s home
web page on the “VOLUNTEER” tab in the “Online Support for Volunteers” section.
ASSISTANCE & QUESTIONS
When volunteers and parents/guardians have questions and/or need assistance during the cookie season,
they need to contact GSU’s Member Support at [email protected], 801-265-8472 or 800-678-7809.
Council office hours are 8:30 am – 5 pm Monday through Friday. You may receive responses to your
inquires the following business day.
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COOKIE PROGRAM INFORMATION
In 2017, we celebrate the 100th anniversary of the first known instance of Girl Scouts selling cookies
and learning the basic skills and acumen they need to be leaders in business and sales, manage their
personal and family finances, and gain self-sufficiency and confidence handling money.
Generation after generation of girls have applied their energy and ingenuity to build the Cookie Program
into the largest girl-led business in the country. This year’s resources will help girls and families celebrate
the 100th anniversary and inspire a great cookie season that is
Let’s celebrate the ingenuity and adventuresome spirit of Girl Scouts!
According to campfire lore, Girl Scouts invented S’mores nearly a century ago, and they were the first to
publish the recipe. The first S’mores were built by girls!
In celebration of the 100th anniversary of the cookie sale Little Brownie Bakers (LBB) is introducing a Girl
Scout S’mores™ cookie, a crunchy graham sandwich cookie with creamy chocolate and marshmallowy
filling (no artificial flavors or colors). NEW
NEW
Both the Girl Scout S’mores™ and Toffee-tastic™ cookies will be listed on the girl order card for
girls to take pre-orders. Price for both these specialty cookies is $5.00 per box.
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BENEFITS OF THE COOKIE PROGRAM
Girls set cookie goals to support their chosen activities for the year, to fund community service and
leadership projects, to attend summer camp and to travel to locations near and far.
Many successful business women and community leaders say they got their start selling Girl Scout
cookies. Best of all, girls have lots of fun along the way!
The Girl Scout Cookie Program is conducted annually and is an important part of Girl Scouting. The
purpose of the Cookie Program is twofold:
1. To help girls develop five key life skills.
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Goal Setting: She sets cookie sales goals individually and with her troop, creates a plan to
reach them, and develops Cooperation and Team Building Skills along the way.
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Decision Making: She helps decide how her troop will spend their cookie money, furthering
her Critical Thinking and Problem Solving Skills that will help her throughout life.
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Money Management: She takes cookie orders, handles customer’s money and gains
valuable and Practical Life Skills about financial literacy.
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People Skills: She learns how to talk to, listen to and work with all kinds of people while
selling cookies. These experiences help her develop Healthy Relationship and Conflict
Resolution Skills she can use throughout her life.
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Business Ethics: She is honest and responsible at every step of the Cookie Program. Her
business ethics reinforce the Positive Values she is developing as a Girl Scout.
2. To generate income for troop/girl activities. All cookie proceeds stay in Utah. Proceeds:
 Subsidize a wide range of girl activities.
 Subsidize camp fees.
 Provide scholarships for girls.
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HELPING GIRLS REACH THEIR FINANCIAL GOALS
The Girl Scout Cookie Program is well known in communities. It is likely that girls will already know a bit
about it and want to get out there to start selling as soon as possible, but it is important that the girls have
a clear plan and purpose for their cookie sale activities. Volunteers need to facilitate girl-led financial
planning, which may include the following steps for the girls:
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Set goals for money-earning activities. What do girls hope to accomplish through this
activity? In addition to earning money, what skills do they hope to build? What leadership
opportunities present themselves?
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Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies,
admission to activities, travel, etc.) and available income (the troop’s bank account balance,
projected cookie proceeds, etc.).
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Determine how much the troop needs to earn. Subtract expenses from available income
to determine how much money the troop needs to earn.
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Make a plan. The troop can brainstorm and make decisions about its financial plans. Will
cookies—if approached proactively and energetically—earn enough money to meet the troop’s
goals? If not, discuss what plans need to change. In this planning stage, engage the girls through
the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the
value of any potential activity. Have them weigh feasibility, implementation, and safety factors.
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Write it out. Once the troop has decided on its financial plan, describe it in writing.
Remember: It is great for girls to have opportunities, like the Girl Scout Cookie Program, to earn troop
proceeds that help them fulfill their goals as part of the Girl Scout Leadership Experience
(GSLE) and to develop their financial and sales abilities. Try to help girls balance the moneyearning they do with opportunities to enjoy other activities that have less emphasis on
earning and spending money. Take Action projects, for example, that may not always
require girls to spend a lot of money!
Troop Finance Records
One critical task for each troop is to keep excellent records and establish a clear accounting system for
all money earned and spent. Troop volunteers are in charge of making sure money is spent wisely,
excellent records are kept (keeping copies of all receipts in a binder or folder), and all income is tracked.
Older girls should be encouraged to oversee the troop’s finance records. This gives girls an opportunity
to learn the importance of keeping impeccable records.
Note: Troop leaders should keep parents/guardians informed of total proceeds deposited into troop bank
account and how the troop plans to utilize these proceeds. Troop finance records should be
transparent and available for review to all girls, parents/guardians and adult volunteers registered
with the troop.
For more information regarding the Girl Scout Cookie Program and Finances, review Chapter 5
“Managing Group Finances” in Girl Scouts Volunteer Essentials publication located on the
“VOLUNTEER” tab on GSU’s website.
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5 STEPS OF SELLING COOKIES
1. Set and Share Team Goals: Goal-setting is a valuable life skill. Begin by helping girls brainstorm
what they could do with cookie proceeds. Then help them select two goals that inspire them –
one for fun and learning, and one for making the world a better place. Each girl writes her goal
on her order card, where customers will see it.
2. Set Personal Goals: Inspire the girls to imagine how they can be even more successful than
last year. What would they like to learn? Be sure to remind girls that achieving a troop goal
requires that every person achieves her personal goal.
3. Hold a Family Meeting: Adults need to understand the importance of an activity before they
give it their full support. Engaging families in the Cookie Program encourages them to be
involved and stay informed. Encourage girls to plan the family meeting, play leading roles and
make it fun for everyone.
4. Sell Beyond Family and Friends: People love Girl Scout Cookies and are generally predisposed
to buy them. Many women say their first business success was getting a “yes” from an unknown
customer. Encourage girls to market beyond people they know. (Requirements and restrictions
are highlighted in this manual and in the family “Welcome to the Girl Scout Cookie Program”
document.)
5. Track Your Progress and Celebrate Your Success: Using a goal tracker to watch sales grow
keeps everyone focused on the goal. When girls reach their goal, remember to celebrate.
WHO IS ELIGIBLE TO SELL COOKIES
All currently registered Girl Scout Daisies (grades K-1), Brownies (grades 2-3), Juniors (grades 4-5),
Cadettes (grades 6-8), Seniors (grades 9-10), Ambassadors (grades 11-12) and Juliettes may participate
in this year’s annual Cookie Program.
If a girl and/or her family have an outstanding debt to GSU, any member of the family will not be eligible
to participate in the annual Cookie Program (including booths), receive activity credits, and/or activity
scholarships until the debt is paid in full.
Participation in the annual Cookie Program is voluntary. Troop leaders and/or Troop Cookie Managers
cannot mandate that girls sell cookies or require them to sell a certain number of boxes. Girls who choose
not to participate in the Cookie Program are still eligible to participate in all troop activities funded by
cookie proceeds.
Newly Registered Girls NEW
New girls may register throughout the cookie season and participate in the program. Parents have a
responsibility to ensure the correct information is entered into GSU’s membership database for import
into eBudde. Troops are responsible to insure all registered girls are listed in eBudde.
Troop leaders are able to utilize “MY GS” (located on GSU’s home web page) to confirm their troop
roster is correct and complete. If they need assistance, they need to contact Member Support.
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Parent/guardian needs to:
o Submit a completed/signed “Parent/Guardian Permission & Responsibility Form” to their
Troop Cookie Manager.
o Receive training and cookie supplies.
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Troop Leader/Troop Cookie Manager:
o Confirms girl is listed on troop roster. If not, contact Member Support* for assistance.
o Trains girl and parents/guardians, receives completed/signed “Parent/Guardian Permission
& Responsibility Form” and distributes cookie supplies.
o Emails Member Support and requests girl to be added to GSU’s web-based cookie
program. The email needs to contain:
 Girl’s first and last name – No nicknames please!
 Complete mailing address (including apartment number, PO Box, etc.)
 School grade
 Parent’s/guardian’s email address and phone number with area code
 Troop number
*Contact GSU’s Member Support via email. Member Support will inform the Cookie Program
Department of the request. Please no phone calls. Do not send requests directly to the Cookie
Program Department. NEW
Ineligible to Sell
Girls/troops with an outstanding debt to GSU are not eligible to participate in this year’s Cookie Program
(including booths), receive activity credits, and/or activity scholarships until the debt is paid in full.
GSU’s Finance Department will inform/provide (via mail):
 Parents/guardians of their daughter’s ineligibility to participate in the Cookie Program.
 Troop Cookie Managers (TCM) and troop leaders with a list of non-eligible girls in their troop. It’s
not the responsibility of TCMs or troop leaders to follow up on girl eligibility.
 Cookie Program Representatives (CPR) with a list of non-eligible troops in their Girl Scout
community. It’s not the responsibility of CPRs to follow up on troop eligibility.
If parents/guardians or troops have questions, they need to contact GSU’s Member Support for assistance.
IMPORTANT
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Cookie Managers need to confirm that girls/troops who have a debt with GSU DO
NOT participate in the Cookie Program.
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The information provided on the ineligible list is extremely confidential. Any
unauthorized disclosure and/or distribution of this information is prohibited and
may result in being released from your volunteer position(s).
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WHERE & HOW GIRLS CAN SELL
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Within GSU’s jurisdiction (the state of Utah and Wendover, NV)
Door-to-door
Authorized booth locations
Telephone, email and social media*
Businesses, if solicitation is allowed
Family and friends
*Social media guidelines/restrictions are located in the “Methods of Selling Girl Scout Cookies” section of
this manual.
REWARDS THAT INSPIRE SUCCESS
Wise Owl
2017 Anniversary Cookie Mascot NEW
Girl Rewards
Girls earn activity credits, patches and other recognition items for their accomplishments. More
information is located on the girl order card and on the “COOKIES” tab, in the “For Girls and Parents”
section and under the “Resources” section listed in the navigation tree on the left side of the screen.
Note: Cookies purchased at GSU’s Girl Scout Shop and service centers and/or from other troops/girls
do NOT count towards girl reward levels.
Girl cookie orders cannot be shared or combined in any manner in order to qualify for recognitions
or awards. Only cookies ordered for booth sales may be distributed among girls within the same tro op
who participate in the troop booth sale activities.
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150 to 299 Boxes Sold NEW
If a girl sells 150 to 299 boxes, she will earn the below patch.
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2017 Boxes or More Sold NEW ONE-TIME GIRL REWARD
To celebrate the 100th anniversary of girls selling cookies, GSU is offering a one-time girl reward.
Girls who sell 2017 boxes or more will earn a special 100 Years patch pin and a vintage Cookie
Program patch of the council’s (GSU) choice in addition to the 1000+ or 2500+ girl rewards.
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Top Five Sellers NEW
Girls with the top five (5) initial pre-order quantities listed in GSU’s web-based cookie program
are eligible to receive this year’s Top Seller rewards and be honored at the 1000+ Celebration
event. Allocated booth cookies will NOT count towards earning this reward.
Note: Girl cookie orders may NOT be shared or combined in any manner in order to qualify for
recognitions or awards.
Reward Requirements NEW
Top sellers and girls who sold 2500+ boxes must have their cookie bill paid in full and have no family debt
with GSU by stated due date.
Girls with debt are NOT eligible to receive any of the 2500+ electronic reward(s) and Top Seller
reward(s). Girls forfeit these rewards.
Once her outstanding cookie debt is paid in full, her earned activity credits will be mailed and she is
eligible for free entry to both the Cookie Celebration and 1000+ Celebration.
If family member(s) is a Troop Cookie Manager for one or more troops, all troops’ council cookie bill must
be paid in full by stated due date for daughter(s) to be eligible to receive above rewards/recognition. NEW
Troop Programs & Awards
Troops can participate in the following Troop Programs and Awards. Requirements and forms are located
on the “COOKIES” tab, in the “For Cookie Volunteers” section.
Note: Troops need to meet all the requirements and complete/submit online forms by stated
deadlines to qualify for the programs/awards.
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Older Girl Troop Opt Out Program
Older girl troops* will be given the option to receive additional activity credits in lieu of girl
rewards. Girls will still receive participation/bar patches as well as any troop awards the
troop qualifies for.
*The members of the troop must be Cadettes (grades 6-8), Seniors (grades 9-10) and/or
Ambassadors (grades 11-12) to participate in this program. If troop has mixed grade levels, all girls
have to be in 6th grade or higher. Mixed grade level troops with girls in grades K–5 are not eligible
to participate. GSU utilizes its membership database to confirm the girls’ grade levels.
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Cookie Compass Program
Participating troops are sent contact information of potential customers in their area who visit GSU’s
website during the girl order-taking period in January. There is a six (6) box minimum purchase
request. This is a great way to boost sales and meet individual and/or troop goals. Participating
troops receive a patch for each girl in their troop who sold cookies.
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Goal Getter Program – Troop Award
Troops who increase their troop’s initial order* by 3% or more over last year’s sale will
receive an award and a patch for each girl in their troop who sold cookies.
Troops who increase their troop’s initial order* by 6% or more over last year’s sale will receive
an award and a patch for each girl in their troop who sold cookies and a gift for the TCM.
New troops also have an opportunity to earn these awards. More details are located on the
form.
*Based on troop’s initial order (includes both girls’ and booth orders) submitted in GSU’s webbased cookie program. Cookies purchased at GSU’s Girl Scout Shop and service centers and/or
from other troops/girls do NOT count towards troop’s initial order.
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Gift of Caring Program – Troop Award
This program provides the public an opportunity to donate Girl Scout cookies to others
while supporting Girl Scouting at the same time. Participating troops who sell/donate a
minimum of 48 boxes for their organization(s) will receive a patch for each girl in their
troop who sold cookies.
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Four Fifty One Program – Troop Award
Troops who have a per girl average of 451 boxes or more will receive an additional penny back
for every box of cookies the troop ordered.* This is in addition to the troop’s 40¢ per box
proceeds.
*Based on troop’s initial order (includes both girls’ and booth orders) submitted in GSU’s webbased cookie program. Cookies purchased at GSU’s Girl Scout Shop and service centers and/or
from other troops/girls do NOT count towards troop’s initial order.
Other Recognitions
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GSUSA Financial Literacy and Cookie Business Badges & Leaves: Grow, learn and earn
with cookies! Inspire girls to get the most from the Cookie Program by highlighting the Financial
Literacy and Cookie Business Badges and Leaves. Find out how to earn them by reviewing “The
Girl’s Guide to Girl Scouting” books (available at GSU’s Girl Scout Shops) and “GSUSA Girl Scout
Badge Explorer” document (located on the “COOKIES” tab, in the “For Cookie Volunteers” section).
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GSU Financial Literacy Patch Program: Girls focus on the five skills that will help build them
up to be our women business leaders of tomorrow: Goal Setting, Decision Making, Money
Management, People Skills, and Business Ethics. More details are located on the “COOKIES” tab,
in the “For Cookie Volunteers” section.
Cookie Business
College Bound
Does Money Grow on Trees?
Invest, Invest, Invest
Financing My Dreams
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Girl Scout Cookie Activity Pin: All girls who participate in the Girl Scout Cookie Program are
eligible to earn the annual Cookie Activity Pin. The pin recognizes the "5 skills" learned and
practiced during the cookie season. A different colored pin can be earned each year. More details
are located on the “COOKIES” tab, in the “For Cookie Volunteers” section.
Note: Troops may purchase badges, leaves, patches and pins at GSU’s Girl Scout Shops. Troops who
participate in cookie booths may also purchase booth sale patches at the shops.
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A “Cookie Participation Certificate” is available for troops to complete and present to their Girl
Scouts. (Certificates are located on the “COOKIES” tab, in the “For Cookie Volunteers” section.)
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Community Leadership Teams and troops can create their own girl and troop awards. (Example:
An award for the girl/troop who sold more cookies than last year, etc.)
ADVERTISING THE COOKIE PROGRAM
Troops have several tools available to assist them when informing the public about the Girl Scout Cookie
Program.
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GSU works with local media outlets to promote the program.
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GSU will promote National Girl Scout Cookie Day throughout the council to encourage the public
to purchase cookies and support Girl Scouting.
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GSU features the Cookie Program on its website and provides the public two ways in which to
obtain Girl Scout cookies:
o Cookie Compass Program gives the public the opportunity to request cookies online with
a troop. More information on how troops can participate in the Cookie Compass Program is
located on the “COOKIES” tab, in the “For Cookie Volunteers” section.
o
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Find Cookies lists the dates, times, and locations of troop cookie booths.
Cookie costumes are available through GSU’s Girl Scout Shop and service centers for use during
booth sales.
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IMPORTANT
Social Media: All social networking sites (such as Facebook, Twitter, Myspace,
Pinterest, etc.) must be approved by the council and must meet age limits set by
the provider (usually 13 years old and older in most cases, which is in accordance
with the United States Child Online Privacy and Protection Act [COPPA] and the
Child Online Protection Act [COPA]).
Girls/families/troops can only send private messages to family and friends through
Facebook, Twitter, Myspace, Pinterest, etc.
Cookie advertisements/messages are not approved and never permitted on
online/web-based public groups/pages.
Do NOT post messages/requests/advertisements on Facebook Yard Sale sites,
eBay, Angie’s List, craigslist and local sites such as KSL, etc.
Troops/groups whose girls are at least 13 years old and have obtained parental permission may set
up a troop or group social networking site. Troop Leader/Troop Cookie Manager must comply with all
GSUSA and GSU guidelines/rules and “Computer/Online Use: Safety Activity Checkpoints” requirements
(located on GSU’s home web page on the “VOLUNTEER” tab in the “Online Support for Volunteers”
section).
EXPLOITATION
Software designed to help non-Girl Scout groups raise money online or websites that link to girls’, families’
and/or troops’ home pages with the promise of money in return are not authorized by GSUSA.
Girl Scouts forbids product demonstration parties where the use of the Girl Scout trademark increases
revenue for another business (For example: In home product parties). Any business using the Girl Scout
trademark must seek authorization from GSUSA. NEW
ENDORSEMENT
Endorsements of online shopping malls or non-GSUSA products are not permissible. As written in
GSUSA’s “Blue Book of Basic Documents 2016,” page 20, the policy of “Permission for Commercial
Endorsements” states: “Permission to endorse commercial products or to give endorsement of such by
implication must be obtained from Girl Scouts of the United States of America and shall be granted only
when such endorsement is in keeping with Girl Scout principles and activities.”
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CORPORATE DONATIONS
Girl Scout policy addressing corporate donations is in Girl Scouts Volunteer Essentials and states:
“Donations from corporations generated by matching cookie sales may only be distributed at the
Community level. These funds must be used only for girl program at the Community level.”
GIRL PARTICIPATION & SAFETY
Girls should understand the purpose of the Cookie Program. Their success involves being trained in correct
business procedures and being able to explain the Cookie Program to customers. Please also keep in
mind that parents/guardians, volunteers and Girl Scout council staff do not sell cookies; girls sell them.
Girl safety is our first concern. At troop cookie trainings and throughout the Cookie Program, troops and
parents/guardians need to remind girls of safety and cookie rules.
GIRL SCOUTS VOLUNTEER ESSENTIALS & SAFETY ACTIVITY CHECKPOINTS
Remember to follow all Girl Scouts Volunteer Essentials and Safety Activity Checkpoints requirements and
be sure girls (and parents/guardians) understand and follow these safety rules. Documents are
located on the “VOLUNTEER” tab.
FOR GIRLS & PARENTS/GUARDIANS
The “Welcome to the Girl Scout Cookie Program” document provides program information and
participation requirements for girls and parents/guardians. This document and other important program
information are located on the “COOKIES” tab, in the “For Girls and Parents” section and under the
“Resources” section listed in the navigation tree on the left side of the screen.
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LITTLE BROWNIE BAKERS (LBB)
LBB has been baking Girl Scout cookies for over 35 years and is licensed by Girl Scouts of the USA. Their
mission is to provide cookies and support services of the highest quality to Girl Scout councils so that the
annual Cookie Program helps build a wide range of life skills for girls and generates income for troops and
councils. Through their daily actions, they demonstrate their commitment to the principles of quality,
integrity, respectfulness and innovation.
To learn more about LBB and this year’s cookie varieties, visit
http://www.littlebrowniebakers.com/cookies/.
eBudde
LBB created eBudde, a web-based cookie program to assist cookie managers with processing cookie
related transactions – girl/troop cookie orders, booth reservations, girl reward allocations, etc.
eBudde Logins & Passwords
Cookie Managers must be issued a password in order to access eBudde. The Cookie Program Department
assigns Cookie Managers to their applicable community/troop.
Once the Cookie Manager has been assigned, they will receive an email with their eBudde credentials.
For instructions on how to utilize the program, refer to the “eBudde Manual” located on the “COOKIES”
tab, in the “For Cookie Volunteers” section.
COOKIE REPORTS
Be sure to print all applicable cookie reports and confirmations from eBudde for future reference. For
instructions on how to obtain these reports, refer to the “eBudde Manual” located on the “COOKIES” tab,
in the “For Cookie Volunteers” section.
Reminders:
 Troop prints two (2) copies of their delivery spreadsheet and brings a copy when picking up troop’s
cookie order. Second copy stays with troop records.

Troop prints one (1) copy of their girl rewards report. This report will inform troop what each girl
earned.
17
TROOP COOKIE MANAGER (TCM)
TCM POSITION RESPONSIBILITIES
TCMs are responsible for coordinating the annual Cookie Program at the troop level and accepting all
accountabilities as stated in the “Troop Cookie Manager Position Description & Agreement Form.”
As a TCM, you will work with troop leader to ensure your troop is a complete troop,* and will serve as the
lead resource on cookies for your troop. You will be responsible for answering questions from girls, family
members and adults in your troop, managing the Cookie Program for your troop, and ensuring deadlines
are met.
*A troop must be a complete troop (have a minimum of two currently registered adults and five currently
registered girls, a Troop Leader [01] and Co-leader [02]) to participate in the Cookie Program.
A volunteer can be a TCM for one or more troops. Each troop can have ONLY ONE (1) TCM listed in
GSU’s web-based membership program and eBudde. NEW
Each year a TCM needs to:
1. Be a currently registered member of Girl Scouts of the USA (GSUSA).
2. Pass GSU’s background check within the last three years, before the start of the Cookie Program,
and it does not expire during the cookie season.
3. Have NO outstanding debt to GSU. Adult volunteers are not eligible to be a TCM until the debt is
paid in full.
4. Complete all requirements stated in the “Troop Cookie Manager Position Description and
Agreement Form,” complete/sign and submit the current year agreement form by the required
deadline.
5. Attend an annual TCM training and utilize cookie materials and programs that are provided. Your
community Cookie Program Representative (CPR) will contact TCMs with training date(s) and
instructions. All new and returning TCMs need to attend an annual TCM training.
CHANGING TCMS NEW
If the TCM changes during the Cookie Program, the existing TCM must inform GSU’s Member Support via
email ([email protected]). The email needs to contain TCM’s full name, troop number and reason for the
change. Include the name of the new TCM if available. Until the council has been advised (via email) and
all documents/supplies have been received, the existing TCM is still responsible for all TCM duties and
received cookies and money.
The new volunteer must immediately complete/submit a TCM Agreement Form to the Cookie Program
Department. The new TCM must complete all the above position requirements before the volunteer will
have access to eBudde and/or receive supplies.
Note: A completed TCM agreement form must be submitted to the Cookie Program Department before a
troop can participate in any portion of the Cookie Program. The form is located on the “COOKIES”
tab, in the “For Cookie Volunteers” section.
18
CONTACT INFORMATION
Cookie Program Representatives (CPR)
If TCMs have questions and/or need assistance regarding any aspect of the Cookie Program, please
contact your community’s Cookie Program Representative (CPR). Provide your full name, troop
number, email address, preferred phone number(s) with area code, and a detailed description of your
question(s)/need(s).
Remember that most of our volunteers hold fulltime jobs outside the home, so it might take 24-48 hours
before they are able to respond. Please be patient.
Finance Department NEW
If TCMs need additional finance supplies (envelopes, deposit slips, etc.) and/or have questions regarding
banking, cookie money and/or debt/collections, please contact GSU’s Member Support for assistance.
Note: The Cookie Program Department does NOT handle any financial issues/questions.
After Hours Emergencies
GSU’s after-hours EMERGENCY* phone number is 801-483-3413.
*An emergency is defined as an incident that involves a fatality, a near-fatality, potential media attention,
an incident that results in a 911 call, and/or an injury that results in immediate medical attention.
Cookie Program Correspondences
Throughout the cookie season, TCMs will receive correspondences via email. Please make sure your
computer/phone will accept emails from your CPR, eBudde ([email protected]),
[email protected] and [email protected].
GSU utilizes your email address listed in our web-based membership program. To confirm/update your
contact information, please contact GSU’s Member Support for assistance.
19
COOKIE SUPPLIES
TCMs will receive the following cookie supplies:
During TCM training:
 Girl Order Cards – 1 per registered girl
 Parent/Guardian Permission & Responsibility Forms* - 1 per registered girl
 Money and/or Cookie Receipts (M-3 receipt) – 2-3 per troop
 Girl Money Envelope (G-3) – 1 per registered girl
During Troop Cookie Pick Up:
 Troop Finance Envelope
In May/June from CPR:
 Girl Rewards/Troop Awards
TCMs should contact their CPRs when they need additional supplies.
*The top half of “Parent/Guardian Permission & Responsibility Form” lists important cookie dates and
remains with the family; bottom half is completed by family and returned to TCM. This form will NOT be
available on GSU’s website. TCMs should keep a master copy to make additional copies when needed.
RECEIPTS
For any transaction, whether for money or product, a Money and/or Cookie Receipt (M-3 receipt) must
be written/signed. If you keep all your receipts in one location, compiling your final paperwork will be a
breeze.
IMPORTANT

Before signing a receipt, be sure to count cookies/money and confirm information
on the receipt is accurate and complete.

Only the adult who submitted a “Parent/Guardian Permission and
Responsibility Form” can sign a receipt for cookies/money.

Girls CANNOT sign a receipt for cookies/money.

Keep all your receipts in a safe location in the event any discrepancies or
questions arise.
20
Samples of Money and/or Cookie Receipt
Sample of when parent/guardian receives cookies from TCM.
(White copy stays with the troop; the yellow copy goes to the parent/guardian.)
Sample of when TCM receives money from parent/guardian to pay for cookies.
(White copy stays with the troop; the yellow copy goes to the parent/guardian.)
21
COOKIE PROGRAM DATES NEW
January 2017
December 2016
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Oct. 1, 2016
Returning troop’s TCM Agreement Form due to GSU
Dec. 12, 2016
Troop Registration Deadline
Troops need to be complete troops - minimum of 2 currently registered
adults and 5 currently registered girls, and have a Troop Leader (01) and
Co-Leader (02). Troops registered after this date sell at CPR’s discretion
Dec. 12, 2016
Cancelled troop check submitted to Finance Department
(if applicable)
Dec. to Jan. 13. 2017
TCM/Troop Leader Training
Date, time, and location determined by CPR
Dec. 5, 2016 – Jan. 6, 2017
Troop’s Cookie Compass online Enrollment Dates
Dec. 26, 2016 – Jan. 2, 2017
Winter Break
GSU’s offices closed
Jan. 2 – 13, 2017
Cookie Rallies
Contact Community Leadership Team/CPR for more details (if applicable)
Jan. 2 – 13, 2017
Parent/Guardian & Girl Training
Sat. Jan. 14 – Feb. 5, 2017
Girl Order Taking
Jan. 16, 2017
Martin Luther King, Jr. Day
GSU’s offices closed
Jan. 16 – Feb. 3, 2017
Cookie Compass open for Customers
Jan. 23 – Feb. 6, 2017
Older Girl Troop Opt Out Form submitted online
Jan. 23, 2017 @ 8 a.m.
Online (eBudde) Cookie Booth Reservations begin
Jan. 30, 2017 @ 8 a.m.
Additional Online (eBudde) Booth Reservations begin
22
March 2017
February 2017
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Feb. 6 – 8, 2017
Girls’ Orders entered into eBudde
Feb. 6 – Mar. 28, 2017
Allocations of Booth Cookies in eBudde
Feb. 20, 2017
Presidents Day
GSU’s offices closed
Feb. 24, 2017
National Cookie Day
Feb. 24, 2017
Troop Cookie Booth Agreement Forms due to GSU (on or before)
Feb. 25 – Mar. 4, 2017
Community Delivery
Feb. 25 – Mar. 9, 2017
Girl Delivery (as soon as possible)
Mar. 6 – 20, 2017
Troop Award Forms submitted online
Goal Getter, Four Fifty One, Gift of Caring
Mar. 10 – 26, 2017
Troop Cookie Booths
Mar. 13, 2017
Girl Scout Day
Mar. 16, 2017
50% of Cookie Money due to GSU
Mar. 27, 2017
All Girl Money due to TCM
Mar. 28, 2017 by 9 p.m.
All Booth Allocations completed in eBudde
Mar. 28, 2017
All Cookie Money due to GSU
Mar. 30, 2017
Troop Finance Envelopes due to CPRs
April
2017 Cookie Manager Survey completed online
May 1, 2017
Activity Credits mailed directly to Girls
May/June
CPRs distribute Girl Rewards/Troop Awards to Troops
June 3, 2017
Cookie Celebration at Seven Peaks Waterpark
June 17, 2017
1000+ Celebration at Lagoon
June
Girls vote online for 2018 Girl Rewards
23
ogether
veryone
chieves
ore
TROOP VOLUNTEER TEAM: (consists of Troop Leader, Co-leader(s), and TCM) NEW
The Girl Scout Cookie Program is a TEAM effort. A positive partnership among Troop Leader, CoLeader(s) and TCM will help build a great experience for the Girl Scouts in the troop. Troops need to
incorporate the following steps throughout the cookie season.
TCM

Reviews with Troop Leader the list of girls in troop who are ineligible to participate in the Cookie
Program due to an outstanding debt to GSU (if applicable). More details are located in the “Who is
Eligible to Sell Cookies” section of this manual.
If a girl and/or her family have an outstanding debt to GSU, any member of the family will not be
eligible to participate in the annual Cookie Program (including booths), receive activity credits,
and/or activity scholarships, until the debt is paid in full.
Troop Volunteer Team

Verifies with CPR when TCM training(s) will take place in your community. All new and returning
TCMs need to attend an annual TCM training to learn about this year’s program procedures and
enhancements, and receive cookie supplies. We strongly encourage troop leaders to attend
this training.

Confirms troop consists of a minimum of two (2) currently registered adults and five (5) currently
registered girls. (Additional adults/girls can be added throughout the cookie season.)

Examines Troop Rosters throughout the cookie season to ensure all girls in the troop are eligible
to sell cookies. It is the responsibility of the Troop Volunteer Team to verify that all girls
participating in the Cookie Program are currently registered and their contact information
(especially their mailing address) is current and complete. If not, contact Member Support for
assistance.
Note: “MY GS” site on GSU’s home web page (www.gsutah.org) will provide a troop leader with
troop related rosters and girl information.
24

Reviews all resources (especially important cookie dates/deadlines) located on the “COOKIES”
tab.

Ensures all troop related cookie requirements and deadlines are met.

Knows Cookie Program rules and requirements by reviewing:
o The Girl Scout Cookie Program guidelines and requirements located in the Girl Scouts
Volunteer Essentials and Safety Activity Checkpoints publications located on the
“VOLUNTEER” tab.
o The “Troop Quick Guide for the Cookie Program” document located on the “COOKIES”
tab, in the “For Cookie Volunteers” section.
o The “Cookie Manager Manual” located on the “COOKIES” tab, in the “For Cookie
Volunteers” section.
o The “Welcome to the Girl Scout Cookie Program” document located on the “COOKIES”
tab, in the “For Girls and Parents” and “Resources” sections.

Discusses how the troop will incorporate the five skills of Girl Scouting (goal setting, decision
making, money management, people skills, and business ethics) into troop activities.

Schedules a date for a cookie meeting to train the girls and parents/guardians about the Cookie
Program. This training takes place after TCM has attended/completed this year’s TCM training.
All Team members should attend training and be available to answer questions about troop's
goals/plans for the cookie season.
Determines how the troop will communicate with families throughout the cookie season. i.e. email,
text, flyers, mail, etc. Make sure each family’s contact information is correct and complete.
When distributing girl and family cookie training invitations, instruct families to view and read the
following cookie videos and documents before the meeting/training. This is especially helpful
and important for girls/families and troops who are participating in the Cookie Program for
the first time. They are located on the “COOKIES” tab, in the “For Girls and Parents” and
“Resources” sections.
Cookie Program Videos:
o We’re Learning
o Girl Scout Cookies – Business of Cookies
o Brownie Elf and Friends Manage Money
o What Grown-Ups Need to Know About Selling Girl Scout Cookies
Cookie Program Documents:
o Cookie Program Dates
o Welcome to Girl Scout Cookie Program
o Letter from Girl Scouts of Utah’s CEO
o Support Your Girl Scout!
o Top Seller Cookie Strategies
o Girl Cookie Rewards
o Activity Credit Program
o Cookie Delivery Reminder Form
25
Troop Volunteer Team with Girls’ Input

Selects which GSUSA Financial Literacy and/or Cookie Business Badges and Leaves and/or this
year's Cookie Activity Pin the girls will work on during the cookie season.
More details regarding GSUSA Financial Literacy and Cookie Business Badges and Leaves are
located in “The Girl’s Guide to Girl Scouting” documents, which are available at GSU’s Girl Scout
Shops and “GSUSA Girl Scout Badge Explorer” document (located on the “COOKIES” tab, in the
“For Cookie Volunteers” section). Details regarding the Cookie Activity Pin are located on the
“COOKIES” tab, in the “For Cookie Volunteers” section.

Determines which GSU Financial Literacy Patch Program the troop will work on during the cookie
season. More details are located at http://www.gsutah.org/en/about-girl-scouts/ourprogram/badges/council-patch-programs.html.

Decides if troop plans to attend a cookie rally and/or other financial literacy programs for girls.
Check the “Event Calendar” on the “ACTIVITIES” tab on GSU’s home web page – www.gsutah.org
and/or with your Community Leadership Team/CPR to find out if/when they plan to hold a cookie
activity.

Establishes troop goals (with girls’ input) and reviews troop awards (Goal Getter, Four Fifty One
and Gift of Caring) to determine if the troop is interested and willing to complete the requirements.

Decides if the troop is going to participate in the Cookie Compass Program, which gives the public
the opportunity to request cookies online with a troop.

Older Girl Troops decide if they want to receive additional activity credits in lieu of girl rewards by
participating in the Older Girl Troop Opt Out Program.

More details regarding troop awards, Cookie Compass and Older Girl Troop Opt Out Programs are
located on the “COOKIES” tab, in the “For Cookie Volunteers” section.

Determines if or when/where the troop will conduct cookie booth(s). Troop agrees on how many
cases of booth cookies the troop should order.

Encourages girls and parents/guardians to help at troop’s cookie booth(s). Ensures all troop
members (girls and adults) understand and agree to follow all cookie booth procedures/rules at all
times. Booth procedures/rules are located in the “Troop Cookie Booth Procedures” section of this
manual.
Remember: All girls (and their families) who are participating in the Cookie Program should work
as a team to sell booth cookies that were ordered/purchased by their troop.

Keeps girls and parents/guardians informed of the troop’s progress and the total amount of
proceeds deposited into troop bank account.
26
GIRL & PARENT/GUARDIAN COOKIE PROGRAM TRAINING
TCMs are responsible for conducting a training session for the girls and parents/guardians within their
troop. This will provide parents/guardians with information about this year’s Cookie Program. It is important
that all information about the program is shared. It allows parents/guardians to take a more active role in
their daughter’s Girl Scout experience.
REMEMBER
Girls, Parents/Guardians, Volunteers,
Troop Leader, Co-Leader(s)
and Troop Cookie Managers
work together as a
to ensure the troop’s cookie experience is a success!
The following are suggestions of how to conduct a girl and parent/guardian meeting, which should be held
just prior to the start of the cookie season. We strongly suggest that the parent/guardian meeting be
mandatory. It is very important that parents/guardians understand their responsibilities about the Cookie
Program.
While several girls/families have previously participated in the Cookie Program, this will be the first time
for many. New girls/families may require more time to learn all facets of the program; some may require
individualized support.
Note: Participation in the annual Cookie Program is voluntary. Troop Leaders and/or TCMs cannot
mandate that girls sell cookies or require them to sell a certain number of boxes.
27
Advance Preparation











Review all information pertaining to the Cookie Program (Welcome to the Girl Scout Cookie
Program, this manual, troop awards, etc.) with all Troop Volunteer Team members.
Insure the team has set a budget (troop goal) and how many boxes of cookies the troop needs to
sell to meet the budget. Is it realistic? If not, re-evaluate the budget!
Ensure no girls/families have an outstanding debt to GSU. These girls are not eligible to
participate in the Cookie Program.
Have girls design family cookie training invitations. Request families to view and read the cookie
videos and documents before the meeting/training. This is especially helpful and important
for girls/families and troops who are participating in the Cookie Program for the first time.
Help girls create a troop goal chart. Be sure to highlight each girl’s personal goals for the sale
(including learning and personal development goals) during the girl and parent/guardian meeting.
Encourage girls to practice their sales pitch (what they are going to say to customers).
Help girls learn about this year’s cookie varieties and costs - $4.00/$5.00 per box.
Begin teaching girls how to determine how much money to collect and how to make change.
Encourage girls to help at training; have them introduce/explain the different components of the
Cookie Program.
Print a troop roster that contains girl’s contact information. This roster will help determine if all
participating girls are currently registered members and listed with the troop. Contact Member
Support if assistance is needed.
Assemble materials needed for parent/guardian meeting (“Parent/Guardian Permission &
Responsibility Form,” girl order cards, pens, goal chart, handout with TCM’s name, email address
and phone number) and refreshments (coordinate with Troop Volunteer Team).
Girl & Parent/Guardian Training Guidelines
Set Up
 Arrive early to set up and ensure materials for your presentation are in order.
 Decorate the meeting room with posters, streamers and balloons to make it fun and inviting.
 Prepare refreshments.
Welcome
 Introduce the Troop Volunteer Team.
 Inform parents/guardians who they should contact (name, phone/cell number and email address)
when they have questions, need supplies and in case of an emergency.
 Inform parents/guardians how the family will receive reminders/updates throughout the cookie
season (i.e. email, text, flyers, mail, etc.).
 Have parents/guardians confirm troop rosters have current and complete membership information
for their registered daughters and themselves (i.e. spelling of names, current mailing address,
phone numbers, email address, etc.).
28
Cookie Program
 Introduce and explain the following topics that are located on the “COOKIES” tab:
o Cookie Program theme and the benefits of the Cookie Program (located in the “COOKIE
PROGRAM INFORMATION” section of this manual)
o “Welcome to the Girl Scout Cookie Program” document (discuss all components of the
document)
 Stress the Social Media requirements/restrictions
o Girl Scouts of Utah’s CEO Letter
o How the Cookie Crumbles (how cookie money is utilized)
Cookie Dates (located on the top portion of parent/guardian agreement form)
 Review cookie dates and the importance of meeting these deadlines.
Where/How to Sell Cookies
 Reiterate that girls can sell cookies only within GSU’s jurisdiction – the state of Utah and
Wendover, NV. Family members outside GSU’s jurisdiction are the only exception to this rule.
 Make sure families understand all the requirements/restrictions when utilizing any social
media platforms.
Cookie Orders
 Inform parents/guardians how you want their daughter’s cookie orders submitted. (More details are
located in “GIRL/TROOP COOKIE ORDER” section of this manual.)
Troop Programs/Awards, Cookie Booths (more details are located in the “Rewards That Inspire
Success” section of this manual)
 Discuss the requirements for this year’s Troop Programs/Awards. (More details are located in this
manual and on the “COOKIES” tab, in the “For Cookie Volunteers” section.)
 Determine if or how many cookie booths the troop is conducting.
o Have a sign-up sheet for all parents/guardians to indicate how many booths they and their
daughter(s) are willing to work. This will help the troop determine how many cookies to order
and booths to conduct.
o Remind parents/guardians that cookie booths are a troop activity, not an individual/family
activity. Troop cookie booths can only be conducted/held within listed booth sale dates.
Remember: All girls (and their families) who are participating in the Cookie Program should work
as a team to sell booth cookies that were ordered/purchased by their troop.
Paperwork, Forms, etc.
 Explain the different Cookie Program forms/resources – girl order card, Girl Money Envelope (G3), and Money and/or Cookie Receipts (M-3 receipt).
 Distribute “Parent/Guardian Permission and Responsibility Form” only to girls who are
currently registered members of GSUSA.
 Review form and stress to parents/guardians that if their daughter(s) and/or her family sell cookies
before the order-taking start date, take orders and do not follow through with deliveries, and/or do
NOT adhere to all Girl Scout and Cookie Program rules, guidelines and/or deadlines, their
daughter(s) will forfeit all earned activity credits. Girls are on their Girl Scout Honor to be fair to
sister Girl Scouts and obey the rules. Parents/guardians are held accountable to the same rules.
29


Collect completed forms. Form must be turned in prior to their daughter(s) participating in this
program.
Distribute order cards to girls ONLY after:
o They are currently registered members of the troop.
o The family has paid their outstanding debt to GSU (if applicable).
o Their parents/guardians have given the TCM a signed “Parent/Guardian Permission &
Responsibility Form.”
Note: If a girl lives in two (or more) households, obtain a signed “Parent/Guardian Permission
& Responsibility Form” from all households.
Questions and Answers
Have Fun!!! Thank them for their contribution!
IMPORTANT
Review submitted Parent/Guardian Permission and Responsibility Forms. If any part
of the girl’s and/or parent’s/guardian’s contact information is different than what
appears on your troop roster, contact GSU’s Member Support to have information
updated in GSU’s membership database.
GIRL/TROOP COOKIE ORDER
Girl/Troop cookie orders are placed online using GSU’s web-based cookie program.
Reminders:
 CPRs have the authorization to make corrections to troops’ orders and booth allocation screens. If
changes have been made, CPRs must inform TCMs of these changes.

Troops need to be prepared to share with parents/guardians how booth cookies were allocated.

Troops are not able to return cookies, cancel their orders, or exchange varieties. Any cookies that
are ordered and delivered to/by GSU cannot be returned to the baker.
30
Girl Order Cards Reporting Suggestions NEW
A TCM has several options on how to obtain girl order information. Below are two suggestions:
Suggestion 1:
 Request each parent/guardian to email TCM the cookie quantities that need to be ordered for their
daughter(s). Email includes girl’s full name and the number of boxes per cookie variety and the
grand total.
Sample:
Name:
Juliette Low
Cookie Variety
Savannah Smiles®
Trefoils®
Do-si-dos®
Samoas®
Tagalongs®
Thin Mints®
Girl Scout S’mores™
Toffee-tastic™
Total # of Boxes
42
0
84
170
149
200
50
10
Grand Total

705
Match emailed orders with “Parent/Guardian Permission & Responsibility Form.” Did you get an
order from every girl? Did you get an order but do not have a completed parent/guardian form?
Before order entry deadline, obtain missing orders/forms from parents/guardians before
finalizing/submitting troop order in GSU’s web-based cookie program.
Suggestion 2:
 Collect the Girl Order Cards and Pocket Order Cards. (Make sure girl’s name appears on all cards.)

Match Girl/Pocket Order Card(s) with “Parent/Guardian Permission & Responsibility Form.” Did you
get all the forms? Did you get an order card(s) but do not have a completed parent/guardian form?
Before order entry deadline, obtain missing orders/forms from parents/guardians before
finalizing/submitting troop order in GSU’s web-based cookie program.

Make sure all rows and columns total properly, across and down.

Be sure totals from the Pocket Order Card are included.

Retain the Girl/Pocket Order Cards in a safe place in order to sort the cookies when they arrive. It
is advisable to make a copy of each card to be kept in a location separate from the originals.
31
IMPORTANT
Do NOT combine cookie orders.
Cookie orders may NOT be:
 Shared or combined in any manner in order to qualify for recognitions or
awards.
 Shared or combined if a girl’s name does not appear in GSU’s web-based
cookie program.*
 Placed under another girl’s name who is not selling cookies. When this occurs,
activity credits are automatically mailed to the girl who did not sell.
 Placed with troop’s cookie booth order.
* If girl’s name does NOT appear in GSU’s web-based cookie program (eBudde),
immediately contact GSU’s Member Support for assistance.
Troop Cookie Booth Order
Cookie booths are a troop activity and can be a tremendous way to improve your troop sales.
 Order booth cookies at the same time you submit your girl/troop cookie order.

Order booth cookies in the same proportions as pre-orders ... more Thin Mints® and Samoas®,
fewer Trefoils® and peanut butter cookies, and use “round up” cookies for the less popular varities.

Utilize last year’s booth sale records to help determine what/how many cookies to order. Last year’s
troop records should indicate how many of each variety of booth cookies were sold (if applicable).

Ask:
o
o
o
o
o
o
o
Are booths on the weekends or week nights; what are the locations?
How many cookies did the girls sell door-to-door?
How many cookies need to be ordered/sold to meet troop’s goal?
Does troop need to reevaluate their troop goal to be more realistic?
What is the projected weather forecast?
Do spring break/holidays occur during booth sales?
Is there a new cookie variety and/or a price increase?
Note: Review troop’s booth sign-up sheet to determine how many booths parents/guardians and
their daughter(s) are willing to work. This will help the troop determine how many booth
cookies to order.
Extra cases of cookies will be available for purchase from GSU’s Girl Scout Shop and service centers
during cookie booth time.
32
Remember:
 Parents/guardians may come back to the troop to get extra cookies before booth sales start.
 Cookies purchased at GSU’s Girl Scout Shop and service centers and/or from other troops/girls
cannot be entered into eBudde and do NOT count towards girl reward levels.
 All girls (and their families) who are participating in the Cookie Program should work as a team to
sell booth cookies that were ordered/purchased by their troop. NEW
Recap:
 There are many variables – location, girl preparation and attitude, beginning or end of the sale,
weather, time of day, availability of varieties, etc. Every year is different.
 Be realistic! Do not plan on multi booths unless girls and parents/guardians are up for it. They
don't want to spend too much time at a cookie booth.
 Ordering booth cookies is a "gamble." For additional assistance, contact your CPR for suggestions.
ALLOCATION OF BOOTH COOKIES
Only booth cookies ordered on troop’s initial order may be distributed among girls within the same troop
who agreed to participate in the booth sale activities.
It is also important for troops to allocate booth sale cookies fairly and equitably to girls who participate in
booth sales. Rewards and activity credits are awarded, ordered and issued according to what’s been
assigned. Completing the “Girl Orders” screen in GSU’s web-based cookie program will guarantee correct
totals and receipt of rewards.
Booth Allocation Options:
Troops have two options for allocating booth cookies to girls.
Option 1: Troops may allocate at the time they order their troop cookies.
Option 2: Troops may allocate after they’ve completed booth sales, but must have all allocations
completed by the deadline.
Note:
 Cookies purchased at Girl Scout Shops and/or from other troops/girls cannot be added to eBudde
and girls will NOT receive rewards/activity credits for these cookies.

CPRs have the authorization to make corrections to troops’ booth allocation screens. If changes
have been made, CPRs must inform TCMs of these changes.
Booth Allocation Reminders: NEW
 Council will NOT allocate booth cookies if troop doesn’t complete this task by deadline.
 Once the Girl Orders screen has been submitted, the allocations cannot be changed. Council will
NOT change booth allocations after troop/CPR have submitted the Girl Orders screen.
Refer to the “eBudde Manual” (located on the “COOKIES” tab, in the “For Cookie Volunteers” section) for
instructions on how to complete this task.
33
TROOP COOKIE PICK-UP
Cookies are delivered to designated delivery stations the first week in March. Your CPR will contact you
with information regarding cookie pick-up date, time and location. Do not contact the delivery company.
The cookies must be unloaded, counted and signed for by both the CPR and delivery agent before troops
may pick up their orders.

Arrive on time.
o Be flexible with your pick-up time.
o Allow approximately 30 minutes for your pick up.

Bring enough vehicles, equipment and adults to make one pick up.
o Refer to your troop cookie order printout to determine how many adult helpers and vehicles
you will need. All adult volunteers who assist at the delivery station must be currently
registered Girl Scouts.
o Leave children at home. Children are not permitted at delivery stations for everyone’s
safety.
o Utilize the “Cookies by the Carload” document located on the “COOKIES” tab, in the “For
Cookie Volunteers” section.
o Bring tarps, ropes and a hand truck (dolly) if you have one.
o Be prepared for inclement weather conditions.

Bring your troop delivery sheet printout. You need to verify you are receiving the correct number of
cases and cookie varieties.
o Count and double count your order for accuracy.
o Damaged cases can be exchanged at GSU’s Girl Scout Shop and service centers for the
same amount and variety (if applicable).
o Before both TCM and CPR sign an M-3 receipt, confirm all information listed on receipt is
accurate and complete. Get a copy before leaving. Keep receipt with cookie paperwork.
Once you sign the receipt, you are responsible for the cookies and any shortages.
Note: Volunteer signing receipts and receiving cookies MUST be the same person who signed the
troop’s TCM Agreement Form.

Obtain your Troop Finance Envelope from CPR.
TROOP ORDER DISCREPANCIES
Troops have 48 hours after picking up their cookies to report any discrepancies (shortages/overages)
to their CPR.
34
COOKIE STORAGE GUIDELINES
To ensure the quality of the cookies:
 Keep them out of the sun and hot/warm places - peanut butter and the chocolate coating are
sensitive to heat.
 Keep them dry, especially during booth sales.
 Store them off the ground to prevent moisture damage and insects/rodents from crawling into the
cases.
 Store them away from strong odors such as cigarette smoke and pungent foods.
 Avoid storing them in vehicles, especially for long periods of time (i.e. between cookie booths). In
addition to protecting the product, it could help reduce the possibility of theft.
GIRL DISTRIBUTION

Schedule date, time, and place for parents/guardians to pick up their daughter’s cookie order.
Note: Girls who fail to pick up/deliver their orders will forfeit ALL activity credits. Contact your CPR
immediately if this situation occurs.

Sort troop order into individual girl orders.

Make sure you have a signed “Parent/Guardian Permission & Responsibility Form” for each girl.
Do not hand out cookies if you do not have a completed form. Parent/guardian receiving
cookies MUST be the person who signed the form.

Fill out Girl Money Envelope (G-3) completely and enter DATE MONEY IS DUE.

Distribute orders:
o Give parent/guardian their daughter’s original order card(s) including Pocket Order Card(s), if
applicable. Be sure to keep a copy for yourself.
o Parents/guardians, girls and TCM count their order by variety.
o Fill out an M-3 receipt with girl’s and parent’s/guardian’s name and the amount per cookie
variety the girl ordered. (Have the receipts filled out earlier. It will help expedite the process.)
o Both the parent/guardian who signed the permission form and the TCM need to sign the receipt
for all cookies received by the parent/guardian. Girls CANNOT sign for cookies.
o The troop keeps the top copy for their records; the parent/guardian receives the second copy.
o Remind parents/guardians:
 To keep their M-3 receipts.
 They are responsible for their daughter’s cookies and all money collected.
 The cost of cookies is $4.00 per box (exception: Girl Scout S’mores™ and Toffee-tastic™
are $5.00 per box).
 Of all banking guidelines (cash or checks payable to Girl Scouts of Utah or GSU).
 In writing when money is due to TCM.
 Of cookie storage guidelines.
 Girls should deliver orders and collect money as soon as possible.
 How/when they should turn in cookie money to TCM.
o Give parent/guardian a Girl Money Envelope (G-3).
35
Since all troops do not receive their cookies at the same time, GIRLS/TROOPS DO NOT CONDUCT
BOOTH SALES UNTIL THE OFFICIAL START OF THE COOKIE BOOTH SALE. To do otherwise breaks
both the Girl Scout Promise and Girl Scout Law.
SHORTAGE/EXCESS COOKIES
If your troop needs more cookies or ordered too many, contact your CPR as soon as possible and/or
before the last booth weekend. She/he will try to connect you with another troop(s).
When troops purchase cookies from the Girl Scout shop/service centers and other troops,
 Troop cost is $43.20 per case or $3.60 per box for the six (6) traditional cookies.
 Troop cost is $55.20 per case or $4.60 per box for Girl Scout S’mores™ and Toffee-tastic™.
Reminder: Cookies purchased at Girl Scout Shops and/or from other troops/girls cannot be added to
eBudde and girls will NOT receive rewards/activity credits for these cookies.
When girls/troops sell cookies to customers, they collect $5.00 per box for Girl Scout S’mores™ and
Toffee-tastic™, and $4.00 per box for the other six (6) varieties. No more, no less.
Note: If your troop sells cookies originally ordered/received with your initial cookie order to other troops,
your troop still owes the council for these cookies.
The “Cookie Season Shop Hours” document indicates when the Girl Scout Shop and service centers are
open for troops to purchase cookies. Document is located on the “COOKIES” tab, in the “For Cookie
Volunteers” section.
36
MONEY MANAGEMENT
COOKIE PRICES
Six (6) traditional cookie varities: 12 boxes per case
 Retail: $4.00 per box; $48.00 per case - no more, no less
 Amount due council: $3.60 per box; $43.20 per case
 Troop proceeds: $0.40 per box; $4.80 per case
Girl Scout S’mores™ and Toffee-tastic™: 12 boxes per case
 Retail: $5.00 per box; $60.00 per case - no more, no less
 Amount due council: $4.60 per box; $55.20 per case
 Troop proceeds: $0.40 per box; $4.80 per case
COOKIE PROCEEDS

Troops will earn 40¢ per box sold.

Girl Scout communities will receive proceeds of 3¢ per box ordered by the troops in their
community. Communities who host ONE council-sponsored event/activity during the membership
year (October - September) and meet all requirements will receive a total of 5¢ per box. Cookies
purchased at GSU’s Girl Scout Shop and service centers and/or from other
communities/troops/girls are not included.
In the fall, communities who have a cancelled check on file with GSU’s Finance Department will
receive their proceeds as a direct deposit into their community administration checking account.
COLLECTING GIRL MONEY

Collect money from parents/guardians frequently.

Count the money with the parent/guardian present and both parent/guardian and TCM sign an M3 receipt every time money is collected. Girls cannot sign receipts. The top copy stays with the
troop; the second copy goes to the parent/guardian. Remind parents/guardians to keep these
receipts.

Troops should not let cookie money accumulate at home/work; deposit collected money into the
council cookie account on a regular basis. Small amounts can be kept out as petty cash/change
during cookie booths ($100-$200 maximum).

Troops/families could receive counterfeit bills. We suggest never taking bills larger than $20.
Note: Proceeds from the Cookie Program do NOT become the property of individual girl/adult members.
37
PAYMENT GUIDELINES

Method of payment is cash or personal checks made payable to Girl Scouts of Utah or GSU.
Remember: Money is only collected when cookies are delivered.

Troops pay their council bill first before depositing troop proceeds into their troop bank accounts.

To help reduce the risk of theft or loss of cookie money, troops need to deposit 50% of their
cookie money into the council’s cookie bank account by date listed in this manual and on the
“Cookie Program Dates” document.
IMPORTANT
For more cookie money guidelines and banking instructions,
refer to the APPENDIX: FINANCES section of this manual.
GSU’s Finance Department will deal directly with troops and
families regarding any banking, cookie money and/or
debt/collection questions and requests for additional finance
related supplies, i.e. troop deposit slips.
MONEY-EARNING PROJECTS NEW
Troops are encouraged to participate in the council’s Cookie Program as their primary money-earning
activity. Any troop money-earning activity should not compete with the Girl Scout Cookie Program.
Troops/girls should not sell candy, candles, wrapping paper, etc. at booths or during any portion of the
Cookie Program.
TIPS & DONATIONS AT COOKIE BOOTHS NEW
If girls/troops receive tips/donations, deposit them into the troop account. Girls/troops should NOT solicit
tips and/or donations at any time when conducting cookie booths.
38
NO SPECIAL SALES, DISCOUNTS, RAFFLES OR RESALE/REDISTRIBUTION
The price of Girl Scout cookies is non-negotiable. The retail cost is $4.00 per box, with the exception of
Girl Scout S’mores™ and Toffee-tastic™ cookies, which are $5.00 per box.
Troops/volunteers/families are NOT ALLOWED to offer their own special promotions; such as buy one/get
one free, half-price, discount, etc. Raffles and opportunity drawings (buy XXX and get a chance to win
XXX) are also NOT ALLOWED.
In addition, no one – customers, stores/businesses, or parents/guardians – may purchase Girl Scout
cookies and then resell them. On every box of Girl Scout cookies the following statement appears: “The
GIRL SCOUTS name and mark, and all associated trademarks and logotypes, including GIRL SCOUT
COOKIES, THIN MINTS, TREFOILS, GIRL SCOUT COOKIE SALE, GIRL SCOUT COOKIE PROGRAM,
and the Trefoil Design, are owned by Girl Scouts of the USA.
Little Brownie Bakers is an official GSUSA licensee.
Baked by authority of Girl Scouts of the USA.
This product is distributed and marketed exclusively through Girl Scout members.
Any resale or redistribution is unauthorized.
39
TROOP COOKIE BOOTH PROCEDURES
Troop cookie booths are a popular way for girls to sell cookies as a team. Cookie booths are a troop/group
activity (not an individual girl/family activity) for girls to:
 Broaden their Girl Scout experience.
 Apply toward Girl Scout leaf, badge and patch requirements.
 Increase troop sales by working as part of a team.
Cookie booths should be a progression activity just like everything else in Girl Scouting. To help avoid
exhausting girls and parents/guardians at cookies booths, consider the following:
 Daisy troops should only do enough booth time to give every girl a 30-45 minute maximum cookie
booth experience.
 Brownies should limit the time of a cookie booth to 45-60 minutes maximum per girl and
parent/guardian.
 Juniors should not do more than 1-2 hours maximum per girl and parent/guardian.
Troop cookie booths are conducted at business locations for the public to purchase cookies. To ensure
GSU (including girls, families, volunteers and troops) complies with all state, county and city ordinances,
cookie booths must be conducted at business locations, not at residential locations (i.e. no lemonade
stands). Cookie booths are held solely for the purpose of selling cookies, not for taking cookie orders or
selling other products.
Suggestion: Troops should always schedule girls/troop for one more booth shift than TCM thinks troop is
going to need. Cancel the shift if troop sells out before the scheduled booth will take place.
It’s easier to fill shifts upfront than to scramble to locate a possible location and obtain the
needed girls/adults to assist at the booth.
OBTAINING AND RESERVING BOOTH LOCATIONS
Cookie booths are a troop/group activity (not an individual girl/family activity). Cookie booth locations that
are listed on Girl Scouts of Utah’s (GSU) web-based cookie program (eBudde) are open to all troops and
must be reserved online (no hand-delivered/emailed requests). Reserved booth locations listed in eBudde
will appear on the “Find Cookies,” (located on GSU’s website) for the public to see when/where troop
cookie booths will be held.
40
Council Secured Businesses
GSU secures cookie booths with the following “Council Secured Businesses”. These businesses have
requested that only the council (GSU) contacts them. These businesses determine the locations,
dates and times cookie booths can be conducted. To ensure GSU is able to continue conducting cookie
booths at these businesses, adults/troops should not solicit agreements from any of these locations
under any circumstances.
Council Secured Businesses


Dan’s Market
Dick’s Fresh Market


Fresh Market
Harmons


Lee’s Marketplace
Lin’s Fresh Market


Macey’s
Smith’s
Walmart & Sam’s Club Locations NEW
Troops may approach individual Walmart and Sam’s Club locations to obtain permission to conduct
cookie booths at that location. Troops must comply with all GSU and Walmart & Sam’s Club Booth
Requirements and utilize/submit the Walmart & Sam’s Club Booth Agreement Form. The “Walmart &
Sam’s Club Cookie Booth Requirements & Agreement Form” is posted on the “COOKIES” tab, in the “For
Cookie Volunteers” section.
Troop Secured Booth Locations
Troops can secure booth location(s) that do not appear in eBudde/Find Cookies, are not on the “Council
Secured Businesses” list and adhere to the following requirements:

Any day of the week and time of day within listed booth sale dates.

Booths are conducted only when participating Girl Scouts are not scheduled to be in school.

A minimum of two (2) unrelated adults, one of whom is a female and a currently registered Girl
Scout, must be present and provide supervision at booth(s) at all times.

A minimum of three (3) but not more than five (5) girls that are currently registered members of the
troop should be in the booth(s) at all times. Older girl troops (Cadettes, Seniors and Ambassadors)
may have a minimum of two (2) girls.

A completed/signed “Girl Scout Troop Cookie Booth Agreement Form” obtained from the business
manager and submitted to GSU’s Cookie Program Specialist for approval by stated due date. If a
business completes/signs the form after this date, submit form at least five (5) business days prior
to booth date(s).
Please ask the manager to inform other managers/departments that schedule activities of the
secured cookie booth dates/times. This will avoid possible double bookings. Provide the business
with a copy of GSU’s booth authorization letter (if applicable) and “Cookie Booth Rules and Code
of Conduct,” which are included with the booth agreement form.
The “Girl Scout Troop Cookie Booth Instructions & Agreement Form” is located on the “COOKIES”
tab, in the “For Cookie Volunteers” section).
Note: Troop and business manager establish dates and times that work best for both parties and
comply with GSU’s policies and guidelines.
41
Possible Booth Locations
 Grocery stores
 Concerts and plays
 Sporting events
 Car washes
 Banks and credit unions
 Places of worship
 Universities and colleges
Unapproved Locations
 Any residential property
 Residential club houses
 Fields or empty lots
 Breweries and liquor stores NEW
 Tobacco shops NEW
IMPORTANT
Before submitting a “Girl Scout Troop Cookie Booth Agreement Form,” be sure to complete
the section marked “Troops Need To Complete” and answer both questions.
Does your troop want to:
1
Place my troop’s approved booth date(s)/time(s) in the “Find Cookies” on GSU’s website
for the public to see:
Yes
No (Informs the public as to where/when your booth will take place.)
2
Place the available dates/times in eBudde for other troops to reserve:
Yes
No (Approved shifts from business that your troop is not going to use.)
If you answered “Yes” to Question #1 on the booth agreement form and later cancel any of
your troop’s shifts at this location, these cancelled shifts become available for other troops to
schedule/reserve in eBudde.
If you answered “Yes” to Question #2, you need to inform the business manager that all
future booth shift assignments/reservations for this location will be handled through GSU.
Girl Scouts of Utah’s booth shifts will appear on “Find Cookies” starting Monday, February 6
(the Monday after Cookie Compass closes to the public) through Sunday, March 26, 2017
(last day of booth sales).
REMINDER

CPRs, TCMs, troops, volunteers, parents/guardians, etc., must obtain the appropriate
permission from business managers and GSU’s Cookie Program Specialist before
holding any booth sales.

Regardless if booth locations/shifts will be listed in eBudde and/or “Find Cookies,” troops,
CPRs, volunteers must submit a completed Girl Scout Troop Cookie Booth
Agreement Form for approval by stated due date.
42
If booth locations request a liability insurance certificate from GSU, request it NOW. Contact GSU’s
Member Support ([email protected], 801-265-8472 or 800-678-7809) for assistance.
BOOTH LIMITS
To give all troops the opportunity to select/conduct cookie booth shifts that are listed in eBudde, please
note the following limitations.

First week of booth reservations in eBudde: Troops can reserve a total of three (3) shifts; only
two (2) shifts can be at the same chain (i.e. Smith’s, Macey’s, etc.).

Second week of booth reservations in eBudde: Each troop can reserve up to a maximum of 30
booth shifts at one time in eBudde.

Last week of booth sales: Troops can have an unlimited number of booth shifts listed in eBudde.
NEW
Note: Review troop’s booth sign-up sheet to determine how many booths parents/guardians and their
daughter(s) are willing to work. This will help the troop determine how many booths to conduct.
UNNEEDED COOKIE BOOTHS
All reserved booth locations listed in eBudde will appear on the “Find Cookies.” If your troop no longer
needs a booth shift assigned to your troop in eBudde, please cancel your reservation as soon as
possible.
 The public utilizes this information to locate booths and is disappointed and sometimes angry when
they arrive at the site to find no booth.

By cancelling these unneeded shifts in eBudde, they become available for other troops (who still
have cookies to sell) to reserve.
Refer to the “eBudde Manual” (located on the “COOKIES” tab, in the “For Cookie Volunteers” section) for
instructions.
43
COOKIE BOOTH CODE OF CONDUCT
Girls and adults need to have a positive understanding of the booth code of conduct and safety guidelines
prior to participating in any cookie booths. Adults need to discuss these topics at troop meetings.
Girls:













Use a soft-sell approach.
Always say “Thank you” after asking customers to buy cookies (regardless if the person purchased
cookies or not).
Are gracious when someone is not interested in buying cookies.
Do not argue who gets to assist customer and collect money.
Do not roam around the business or parking lot during booth sales.
Do not play radios and loud stereos at cookie booths.
Do not confront or engage an irate customer; report any suspicious people in the area to local
security (if applicable).
Should take their breaks away from the booth and not eat or drink in front of customers.
If chairs are provided, girls should stand up when talking to customers.
Do not text or use the internet while working a cookie booth.
Do not stand in doorways or in any way block a customer’s entrance or exit from the store.
Help set-up, re-stock and tear-down the booth; older girls should do all of this with no adult
assistance – girl-led.
Wear appropriate attire and dress for the weather. Girl Scout membership pins should always be
worn!
Adults:




Do not fight, smoke or use profanity in the presence of girls or at a cookie booth.
Be aware of the scheduled length of your booth shift and promptly turn the location over to the next
scheduled troop.
Leave the site clean by taking your empty cardboard cases/boxes with you. Do not leave them at
the business or in the business’ trash cans. Remember, Girl Scouts Leave No Trace!
Thank the business manager when you leave.
Selling Girl Scout Cookies at a booth is a privilege granted to us by the local merchants. If this privilege is
abused (failure to maintain good behavior, appropriate conduct or a positive representation of Girl Scouts),
even unintentionally, it could permanently cause all Girl Scouts to lose the opportunity for additional sales
at these places of business. Girls and adults need to be careful and considerate of the merchants and their
customers.
Girl Scouts are held to the highest standards in the community. Girls are highly visible to the public while
wearing their Girl Scout uniform and selling cookies. Therefore, their behavior is very important to the Girl
Scout movement. Girls are representing a world-wide organization and should act accordingly.
Girls/adults should always follow the Girl Scout Promise and Law
and all Girl Scout Cookie Program rules.
44
Girl Cookie Booth Behavior Contract (form)
You may wish to use a “Girl Cookie Booth Behavior Contract” by having each participating girl sign one
before working at a cookie booth. (Contract is located on the “COOKIES” tab, in the “For Cookie
Volunteers” section.)
Adult Cookie Booth Conduct Contract (form) NEW
Adults’ behavior at a cookie booth is just as important. To ensure adults know their responsibilities while
assisting at a booth, troops may utilize the “Adult Cookie Booth Conduct Contract” located on the
“COOKIES” tab, in the “For Cookie Volunteers” section.
COOKIE BOOTH RECORDS
Keeping a running tally at every booth will help:
 Determine how many cookies the troop sold at each booth shift and how much money the troop
should have collected.
 When allocating booth cookies to girls who participated at cookie booths.
 When ordering booth cookies for next year’s cookie season.
Booth Sale Worksheet NEW
To help keep track of how many cookies were sold at a booth, utilize eBudde’s “Record Sales” function or
the “Booth Sale Worksheet” form located on the “COOKIES” tab, in the “For Cookie Volunteers” section.
BOOTH SAFETY, ETIQUETTE, TIPS & SUGGESTIONS
Special care should be taken while at a cookie booth.
Stay INFORMED


Cookie booths are a troop/group activity, not an individual girl/family activity.
Review the “Girl Scout Cookie/Council-Sponsored Product Sale Safety Activity Checkpoints” to
make sure the girls and adults are adequately prepared. (Document located on the “VOLUNTEER”
tab.)
Be PREPARED



Once you have reserved a shift in eBudde and/or received GSU’s approval for your submitted booth
agreement form, visit the booth site before the day of the sale.
o Introduce yourself to the location’s Customer Service Department and/or store manager,
confirm they are expecting your troop and complete any required store documents.
o Check table location, ask if you may hang a poster, and find where the nearest bathrooms
are located.
o Find out what security measures are in place (these may include lights for evening sales
and whether a security camera covers the booth area).
Utilize the “Troop’s Cookie Booth Checklist” to ensure you bring all the needed items to your
cookie booth. (Checklist is located on the “COOKIES” tab, in the “For Cookie Volunteers” section.)
Have membership information (GSU’s telephone number and website) handy in case
parents/guardians ask how their daughter(s) can join Girl Scouts.
45
Stay SUPERVISED





A minimum of two (2) unrelated adults, one of whom is a female and a currently registered Girl
Scout, must be present and provide supervision at booth(s) at all times.
A minimum of three (3) but not more than five (5) girls that are currently registered members of the
troop should be in the booth(s) at all times. Older girl troops (Cadettes, Seniors and Ambassadors)
may have a minimum of two (2) girls.
o Always follow adult-to-girl ratios when participating at cookie booths. (Information found in
Girl Scouts Volunteer Essentials publication located on the “VOLUNTEER” tab.)
Never leave girls alone at a cookie booth.
Tagalongs (brothers, sisters and friends) and other persons should not be present at the booth. As
a reminder, non-registered individuals are not covered by Girl Scout insurance.
Fighting, smoking and profanity are strictly prohibited.
Stay VISIBLE

Make an attractive table display to gain customer interest. Remember to make a cookie poster to
hang from your table or for girls to wear. Bring pictures of activities in which your troop has
participated.
Posters (and girls) can promote multi-box purchases and donations to Gift of Caring organization.
o Promote the “5 for $20” (five boxes of cookies for $20.00). For Girl Scout S’mores™ and
Toffee-tastic™, four boxes for $20.
o Bundle 3 cookie boxes with a ribbon, and attach gift cards and/or cookie recipes.
Handmade cards such as “Happy Birthday” or “Thank You” will be especially meaningful to
customers.
o Encourage customers to purchase at least one box of cookies to donate to your troop’s Gift
of Caring organization, if applicable. (Information regarding the “Gift of Caring Program” is
located on the “COOKIES” tab, in the “For Cookie Volunteers” section.)
Note: Additional ideas/resources can be found by visiting Little Brownie Bakers’ website at
http://littlebrowniebakers.com.
Stay SAFE




Set up booth so it:
o Has adequate space for table, products and girls, and allows safe passage by pedestrians,
bikes and cars.
o Does not block a business entrance or exit.
o Is at a safe distance from vehicles. If possible, set up a safety barrier between cars and the
booth—perhaps a few volunteers could park their cars in spaces near the booth location.
Do not bring all your cookies into the booth. You will take up less space if you send another adult
to the car to replenish your stock as needed.
Girls can receive cash from buyers and make change, but should hand the money to an adult for
safekeeping.
Do not keep a lot of money at the booth. Be especially careful with the moneybox; make sure it is
under adult supervision and out of public sight (keep it hidden). Arrange for cash to be removed
from the site periodically. When traveling with money, have someone accompany you to your
vehicle and/or the bank.
46
Stay ACCOUNTABLE


Report any suspicious people in the area to local security (if applicable).
If someone takes money and/or cookies from a booth, do not attempt to physically recover the
stolen items and do not allow the girls to do so. Instead, get a good description of the offender(s)
and/or their vehicle(s), call 911, and alert local security (if applicable). Make sure girls know and
understand what to do in case of theft. Report any incidents to GSU. Keep girls in a safe location
until parents/guardians pick them up.
Be COURTEOUS


Always arrive and leave on time. Do not expect to set up early or stay late.
If your troop arrives early, be respectful of the troop scheduled before you, so that you don’t interfere
with their sales. Likewise, be prepared to depart when your scheduled time is up.
o When arriving for your shift, sales prior to your scheduled starting time are theirs; sales
after your scheduled starting time are yours.
o When ending your shift, sales prior to your ending time are yours; sales after your ending
time are theirs. You can finish the sale that you are working on, but all additional sales
belong to the next troop.
o If a customer promises to buy cookies on their way out of the business, but does not return
prior to your ending time/shift, then you forfeit the sales to the next troop.
We are sisters in Girl Scouting at all times. Although it may take you time to pack up your booth,
the area must be cleared so that the next troop can begin selling immediately when their time/shift
begins.
Bring a big thank you note made/signed by the girls for the employee break room or bulletin board,
and some cookies as a thank you gift. Troops must purchase cookies that are used as thank
you gifts.
ILLEGAL COOKIE BOOTHS
When the council office is advised of an illegal booth, staff is not always able to resolve the issue due to
the location and/or travel time required. If a booth takes place at an unapproved location, does not meet
booth requirements and/or is conducted before/after booth start/end dates, volunteers have the permission
to identify themselves as a Girl Scout volunteer and politely inform the adults at the booth of the rules and
requirements and ask them to close their booth.
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UNSOLD COOKIES AFTER SALE ENDS
The Girl Scout Cookie Program (sale) is so successful, in part, because the cookies are only offered for 45 weeks of the year. Selling cookies after the ending date undermines the integrity of the sale.
If troops still have unsold cookies* at the end of the cookie sale, troops are encouraged to inform GSU’s
Member Support at [email protected]. Include troop number, contact information (name, email address and
preferred phone number), quantity of unsold cookie variety, and how troop plans to sell remaining cookies.
* Troop is still responsible to pay their cookie bill in full.
After the cookie sale has ended, the council (GSU) may receive requests from the public who want to
purchase cookies. These requests are forwarded to troops who have contacted GSU’s Member Support.
Based on the individual troop’s circumstances council may approve booths through April 30. After
April 30, cookie sales are NOT allowed.
EARNED REWARDS & AWARDS
GIRL REWARDS & TROOP AWARDS
CPRs will distribute the girl/adult participation/bar patches as well as all other individual/troop rewards to
the troops in May with the exception of the top five seller rewards and 2500+ electronic item(s). They
will be presented at the 1000+ Celebration. If a girl is unable to attend the celebration, it is her
responsibility to make arrangements with council to pick up her reward(s).
Troops need to determine how to distribute these items to the girls. Troops should utilize their eBudde girl
rewards report when distributing awards to girls.
ACTIVITY CREDITS
Activity credits (or cookie credits as they’re sometimes known) give parents/guardians the freedom to
choose how to reward girls for their hard work. A girl and her parents/guardians, not the adult leaders,
decide how her activity credits will be utilized. More details are listed on the “Activity Credit Program”
document located on the “COOKIES” tab, in the “For Girls and Parents” and “Resources” sections.
In May, activity credits are mailed directly to the girls. GSU utilizes the girl’s mailing address listed in our
membership database as of January 31.
If the girl’s mailing address changed after January 31 and/or she has not received them by June, her
parents/guardians, not the troop leader(s), need to email GSU’s Member Support. The email should
contain their daughter’s full name, current mailing address and her troop number. Please no phone calls.
Please note: Activity credits are NOT forwarded by the Post Office. Activity credits mailed to incorrect
addresses are returned to GSU. NEW
48
COMPLAINTS
ADULT/GIRL COMPLAINTS
To insure that all complaints during the cookie season are fully substantiated honestly and fairly, the
following guidelines have been implemented:

The person with the complaint must be the person who saw it, heard it, read it, or was directly
involved in it. Third-party complaints will not be accepted.

This person must be willing to put their complaint in writing, sign their name, and back up their
complaints with examples. Random, vague complaints will not be accepted.

If this person is going to lodge a complaint, this person must be willing to face their accused.
Accusers will no longer be kept confidential.
For GSU to investigate any complaints, a “Cookie Program Complaint Report” form needs to be
completed/signed and submitted as instructed on the form. Form is located on the “COOKIES” tab, in the
“For Cookie Volunteers” section.
NO TROOP DIVORCES/SEPARATIONS
Unfortunately, the Cookie Program (season) often brings both the best and the worst out in adults. The
end result often means troops wanting to split. This is often because of differences of opinions regarding
how the volunteers are running the Cookie Program, the way cookies are being distributed/allocated to
girls, and how the proceeds are being spent. However, this dissension within the ranks can be emotional
to the girls and detrimental to the troops. For these reasons, troops may NOT divorce, separate, or split–
up during the cookie season.
Troops experiencing problems should contact GSU’s Member Support immediately. The team will help to
resolve the situation until permanent solutions can be agreed upon after the cookie season. If things in a
troop progress to the point that they can no longer work together, then the council will evaluate if the troop
can participate in the Cookie Program. The council will advise the troop on how they will handle cookies
and cookie money.
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DAMAGED COOKIE PROCEDURES
It is important that you, as a key product sales volunteer, “be prepared.” Please take a moment to review
the procedures for reporting product complaints or other situations, and make preparations for handling
such incidents. Some situations may require immediate attention of GSU staff and/or may even attract the
attention of the local media. Prompt notification to GSU staff is critical in handling the situation effectively.
In the food industry, product complaints are not unusual. Each year, we experience a small number of
complaints (taste, crushed product, etc.).
Containment
Confining a difficult incident to the situation and the locale in which it took place is the key to the successful
resolution of product complaints.
Basic Procedures
If you should receive a complaint about any product, remain calm and follow the guidelines stated below.
 The council’s product policy is “satisfaction guaranteed.” Offer to exchange the product in
question. Exchanges can occur with product from GSU’s Girl Scout Shop and service centers. If
you are unable to resolve the issue, contact GSU’s Member Support for assistance.

In the event of a situation requiring immediate attention, notify GSU’s Member Support. If you are
uncertain as to whether the situation requires immediate action, contact GSU’s member Support.
If the office is closed, please leave a detailed message and speak slowly and clearly. Include your
complete name, preferred phone number with area code and reason for the call. GSU will notify all
appropriate parties.

If it is determined that the product should be picked up, you or someone you designate must pick
up the product from the customer as soon as possible. Be sure to get everything relating to the
complaint (packaging, box, etc.) and return it to the council office so that it can be forwarded to the
bakery.

Refer all calls from the media to GSU.
Remember: Your role is crucial in satisfying the customer and diffusing a potentially volatile situation.
When in doubt whether you should notify someone, contact GSU’s Member Support
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COOKIE PROGRAM REPRESENTATIVE (CPR)
CPR POSITION RESPONSIBILITIES
CPRs are responsible for coordinating the annual Cookie Program at the community level and accepting
all accountabilities as stated in the “Cookie Program Representative Position Description and Agreement
Form.”
As a CPR, you will serve as the lead resource on cookies for the troops in your community. You will be
responsible for training TCMs and answering their questions, confirming troop orders are completed
correctly, coordinating community cookie delivery(s), and ensuring deadlines are met.
A volunteer can be a CPR for one or more communities. Each community can have ONLY ONE (1) CPR
listed in GSU’s web-based membership program and eBudde. NEW
Each year a CPR needs to:
1. Be a currently registered member of Girl Scouts of the USA (GSUSA).
2. Pass GSU’s background check within the last three years, before the start of the Cookie Program,
and it does not expire during the cookie season.
3. Have NO outstanding debt to GSU.
4. Complete all requirements stated in the “Cookie Program Representative Position Description
and Agreement Form,” complete/sign and submit the current year agreement form by the required
deadline. The agreement form is located on the “COOKIES” tab, in the “For Cookie Volunteers”
section.
5. Attend an annual CPR training and utilize cookie materials and programs that are provided.
GSU’s Cookie Program Department will contact CPRs with training date(s) and instructions. All
new and returning CPRs need to attend an annual CPR training.
CHANGING CPRS NEW
If the CPR changes during the Cookie Program, the existing CPR must inform GSU’s Member Support via
email ([email protected]). The email needs to contain CPR’s full name, Girl Scout Community (GSC)
name/number and reason for the change. Include the name of the new CPR if available. Until the council
has been advised (via email) and all documents/supplies have been received, the existing CPR is still
responsible for all CPR duties and received cookies/money.
The new volunteer must immediately complete/submit a CPR Agreement Form to the Cookie Program
Department. The new CPR must complete all the above position requirements before the volunteer will
have access to eBudde and/or receive supplies.
Note: A completed CPR agreement form must be submitted to the Cookie Program Department before
troops in the GSC can participate in any portion of the Cookie Program. The form is located on the
“COOKIES” tab, in the “For Cookie Volunteers” section.
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CONTACT INFORMATION
If a CPR has questions and/or needs assistance from GSU’s Cookie Program Department, a staff member
and/or department, please contact GSU’s Member Support. Inquiries will be forwarded to the appropriate
person/department.
If you are leaving a message and/or sending an email, please provide your full name, Girl Scout community
name, email address, preferred phone number(s) with area code, and a detailed description of your
question(s)/need(s).
Finance Department NEW
If TCMs need additional finance supplies (envelopes, deposit slips, etc.) and/or have questions regarding
banking, cookie money and debt/collections, please inform them to contact GSU’s Member Support for
assistance.
Note: The Cookie Program Department does NOT handle any financial issues/questions.
After Hours Emergencies
GSU’s after-hours EMERGENCY* phone number is 801-483-3413.
*An emergency is defined as an incident that involves a fatality, a near-fatality, potential media attention,
an incident that results in a 911 call, and/or an injury that results in immediate medical attention.
Cookie Program Correspondences
Throughout the cookie season, CPRs will receive correspondences via email. Please make sure your
computer/phone will accept emails from eBudde - [email protected],
[email protected] and [email protected].
GSU utilizes your email address listed in our web-based membership program. To confirm/update your
contact information, please contact GSU’s Member Support for assistance.
COOKIE SUPPLIES
CPRs will receive shipments/mailings from Little Brownie Bakers (LBB) and GSU’s Cookie Program and
Finance Departments.
 Cookie supplies (in the fall from LBB and the Cookie Program Department)
 Troop Finance Envelopes (before cookie delivery from the Finance Department)
 Girl Rewards/Troop Awards (in the spring from LBB and the Cookie Program Department, if
applicable)
If CPRs need additional cookie supplies and/or finance supplies (envelopes, deposit slips, etc.), please
contact GSU’s Member Support. NEW
Please include your full name, Girl Scout community name and a list of needed items and quantities and
when/where they need to be available for pick up (if applicable).
Since the “Parent/Guardian Permission & Responsibility Form” will not be available on our website, Cookie
Managers should keep a master copy to make additional copies when needed.
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CPR DATES NEW
CPRs cookie dates are listed on the calendar in eBudde.
COOKIE MANAGER REPORTS
During CPR trainings and cookie season, CPRs will be advised on how to utilize cookie manager reports
that are emailed directly to them.
TEAM PARTNERSHIP
The Girl Scout Cookie Program is a TEAM effort. A positive partnership with the Community Leadership
Team (CLT), CPRs, Troop Cookie Managers (TCM) and Troop Leaders will help build a great
experience for the troops and Girl Scouts within their community. We encourage CPRs to incorporate
these suggestions:
CPRs:

Review all sections and resources on the “COOKIES” tab.

Know the rules and requirements by reviewing:
o The Girl Scout Cookie Program guidelines and requirements located in the Girl Scouts
Volunteer Essentials and the Safety Activity Checkpoints publications located on the
“VOLUNTEER” tab.
o The “Troop Quick Guide for the Cookie Program” document and the “Cookie Manager
Manual” located on the “COOKIES” tab, in the “For Cookie Volunteers” section.
o The “Welcome to the Girl Scout Cookie Program” document located on the “COOKIES”
tab, in the “For Girls and Parents” and “Resources” sections.

Work with the CLT to:
o Establish a community cookie goal. Let the troops know this goal and what the community
plans to do with the proceeds.
o Host a cookie rally or other financial literacy program for girls. Assist Event Representative
with activities.

Confirm that troops who have a debt with the council do NOT participate in the Cookie Program.
More details are located in the “Ineligible to Sell” section of this manual.
COOKIE DELIVERY STATION
One of the most important responsibilities of a CPR is to secure a convenient, suitable location for
receiving, sorting, and distributing Girl Scout cookies. Don’t wait until the last minute! Think QUANTITY!
An average two-car garage will hold approximately 1,000 to 1,200 cases of cookies.
Remember, the location should allow easy unloading of the delivery truck. Volunteers should also be able
to pick up their cookies easily. Consider an area fire station, church, or school as a cookie delivery station
or pick up cookies at the delivery agent’s warehouse (if available in your area).
If the cookie delivery location requests a liability insurance certificate from GSU, request it NOW. Contact
GSU’s Member Support for assistance no later than the cookie order deadline.
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HELPING JULIETTES SELL COOKIES
The CLT has a responsibility to ensure that all Juliettes have the opportunity to participate in the Cookie
Program. (Juliettes are Girl Scouts of all grade levels who are not affiliated with a troop.) To get a list of
Juliettes in your community, please contact GSU’s Member Support.
There are two options in which Juliettes may participate in the Cookie Program:
Option 1: Sell Cookies as a Juliette (no troop/group affiliation)
If a Juliette would like to sell cookies independent from a troop, she needs to contact GSU’s Member
Support. Staff will function as the TCM. She/he will train the Juliettes and their parents/guardians and
facilitate the cookie sale process. Parents/guardians of Juliettes selling cookies must attend a cookie
meeting and sign a “Parent/Guardian Permission & Responsibility Form.”
Juliettes receive girl rewards and activity credits earned. In addition, Juliettes who sell cookies will be
invited to a free activity at the conclusion of the Cookie Program.
Option 2: Sell Cookies with a Troop
Juliettes may participate in the program by selling with existing troops with troop permission. Please
notify GSU’s Member Support of any Juliettes who will be selling with a troop. Parents/guardians of
Juliettes who are selling cookies with a troop must attend the troop cookie meeting and sign a
“Parent/Guardian Permission & Responsibility Form.”
All funds collected must be turned in to the sponsoring troop under this option. Per the IRS, girls do
NOT receive troop proceeds; proceeds earned remain with the troop. However, when troop proceeds
are used to pay for a troop function, the Juliette should be invited to participate. Juliettes receive girl
rewards and activity credits earned.
TROOP COOKIE MANAGER (TCM) TRAINING
TCM training is one of the most important events for a successful Cookie Program. While several
volunteers have been a TCM, this will be the first time for many. New TCMs may require more time to learn
all facets of the program; some may require individualized support. All new and returning TCMs need to
attend an annual TCM training.
The following are suggestions of how to conduct a TCM training. The training needs to be scheduled with
ample time for TCMs to train parents/guardians and girls. The best approach is to train in a group setting.
Typically some TCMs cannot attend the training, therefore, plans should be in place for a make-up training
session(s).
IMPORTANT
Do not give cookie supplies to TCMs who are listed as “Pending” (TCMs who
have not completed all position requirements), are not listed on Cookie
Manager Reports, and/or have not been trained.
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Advance Preparation


Set a meeting place, date and time.

Review the list of troops who are ineligible to participate in the Cookie Program due an
outstanding debt to GSU (if applicable). More details are located in the “Who Is Eligible to Sell
Cookies” section of this manual.
Review your latest “Cookie Volunteers in Your Community” spreadsheet. (Emailed sent from
“[email protected]; on behalf of; [email protected].”) Invite TCMs whose
status is “Approved” or “Pending.” We strongly encourage troop leaders to attend this training if
space allows.

Use the large envelopes (M-1) provided by LBB to create a packet for individual troops. Each troop
should have its own envelope/packet (write troop number on envelope.) which contains:
o Girl order cards – 1 for each registered girl*
o Parent/Guardian Permission & Responsibility Forms – 1 for each registered girl*
o Girl Money Envelope (G-3) – 1 for each registered girl*
o Money and/or Cookie Receipt (M-3) booklets – 2 booklets per troop
* Number of girls who are registered with troop are found on your “Cookie Volunteers in Your
Community” spreadsheet.
If a new troop registers after the troop registration deadline, they may participate in the Cookie Program at
CPR’s discretion.
TCM Training Guidelines
Set Up
 Arrive early to set up and insure materials for your presentation are in order.
 Prepare refreshments and display any additional cookie information.
Welcome
 Everyone to sign in.
 Approved TCMs to pick up their cookie supplies/packets.
Position Training
 Cover information in the following sections located on the “COOKIES” tab:
o For Girls and Parents
o For Cookie Volunteers
 Discuss all sections of the Cookie Manager Manual
 Discuss eBudde Manual procedures
 Review the NEW information in the manuals
 Stress the importance of deadlines
55
Communication Guidelines
TCMs should contact you with questions, to order more supplies, and other related cookie issues.
Provide them with instructions on how and when to contact you.
Questions and Answers
Thank them for volunteering!
REVIEW TROOP ORDERS
Take extra time to review each troop’s eBudde cookie order for obvious input errors such as an unusually
large order of the new cookie, very large booth sale quantities, etc. Confirm with TCM that the amounts
seen in eBudde are correct. This will eliminate future financial issues by preventing troops from accidentally
ordering too many cookies.
Refer to the “eBudde Manual” (located on the “COOKIES” tab, in the “For Cookie Volunteers” section) for
instructions on how to perform this task.
Remember: Troops are not able to return cookies, cancel their orders, or exchange varieties. Any cookies
that are ordered and delivered to/by GSU cannot be returned to the baker.
COOKIE DELIVERY & DISTRIBUTION
Receiving Cookies
Be on hand to meet the delivery truck when it arrives. You will need to show the delivery person(s) where
you want each variety of cookies stacked. They should be stacked by varieties.
Suggestion: Have them sorted in the same order as seen on the order card if possible.
Check each case for damage. Do not accept any wet or badly damaged cases. If there is only slight
damage to the outside of the case and the boxes inside appear to be fine, you may accept the case.
If you are short a case or have a damaged case, you can get these replaced by the driver to complete your
order. If there is a shortage or damaged case(s) that cannot be corrected during delivery, note it on the
delivery ticket prior to signing the receipt.
Be sure that the number of cases you receive is the number of cases on your community cookie order
report and on the delivery ticket. When the delivery of all varieties is completed, you will be asked to count
the cases and sign a delivery ticket showing that you received the total number of cases that you ordered.
Take your time and count carefully. Do not accept the delivery person’s count. Sign only for the cases
received.
Volunteers at the delivery stations must be adults. Children are not permitted at delivery stations for
everyone’s safety. All adult volunteers who assist at the delivery station must be currently registered Girl
Scouts.
56
Once the delivery is complete, you will be ready to begin distributing cookies to the troops. Under no
circumstances should you allow troops to take/have any cookies before the delivery is completed.
This could make your count inaccurate. Schedule volunteers to pick up their cookie orders after all cookies
have been unloaded, counted and signed for by the CPR.
Suggestion: CPRs have one to two designated volunteers to help with the counting and paperwork during
the delivery and troop distribution.
Note: If CPRs have delivery questions, do NOT contact the delivery company. Contact GSU’s Member
Support.
Distributing Cookies to Troops
Scheduling troops to pick up their orders may be decided in several ways. You may tell the troops to call
you at a certain time to see if delivery is complete; you may arbitrarily set a time of day when they may
pick up cookies; or you might call them when you are ready for them to pick up their cookies. Decide before
hand which way works best for you. Be sure to tell your troops in advance how you will operate the delivery
station so they will know what to expect.
Remind them:
 Of how many cases they will be receiving so that they can determine how many adults and vehicles
are needed. They need to bring plenty of adult help. Leave children at home. (Utilize the “Cookies
by the Carload” document located on the “COOKIES” tab, in the “For Cookie Volunteers” section.)

To bring tarps, ropes, and a hand truck (dolly) if they have one and to be prepared for inclement
weather conditions.

To bring a printout of their troop delivery sheet. (Printout is obtained from eBudde.) Troops need to
verify they are receiving the correct number of cases and cookie varieties.
Troops should complete the following before loading their vehicle(s):
 Troop counts and verifies the number of cases received matches total cases ordered by variety.
This should be the same amount as listed on the troop’s delivery sheet printout.

Confirm information on the receipt is complete and accurate. Both troops and CPR sign and receive
a copy of an M-3 receipt indicating the total number of cases by variety each troop picks up. These
receipts need to be kept with cookie paperwork.
Having the M-3 receipts completed before delivery will help expedite the process.
Note: Volunteer signing receipts and receiving cookies MUST be the same person who signed the
troop’s TCM Agreement Form. Have form available at delivery stations for volunteers to sign
(if applicable).

CPRs distribute Troop Finance Envelopes to TCMs.
57
Never allow anyone to load cookies into their vehicle(s) until after you have counted/verified
everything and a receipt has been signed. Once the troop signs for their cookie order, they are
responsible for the cookies. Girls may deliver their cookies as soon as they receive them.
Thank Delivery Site
Send a personal “Thank You” note and leave some cookies for the person who is in charge of your delivery
station to thank them for the use of their facility. CPR must purchase cookies that are used as thank you
gifts.
Note: CPRs will receive Troop Finance Envelopes prior to cookie delivery and are to distribute them when
troops pick up their cookie order.
TROOP ORDER DISCREPANCIES
Troops have 48 hours after picking up their cookies to report any discrepancies (shortages/overages)
to their CPR. CPRs should try resolving any shortages/overages within their community prior to contacting
GSU’s Member Support.
REVIEW BOOTH COOKIE ALLOCATIONS
It is also important to ensure each troop has allocated booth cookies fairly and equitably to their girls.
Rewards and activity credits are awarded, ordered and issued according to what’s been assigned.
Review each troops’ “Girl Orders” screens in eBudde and contact TCMs if you have questions/concerns.
Refer to the “eBudde Manual” (located on the “COOKIES” tab, in the “For Cookie Volunteers” section) for
instructions on how to perform this task.
Note: CPRs have the authorization to make corrections to troops’ orders and booth allocation screens. If
changes have been made, CPRs must inform TCMs of these changes.
END OF COOKIE SEASON PAPERWORK
Troop Finance Envelopes
CPRs need to collect Troop Finance Envelopes from troops and submit them to GSU’s Finance
Department by stated deadline. Deliver/mail what has been collected by deadline. If troops are late in
submitting their envelopes, advise them to mail/deliver their envelope directly to GSU. Deliver/mail to:
Girl Scouts of Utah
Finance Department
445 E 4500 South #125
Salt Lake City, UT 84107
58
Recycle Unused (extra) Cookie Supplies/Documents NEW
(Do not return to GSU.)
 Girl order cards
 Money and/or Cookie Receipt (M-3 receipt)
 Girl Money Envelope (G-3)
GIRL REWARDS & TROOP AWARDS
In the spring, CPRs will receive a shipment(s) of all the rewards/awards earned in their community from
Little Brownie Bakers (LBB) and the Cookie Program Department, if applicable. Contact TCMs and/or
Troop Leaders to pick up their earned girl rewards and/or troop awards. CPRs should utilize their eBudde
girl rewards report. To distribute rewards to troops, refer to the “eBudde Manual” (located on the
“COOKIES” tab, in the “For Cookie Volunteers” section) for instructions on how to obtain this report.
Shipments from the Cookie Program Department will include a spreadsheet indicating what each troop
should receive.
Note: GSU will distribute the earned 2500+ electronic rewards and Top Seller rewards directly to the girls.
Earned activity credits are mailed directly to girls. If the family has questions, please instruct them
to contact GSU’s Member Support for assistance.
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APPENDIX: FINANCES
COOKIE MONEY & BANKING GUIDELINES
Collecting Girl Money



Remind parents in writing as to when all money is due.
Collect money from girls/parents frequently.
Count the money with the parent present and issue an M-3 receipt (Money and/or Cookie Receipt)
every time money is collected. Parent and Troop Cookie Manager (TCM) should each keep a
signed copy of the receipt. The top copy stays with the troop; the second copy goes to the parent.
Check Requirements
Girl Scouts of Utah (GSU) will accept checks for cookies from customers under the following conditions:
 All checks are made out to “Girl Scouts of Utah” or “GSU” (not to troops or individuals).
 The check writer’s name, address and phone number must be on each check.
 All checks should be deposited in the council bank account. If a troop deposits a check into the
troop account and it is returned for non-sufficient funds (NSF), the troop will be responsible for any fees
and their own collection.
 Any person writing a check that does not clear the bank will be responsible for the amount of the check
plus all bank and collection fees that are incurred.
 Parents are NOT allowed to write more than two (2) checks for payment of girl cookies. Check(s) may
not be for more than $150 each.
Note: If troops want to purchase a check endorsement stamp (council’s bank account information), troops
can purchase a stamp at one of the council shops after February 1, 2017.
Credit Card Readers
Troops may utilize credit card readers at cookie booths only. Troops are responsible for setting up their
own accounts, obtaining readers, and paying all related charges/fees. Customers do not pay extra when
using a credit or debit card. Credit card payments need to be deposited into the troop account.
GSU Deposit Guidelines
When troops receive their troop cookie order, their Cookie Program Representative (CPR) will provide
them with their personalized Troop Finance Envelope. Enclosed are the troop's preprinted deposit slips for
the council's cookie account with Wells Fargo Bank. Troops use these deposit slips when depositing cash,
money orders, personal checks and troop checks into the Girl Scouts of Utah Cookie Account. (Do NOT
use another troop’s deposit slips.) Complete one deposit ticket only. Neither council nor your troop needs
copies of the actual deposit slip.
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Please complete the following steps when making a council bank deposit.
1. List the total amount of currency and coins in the designated areas.
2. Under Checks write “SEE LIST”. Stamp the back of each check with the endorsement stamp
(purchased by the troop) or write the following on each check:
FOR DEPOSIT ONLY
GIRL SCOUTS OF UTAH COOKIE ACCOUNT
#4126609874
Always re-verify the total amount and number of checks that are to be deposited before going to
the bank. Add the amounts listed on all checks at least twice to confirm the totals are accurate.
(Use an adding machine with a tape, a computer program that will automatically total your entries,
etc.) Count the number of checks you have and it should match the number you have listed on the
deposit slip. If the total dollar amounts and/or number of checks do not match, locate and correct
the error. Keep a copy of your list of checks in case there are any errors in your deposit.
3. Add up all entries and write the grand total in the "Total" area.
DEPOSIT SLIP
Date: 3/17/2017
DOLLARS CENTS
CURRENCY
COIN
232
00
4
00
1200
00
1436
00
CHECKS
See List
TOTAL
4. Obtain two (2) printed receipts from Wells Fargo Bank for the deposit you made at the bank. These
must be imprinted or stamped receipts from the bank with the branch number, teller number,
amount and date of deposit. Please check your receipts immediately (before leaving the bank) to
verify the deposit amount printed and the account number are accurate. Put one (1) receipt in your
Troop Finance Envelope and keep the other receipt for your troop records. (Your troop leader will
need this information.)
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Important Deposit Reminders:







Due to the high cost of deposits associated with the Cookie Program, troops are to make only one
deposit per business day into the council account. (Do not use a separate deposit slip for each girl
in your troop)
Deposits slips are specifically encoded with your troop number. When making the deposit at the
bank, the teller inserts your deposit slip into the bank’s machine to read the special encoding.
Therefore, it is critical to use the pre-printed deposit slips.
Do not use the E-Deposit function available at the bank. Your troop will not be credited with the
deposit if you do not use the pre-printed deposit slips.
Do not make night deposits, as the bank cannot immediately validate the deposit slips.
The teller will count the cash and coins only. They do not balance the checks at the window. If there
are any errors in your checks that were deposited, GSU’s Finance Department will be given written
notice and will inform troop of the discrepancy.
Contact the Cookie Program Specialist if:
o Your troop number is NOT listed on the enclosed deposit slips. (Do not share or use another
troop's deposit slips.)
o You need additional preprinted deposit slips.
If you have to use an "Over the Counter" deposit slip for any reason, please be sure to write the
following on the front of the deposit slip:
Girl Scouts of Utah Cookie Account, Troop (your troop number).
Inform (via email) GSU’s Finance Department of this bank transaction (troop number, date/amount
of deposit).
When troops return their Troop Finance Envelope to their CPR/council, they need to complete the
information and include all unused deposit slips and items listed on the envelope by due date.
Troop Proceeds
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Troop proceeds should be retained in the troop bank account after their council bill is paid in
full.
If proceeds are accidentally deposited in the council bank account, a direct deposit refund will be
issued to the troop no later than May 15th. (Troops must have a cancelled check on file with GSU’s
Finance Department to receive these funds.)
Tips
If girls/troops receive tips, deposit them into the troop account. Troops should NOT solicit tips.
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Council Collection Procedures
The council gathers appropriate documentation to verify that the girl(s), troop or Community in question
did receive cookies and/or money and payment was not forwarded.
Girls with an Outstanding Balance:
If a girl(s) has not paid her complete cookie bill, the TCM needs to write her name and unpaid balance on
the back of their Troop Finance Envelope and include all related cookie and/or money receipts and parent
permission form.
Past due notices are sent to parent(s) with an outstanding balance. If a response is not received to the
past due notices within the designated time period, the matter is referred to a collection agency and
litigation is pursued as appropriate. Notification is also sent to the credit bureau.
After all the paperwork has been turned in to the council, the TCM and CPR need not be involved in
collection efforts. However, please accept money that is offered to you as a cookie payment and contact
GSU’s Finance Department for deposit instructions. Council personnel may contact you to verify or
supplement information concerning an unpaid balance.
Troops with an Outstanding Balance:
The total amount due council will be checked against the total uncollected debt and GSU’s Finance
Department will contact the appropriate parties to resolve the issue.
Council Guidelines state:
Adults/girls who have an outstanding council debt are not permitted to participate in the council Cookie
Program or other fund-raising activities until such debt is resolved.
Any adult who has an outstanding debt to the council cannot be certified as a member in good standing
of GSU and, therefore, may not officially represent the council in the Community, council, or beyond.
In addition, she/he cannot handle troop, Community, or council funds or products.
2017 CREDIT CARD PILOT PROGRAM
Overview
Based on feedback provided by the volunteers and parents of the Council’s Cookie Task Force, Girl Scouts
of Utah is piloting a cookie credit card program for 2017. In this pilot, Troops may, at their own discretion,
voluntarily accept credit cards at their cookie booth sales.
The program is completely optional. Benefits of accepting credit cards include:
 Possibility of increased sales, translating to higher funding for Troops and Girl programs
 Customers without cash can make purchases
 Opportunities for Girls to reach higher award levels
 Girls increase their aptitude for technology
 Credit cards eliminate the chance of counterfeit money and bounced checks
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Participation Requirements
To accept credit cards, a participating Troop must:
 Advise GSU ([email protected]) that they intend to participate.
 Utilize a smart phone, tablet, or laptop
 Sign an electronic agreement between a designated Troop leader or volunteer and a reputable
card processing company, such as:
o Square
o PayPal Here
o PayAnywhere {INSERT URLS}
 Utilize a card reader. Most card processors provide a magnetic stripe reader free. For additional
security, a chip-card reader can typically be purchased for an additional fee.
 View the Girl Scouts of Utah Credit Card Safety video which will be posted to the GSU website by
02 January.
 Agree to participate in a post-cookie sale survey specific to their credit card experience, the results
of which will be used to evaluate future credit card programs.
Be sure to read and understand the terms and conditions of the agreement between processor and Troop.
Girl Scouts of Utah will not be a party to these agreements; the agreements are strictly between processor
and Troop.
Credit Card Safety
Girls and Volunteers should be aware of basic safety and security-related practices when accepting credit
cards.
 Payment from the card processor should deposit to a Troop bank account only, not to an
individual’s bank account
 All card readers should be PCI DSS compliant (all major providers are)
 Mobile devices should be password locked when not in use
 Never hand the mobile device to a customer
 Ensure troops use a processor with encryption technology (all major providers)
 Be aware of your surroundings and watch for anyone who may be watching you enter credit card
information
 Do not write down credit card information
 Do not store card information on the device
 Do not take a photograph of the card
Offsetting Transaction Fees
Processing companies typically charge between 2.5-3.5% per transaction. Fees are borne by the Troops,
not GSU. However, feedback from both other councils and several Utah Troops who have accepted credit
cards in previous years indicates that the increase in sales more than offsets the transaction fees.
To help offset fees, participating Troops may:
 Impose a minimum quantity of boxes for credit card sales. For example, a Troop may only accept
credit cards when a customer agrees to purchase 5 or more boxes.
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Wait until a customer asks or declines to purchase before offering to accept a credit card. Some
customers may have both cash and credit card. By requesting cash/check as the primary payment
option, the Troop will not be subject to transaction fees. If the consumer declines because of lack
of cash, though, the Troop may suggest using a credit card, and both customer and Troop do not
miss out on the sale.
Ask for non-profit rates with payment processing providers. Some processors may offer lower rates
for non-profits. Alternately, some processors waive fees until a certain sales threshold is reached.
For example, for 2017, Square is offering no transaction fees on the first $1000 in purchases.
Pilot Results
GSU will include results from the 2017 pilot program in communications for the 2018 cookie program, to
help Troops decide their future levels of credit card participation.
Restrictions
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Troops are responsible for all transaction and processing fees associated with using credit card
readers. Estimates from other councils are that this equates to roughly $0.11-$0.15/box.
The card reader must be attached to a Girl Scout Troop Bank Account. All cookie funds must drop
directly into a Girl Scout account first: no small business accounts or personal accounts are
allowed.
Troops must adhere to their agreements with processors; GSU will not be a party to agreements
between Troops and processors.
Troops may not charge increase the price of cookies or charge additional fees to a customer for
using the card reader. However, unsolicited donations are acceptable.
Troops are liable for any fraudulent charges incurred.
Cards may only be accepted for booth sales and not for individual Girl sales. This is because card
readers must be attached to a Girl Scout Troop Bank Account, not an individual’s account.
Help with Credit Cards
Troops should contact their card processors directly for questions regarding processor agreements,
transaction fees, smart phone/table applications, card reader problems, or security concerns.
For other questions, please contact Member Support at [email protected].
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