money matters

money matters

 


  • Payment for magazines and catalog photo keepsake orders must be collected at the time of the order.
  • Customers purchasing items through the Online Fall Sale Program will pay directly with a credit card or check online. Troops do not need to handle any money or make deliveries for these transactions.
  • Payment for nut and candy orders should be collected at the time of delivery.
  • All checks should be made payable to Girl Scouts of Gulfcoast Florida. Please include the troop number on the memo line. Checks should have a pre-printed name and address, driver's license number, and TWO phone numbers.
  • Use the receipt book provided to keep track of families picking up their items or turning in money. Keep the yellow copies for troop records.
  • Troops should turn in payment for magazine orders to the SU Coordinator with paperwork by October 29, 2015.
  • Payment for nuts and candies should be deposited into the council account using the deposit slips provided. Deposit 100% of the money collected. DO NOT withhold troop profit. Final deposits must be made by December 15, 2015.
Deposit Slips:

Deposit tickets have been specially prepared for each troop. You will receive these at your fall product delivery or your SU Fall Product Sale Coordinator will distribute them.

Do not use another troop’s deposit ticket or one from the counter at the bank. You must use the special deposit ticket prepared for your troop. If you require additional deposit tickets, please contact the council headquarters. More deposit slips will be mailed to you within 2 business days.


Making your deposit(s):
  • Deposit 100% of all nut and candy money collected by December 15, 2015. Do not withhold troop proceeds.
  • All checks should be made payable to Girl Scouts of Gulfcoast Florida.
  • Double check your deposit for accuracy. Errors may not be caught at the time of deposit and will be adjusted by the bank at a later date.
  • Take your deposit to Bank of America during business hours to make deposits.
  • Keep the bank receipt and deposit slip copies in your troop records. If there are questions about the deposit later, you will need to produce these documents. 
Delinquent Accounts:

Although it’s not common, there are occasions where Fall Sale funds go missing or are not submitted to the troop in a timely manner. Use the guidelines below to reduce the odds of a delinquent account and handle the situation if it does arise.

  • Make sure parents understand that they are responsible for all their daughter’s sales through the Fall Product Sale. Collect a Parent Permission form for each girl before she receives any Fall Product Sale materials.
  • Communicate often. Make sure parents are aware of deadlines and money collection processes.
  • Write a receipt anytime you distribute products or collect payment from a parent. Keep a copy of the receipt for troop records and give the parent a copy.
  • Count all payments carefully in front of the parent.

Any family that has not paid in full by December 10, 2015, is considered delinquent. Follow the following steps to attempt to collect the past due funds.

  • After the final payment deadline has passed, contact the family at least once a week, making at least three attempts to collect the funds. 
  • Make at least one contact in writing. Use the sample letter on the Past Due Parent/Guardian Form for the Fall Product Sale.
  • By January 10, 2016, submit the Past Due Parent/Guardian Form directly to the council office. Include a log of your communications with the parent, any receipts or other documentation, and the girl’s Parent Permission form for the Fall Product sale.
  • Upon receipt of the Past Due Parent/Guardian Form, the council staff will begin attempts to collect the funds. A collections fee will be added to the outstanding debt and the debt will be submitted to a collections agency for further collections action. Please note: submitting the form does not guarantee the funds will be collected, only that every effort will be made to collect.