Submitting Troop Finances

Submitting

Troop Finances

Submitting Troop Finances via VTK SW 02/23

Due June 30

, you are encouraged to submit before you register for the new year, but for the early incentive

This guide is for a computer view, looking at these pages on a tablet or phone may vary. Only volunteers listed

as Troop Leader for the troop have access to the Finance Tab online. If you are not a Troop Leader, please either

get all of the information together and ask one of the Troop Leaders to ll out the tab or request to be a Troop

Leader by emailing reghelp@girlscoutsaz.org. If you are listed as a Troop Leader you will be required to do the

training involved.

First, you will want to select an ending date for your troop nances, for example March 31

, it should be the end

of a month to match a bank statement.

This guide assumes you have completed the Troop Finance Report Excel spreadsheet (found in the forms

library) through your chosen end date, you will need that document to complete the below steps. Please enter

all transactions and deposits now before continuing, if not already completed on your spreadsheet.

1. Go to www.wellsfargo.com

2. Log into your Troop bank account

3. Select View Statements in the top menu

4. Select the statement for the month you choose as your ending date, if it is March 31

then it is named

Statement 03/31/22.

5. Print a copy of this statement to be used later in these instructions. When nished save a copy for your

troop records.

6. Go to www.girlscoutsaz.org

7. Click on My GS in the upper right corner of the page

Submitting Troop Finances via VTK SW 02/23

8. A new tab will open and the Log In screen will appear (this can take a little bit to pop up), use your

credentials to log into your page. If you do not know your log in information, there is an option to Reset

Password. If you are having trouble, contact Registration Help at 602-452-7000 between 8:00am-5:00pm

Monday thru Friday for assistance.

9. Select My Account in the upper right corner

10. Select Volunteer Toolkit in the left column

11. If you have not used the Toolkit before you will need to select your troop’s yearly plan in the Year Plan tab.

It does not matter what you select, something just needs to be selected.

a. If you have not looked at this page, or it has been a while, we highly recommend you look around.

All the badge guidelines can be found here now and the newer Journeys! The VTK has many

awesome Year Plans and meeting outlines to choose from. You can choose from the library of pre-

made Year Plans or customize your own!

12. Go to the Finances Tab

13. Open your Troop Finance Report spreadsheet, the totals you will need are automatically populated in the

Income Statement tab. Use these totals to populate the elds in the Finances section online. The Ending

Balance total should match the ending balance on your last bank statement printed in Step 5.

a. Click on the Council Detail to the right of the category for a description of each category, it is also

listed in the Descriptions tab in the Troop Finance Report spreadsheet.

b. If the category is not available just add it to the Other Expenses or Other Income eld.

c. The Starting Balance is 0 for all new troops and the Ending Balance from the previous year’s nance

submission for all returning troops. If you submitted your nances online last year the amount will

already be populated. We strongly suggest starting your new year’s spreadsheet right now by

typing in this year Ending Balance in the Beginning Balance section so you won’t forget for next

year!

d. The Ending Balance should be, or at least be close to, the closing balance on your bank statement

printed in Step 6.

14. For the Bank Information section

a. Bank Name: Wells Fargo

b. Branch Name: Wells Fargo

c. Last 4 accounts #s: Use your statement or online and ll in the last 4 numbers of your bank account

number.

d. Signers on Checking Account: Fill in the names of any signer on your bank account. You only

need 2 registered adults on your account. If you have someone who is no longer with your

troop as a signer, please have them removed by using this link: https://www.cognitoforms.com/

GirlScoutsArizonaCactusPine1/signerchangerequest

e. If you for some reason had more than one bank account this year, make sure to enter both account’s

information. For example, your account was compromised, and a new account had to set up.

15. Council Notes and Questions for Troops

a. First select your troop status for next year.

b. Troop Service Unit: Enter Service Unit name and number.

c. Question 1: Please list all gifts/donations received and the donor’s name:

i. Do not do anything if none, click Your response to the council is applicable.

d. Question 2: If your troop is disbanding, what is the date of your last meeting? (Note: This is the date

your bank account will be closed)

i. Do not do anything if none, click Your response to the council is applicable.

ii. You need to use any funds in the account before this date for troop activities.

16. When you are nished, select PREVIEW & ADD ATTACHMENTS. If you see anything that needs to be

corrected, select Edit Report at the top of the page.

17.

When you are all set, at the bottom of the page select ADD ATTACHMENTS & SEND TO COUNCIL

Submitting Troop Finances via VTK SW 02/23

18. On the box that pops up, select Attach a document, locate your Troop Finance Report to attach.

19. You can now select YES, SUBMIT NOW. A message will open conrming your nances were successfully

submitted. You are now all done!

20. Make sure to have a printed copy of your bank statement used and Troop Finance Report showing what

your troop money was used for. If Council has any questions about your nance report you will need

these!