Volunteer Essentials

Setting Up an Account • Individual troops should determine whether a checking or savings account best meets their needs • All accounts must be opened under the Federal Employee Identification Number (FEIN) of Girl Scouts of Eastern Missouri. The FEIN can be found on the Prospective Financial Institution (Bank) Letter • The account must be set up and maintained in the name of Girl Scouts of Eastern Missouri, Inc., in care of an adult volunteer responsible for handling troop funds, and include the troop number • An adult must open the account with personal information, which may include a driver’s license or state ID card, proof of address, date of birth, phone number and email address • At least two registered, background checked and approved adult volunteers who are not related by blood, marriage or partnership, are required as cosigners when setting up a new troop bank account. The signature card should show the signatures of the account cosigners who will be writing and depositing checks into the account. It is recommended that one signer hold the checkbook and debit card, while the other receives the unopened monthly bank statements or has access to the account through online services • Every withdrawal over $250 must be signed by both authorized signers Use of the Account • All accounts opened under the FEIN number of Eastern Missouri shall be used exclusively for Girl Scout purposes related to the troop • Troops cannot use the account to secure a loan • Troops may not have online access to the account unless the financial institution has submitted a Financial Certification, part of the Prospective Financial Institution (Bank) Letter, stating that if the financial institution grants online access to the troop account, the financial institution’s systems will prevent online access to any other Eastern Missouri account held under the common FEIN • Troops can use the account to support a debit card only when one of the following conditions is met: LjLj The account is held at a premier preferred bank LjLj The financial institution has agreed to the terms of the Financial Institution Waiver, part of the Prospective Financial Institution (Bank) Letter, stating that if the financial institution grants a debit card to the account, the financial institution waives all rights of offset from any other Eastern Missouri account held under the common FEIN. A copy of the completed waiver must be sent to the Service Center • Financial institutions holding troop accounts may not approve overdrafts or include automatic overdraft protection for the account. If an overdraft occurs, the adults authorized on the account are personally responsible for any fees, and such fees may not be taken from the troop funds Leadership Changes Since records and other property belong to the troop, not an individual, they should be passed along to the next leader within 30 days of a change in leadership. If a disbanding troop’s girls are placed in multiple troops, the disbanding troop’s treasury may be pro-rated to each new troop based on the number of transferring girls and the financial decisions made by troop members. Disbanding a Troop and Closing a Troop Bank Account Prior to disbanding, the girl members may decide on a Girl Scout-oriented activity to use the remaining funds in the troop treasury. A disbanding troop may also donate the remaining funds to another Girl Scout troop, the Juliette Low World Friendship Fund, Gifts for Girls or the Girl Scouts of Eastern Missouri, Inc. Trust Fund. When closing an account, be sure all checks and other debits have cleared the account before you close it, and realize that you may have to close the account in person. Unused Girl Scout money left in accounts after troops disband becomes the property of the Council.

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