2019 Girl Scout Cookie Program - Service Unit Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
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#GSHCC 2019 Girl Scout Cookie Program Service Unit Cookie Manager Guide
New Exciting
Features
Table of Contents
Page
Questions?
Customer Care
(916) 452-9181 or (800) 322-4475
4 We’ve
2019rolled
Dates out
to Remember
new features & functionality
customercare@girlscoutshcc.org
7 onService
Smart Cookies to Manager
Unit Cookie give you Responsibility
a better online
8 experience across
Training Troop yourManagers
Cookie devices. Emily Walsh, Director of Entrepreneurship
9 Service Unit Sales Goal Ilse Luna, Entrepreneurship Specialist
10 Cookie Share Jill Pfeifer, Entrepreneurship Specialist
11 Proceeds and Rewards
12 Troop Treasure
13 Smart Cookies N OW A CCE P T I N G
14 Securing Booth Sites
Credit Card
Payments
15 Booth Site Selections
16 Troop Booth Sales
17 Initial Troop Order Review
Girls can now accept credit card payments
18 Order Types—Planned, Unplanned and Transfer Orders
at time of cookie delivery on any device -
20 Financials smart phones, tablets or desktop. No extra
devices required. Simply enter the credit card
21 Theft, Loss and Product Complaints information or scan with your iOS device. Ask
22 Wrapping Up the Program your Girl Scout Council today for more details!
Now available for direct ship orders
IN T R O D U C I NG
Gift Boxes S.COM
WWW
.ABCBAKER
THE GIFT OF GIRL SCOUT COOKIES
1
Consumers can now order keepsake gift boxes
filled with any variety of 5 packages to celebrate
special occasions with friends and family.
A PERSONAL TOUCH We’ve also added the GOOD DA
Y
2 COOK
ability to include a personalized note, perfect for
commemorating birthdays and holidays or just to
brighten any day!
IE
The GIRL SCOUTS® name and mark, and all other associated trademarks and logotypes, including but not
limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an official GSUSA licensee.
2 girlscoutshcc.org/cookies • 800.322.4475
Dear Cookie Volunteers,
Whether you’re a returning veteran or a “Cookie Rookie,” we’re delighted to work with you this
coming Girl Scout cookie season.
Cookie season sparks excitement, enthusiasm, and nostalgia in so many of us, myself included.
I remember very well selling cookies door to door in my neighborhood with my Girl Scout
buddy. We had fewer varieties at that time and we didn’t conduct booth sales. Every neighbor
was counting on us to show up at their door. They had no other way to buy cookies except
through us. A lot of pressure, but we came through!
We know the Girl Scout Cookie Program is a critical source of funding for girls’ programming—
from wilderness adventures to travel excursions and STEM workshops. We also know the
Girl Scout Cookie Program is an important ingredient to the Girl Scout Leadership Experience.
During cookie season, girls venture into the world of entrepreneurship to learn five skills that are
vital in both life and business: goal setting, decision making, money management, people skills
and business ethics.
As a cookie volunteer, the logistics-crushing, troop-rallying, and challenge-tackling efforts you
will engage in will enable girls to learn by doing and to do more with what they learn. The
Girl Scout Cookie Program creates opportunities that will empower girls to follow their passions,
and we couldn’t do it without you. Thank you.
I get very excited when a Girl Scout comes to my door to ask me to buy cookies. I have a sense
of the courage it may have taken her to walk up my driveway. I purchase cookies knowing the
lifelong impact Girl Scouting will have on her life as it had on mine.
For all the effort you’re about to invest, Thanks-A-Lot!
Sincerely,
Dr. Linda E. Farley
CEO
girlscoutshcc.org/cookies • 800.322.4475 3
2019 Dates to Remember
January
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
2019 Cookie 1 2 3 4 5
Activity Pin Booth
$2.00 locations
entered into
Smart Cookies
6 7 8 9 10 11 12
Girl Scout
Cookie
Program
begins
13 14 15 16 17 18 19
Round 1
Round 1
Lottery closes
Lottery opens
@ Midnight
20 21 22 23 24 25 26
Round 2 opens Round 2
(first-come, Lottery closes
first-served) @ 8pm
27 28 29 30 31
Round 3 opens;
Troop initial
Initial orders Service unit Goal Getter
orders
end; Parents reviews and Patch—
entered in
turn in initial submits initial Set goal in
Smart Cookies
orders to orders Smart Cookies
by 8pm
troops
2019 Goal Getter Patch
4 girlscoutshcc.org/cookies • 800.322.4475
Did you know?
Service Units who are participating in Mega Drop
are required to have a minimum of ten volunteers
for the event.
February
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
Cookie
Zipper
Pouch
$12.00
3 4 5 6 7 8 9
2019
Family
Patch
$1.25
10 11 12 13 14 15 16
Mega Drop
North
17 18 19 20 21 22 23
Cookie
Booth Cupboards
Mega Drop Sales Start Open
South
National Girl Scout
Cookie Weekend
24 25 26 27 28
Share
your First
Cookie Sale
with us!
#GSHCC
2019 National Girl Scout Cookie Weekend Patch 2019 My First Cookie Sale Patch
$1.50 $1.25
girlscoutshcc.org/cookies • 800.322.4475 5
March
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
3 4 5 6 7 8 9
Girl Scout
ACH Cookie Booth
Sew-On
Draw #1 Patch
$1.50
10 11 12 13 14 15 16
17 18 19 20 21 22 23
Cookie
program Main ACH
recognition
and booth orders due Draw #2
sales end
24 25 26 27 28 29 30
Main recognition
orders submitted Final Girl Scout
by service unit; Cookie Jar
Service unit ACH $35.00
cookie managers
locked out of Draw #3
Smart Cookies
31
April May
Friday, April 12 Rewards and Troop Treasure distributed
Last day to turn in 2019 Collection Report
6 girlscoutshcc.org/cookies • 800.322.4475
Service Unit Cookie Manager
Responsibility
Your Role
Remember: Many hands make light work.
• Register for the 2018-2019 Girl Scout membership year. We encourage you to build a team of volunteers
• Complete and submit a Product Program to join you on the service unit cookie team.
Volunteer Position Agreement form online at
girlscoutshcc.org/cookies.
Cookie Booth Coordinator
• Complete a background check. Secure booth site locations throughout your service
• Coordinate with your service team, troop leaders unit and enter all locations, dates and times in
and cookie managers to ensure they are aware of Smart Cookies by January 4.
your service unit goals.
Cookie Reward Coordinator
• Ensure that troop cookie managers attend training
Receive all girl reward items, distribute items to the
for the 2018-2019 cookie program. Training may
troop cookie managers in a timely manner and return
include in-person training provided by you or an
unclaimed reward items to the entrepreneurship team.
in-person or online training provided by the
entrepreneurship team. Cookie Event Coordinator
• Verify that all participating troops have a bank Assist the team with cookie rallies and service unit cookie
account approved by the service unit treasurer. drops (for service units not attending a Mega Drop).
Please notify your member support specialist of
any troops without a bank account. This is required
Cookie Rally
for troops to participate. Assist older girls to organize a cookie rally to teach
younger girls about the 5 Skills, safety and fun during
• Mentor and support troop cookie managers by: the cookie program.
• Sending out important notifications as the
program progresses. Service Unit Drop
• Being the first point of contact for questions, Schedule and recruit volunteers, meet the delivery
showing best practices and helping with parent agent to ensure you have received the correct amount
engagement. of cookies, ensure qualified troops receive the early
• Ensuring a system is in place for troops to reward items and sure troop volunteers have counted
communicate when they have extra cookies or and signed for theri troop’s initial order. See Service Unit
a need for cookies. Drop Planning Checklist for more information.
• Making sure troops use this system prior to Mega Drop
contacting or going to a Cookie Cupboard. Recruit volunteers to help at your regional Mega Drop
• Be sure you have all the materials that your troops and have them registered by January 4 at bitly.com/
will need and inform them about the resources that GSHCCvolunteers (only for those service units
can be found on girlscoutshcc.org/resources. attending Mega Drops).
girlscoutshcc.org/cookies • 800.322.4475 7
Training Troop Cookie Managers
It is important for every troop cookie manager to participate in training, even if they are continuing in this position
from the previous year. Training ensures troop cookie managers have current information and understand the
importance of deadlines in the program. A PowerPoint presentation will be available at girlscoutshcc.org/resources
after November 21, 2018 to use for training the troops in your service unit. Make sure to check with your training
location to ensure that internet services are available. If not, be sure to save the PowerPoint to your computer’s hard
drive or to a removable drive to access it.
Your Role Printed Materials
• Set a date, time and location for the meeting. • 2019 Troop Envelope—one per troop
Schedule 1-2 hours to complete the training. • Troop Cookie Manager Guide—one per troop
• Talk with your service unit event coordinator
• Receipt Books—three per troop
for assistance with scheduling training for your
troop cookie managers; it likely will not be a • Girl Money Envelope—one per girl
leader meeting. • Girl Order Card—one per girl
• Send out invitations for your training to the • Girl/Parent Permission and Financial
troop cookie managers and troop leaders in your Responsibility form—one per girl
service unit.
• Instruct troop cookie managers to fill out the Product
Program Volunteer Position Agreement form Did you know?
online; troop cookie managers who have not filled out There are additional resources available online at
will not be able to participate in the cookie program. girlscoutshcc.org/resources.
• The entrepreneurship team will email a list with
all of the contact information for the troop cookie
managers who have filled out the agreement.
• Use the Troop Cookie Manager Guide as your training
outline. Make sure to discuss each of the subjects
listed in the table of contents.
• Highlight that additional resources will be available at
girlscoutshcc.org/resources and the GSHCC app.
• Share your contact info and availability with troop
cookie managers (TCMs).
• Use the Girl Scout Cookie samples provided by ABC
Bakers to share with your troops.
8 girlscoutshcc.org/cookies • 800.322.4475
Service Unit Sales Goal
Service units who achieve an 85% or more participation level will receive $200 in service unit funds.
Your Role
• Communicate your service unit’s sales goal with your troops.
• Strategize with your troops how they can help achieve this goal. Here are some suggestions:
• Help the older girls in your service unit host a cookie rally
• Encourage girls to participate in the cookie program
• Keep recruiting girls during cookie season
• Encourage troops to do one more booth sale than they did last year
• Collaborate with others in your service unit to find new booth site locations
• Encourage every girl in your troop to sell at least 10 packages of cookies
• Increase the number of girls using Smart Cookies to participate in online sales
• Encourage girls to sell using their order card throughout the entire program
• Promote Cookie Share at your booths, door-to-door and online sales
girlscoutshcc.org/cookies • 800.322.4475 9
Cookie Share
Cookie Share is a great way for girls, troops and customers to give thanks to the women and men who serve in our
military. When people donate to Cookie Share, they are sending a package of cookies overseas to our active duty
military, giving them a sweet taste of home.
Why participate in Cookie Share?
• Great way to support members of active military and your community.
• Allows people to support the Girl Scout Cookie Program even if they don’t want to buy cookies for themselves.
• Girls who sell 10+ packages towards Cookie Share will earn the Cookie Share 2019 patch.
• Cookie Share cookies ordered during the initial order are “virtual” and will be given directly to Cookie Share by
GSHCC. Troops will not need to pick up these orders and they will not be added to a troop’s physical inventory.
• The troop will still be financially responsible for these cookies.
• Cookie Share orders are not rounded to the fullest case during the initial order process in Smart Cookies.
• Cookie Share orders done after the initial order at a booth or during door to door sales will be tracked using the
Virtual Cookie Share feature in Smart Cookies.
• These cookies are “virtual” cookies and do not need to be taken out of a troop’s inventory.
Want more info?
Check out girlscoutshcc.org/resources for the
Just-in-Time training.
10 girlscoutshcc.org/cookies • 800.322.4475Proceeds and Rewards
Your Role Early Reward Opportunity
• Be familiar with the proceed and reward plans: • Every girl with an initial order of 175+ packages
• Early reward opportunity submitted by January 28 will earn a
• Troop Proceeds and Girl Rewards GSHCC Pop-Up Lantern
• Older Girl Proceeds and Older Girl Rewards • Girls in troops choosing Older Girl Proceeds and
• Troop Treasure rewards are also eligible for the early reward
• The early reward will be distributed at the troop’s
scheduled initial order pick-up location
Troop Proceeds and Girl Rewards
• Available for all troops
• Troops earn $0.90 per package sold
• Girls can earn patches, achievement bars,
experiences and reward items
• Troops can earn Troop Treasure
• All troops will be assigned troop proceeds and
girl rewards in Smart Cookies
Optional Older Girl Proceeds and Rewards
• Available only to troops with all members registered
as Cadettes, Seniors and/or Ambassadors
• Multi-level troops with registered Daisy,
Brownie and Junior members do not qualify
• Girls must vote unanimously for the
Older Girl Proceeds option
• Your troop earns $1.00 per package sold
• Girls can earn patches and achievement bars
• Troops can earn Troop Treasure
• Troops that choose this option will need to change
their proceeds plan in Smart Cookies
girlscoutshcc.org/cookies • 800.322.4475 11Troop Treasure
What is Troop Treasure? NEW! How do I earn Troop Treasure?
Troop Treasure is an additional way for troops to earn Earning Troop Treasure is now simpler than ever!
funds towards supporting their Girl Scout Leadership Troops who increase their troop’s sales from the
Experience (GSLE). 2017-2018 Girl Scout Cookie Program by 5% or more
• All troops are automatically eligible to earn will earn dollars per girl registered in their troop by
Troop Treasure March 17 (last day of the cookie program).
• Troop Treasure may be applied towards GSHCC
events, day and resident camps, membership For example: A troop who sells 10% over their sales
registration fees and in-store GSHCC shop purchases from last year and has nine girls registered in their
troop on March 17 will earn $30 per girl for a total
$270 in Troop Treasure.
Troops who are new this year or did not participate
in the Girl Scout Cookie Program last year will need to
reach the benchmark of 200 packages (the council
troop ☙ per girl average) times the number of girls in their
2019
GSHCC
troop, plus the percentage increase.
treasure For example: A new troop has five girls in their troop
and sells 1,053 packages. Their troop has reached
the benchmark and sold 5% over it. They will earn
$75 in Troop Treasure.
Increase $/girl registered
5%-9.9% $15
10%-14.9% $30
15%-19.9% $45
20%+ $60
Girls must be registered in MyGS in order to count
towards Troop Treasure. Percentages will not be
rounded to the nearest level.
12 girlscoutshcc.org/cookies • 800.322.4475Smart Cookies
Smart Cookies gives troops access to a business
center customized just for their troop and lets girls
manage their cookie activities online. This user-friendly
platform lets girls and troops set and track goals,
create a sales plan, market their sales, customize their
dashboards and personalize their online store!
Smart Cookies is both desktop computer and mobile
friendly, so you can manage your sale at home or
on the go! Smart Cookies makes managing a troop’s
inventory, booths and girls as easy as can be!
Your Role
• Log into Smart Cookies and verify the information
listed about you as the service unit
cookie manager.
• Modify where the girl rewards are sent to, if different
than your home address.
• Reset passwords/resend registration emails for troop
cookie managers as needed.
Getting Started
An email with a registration link will be sent directly to
the TCM’s registered email from abcsmartcookies@
abcbakers.com.
My Smart Cookies Log in:
Once you are registered, you will receive a confirmation
Email:_________________________________________ email that contains your username and password.
Password:_____________________________________
Note: Please make sure to add abcsmartcookies@
abcbakers.com to your safe senders list in your email.
girlscoutshcc.org/cookies • 800.322.4475 13Securing Booth Sites
Booth sales are a great opportunity for girls to use The 5 Skills in real life.
Your Role Tips for securing booth sale locations:
• Each service unit is responsible for securing booth • It is important to be creative and think outside the
sale locations within their service unit boundaries. If box when securing booth sale locations.
you are not familiar with your service unit boundaries • Always keep in mind the safety of the troops and
please contact customercare@girlscoutshcc.org girls when securing locations.
for a service unit boundaries map.
• Consider grocery stores, coffee shops, community
• Enter all dates and times into Smart Cookies as you clubs, shopping centers, retirement homes, colleges,
get approvals from retail and property owners by office buildings, community centers, etc.
January 7.
• Do not solicit booth sales locations where girls are
• At the beginning of booth sales, provide a full list prohibited without an adult (e.g. bars, liquor stores,
of all troops by date and time to each store/ casinos or medical marijuana dispensaries).
property owner.
• Always introduce yourself as a Girl Scout service
unit volunteer.
Did you know?
• Ask for information regarding their procedures,
A certificate of insurance is automatically sent to
policies and restrictions for solicitation outside of
last year's locations.
their establishment.
• If you shop at the establishment, please share
that information.
• Inform the store personnel that a Certificate of
Insurance is available upon request. If requested, the
form can be found at girlscoutshcc.org/resources.
Allow up to two weeks for processing.
• Ask if a property manager needs to approve the
booth location. Make sure the property manager
receives a Certificate of Insurance as well.
• Provide store/site managers with a Booth Sale
Availability form to fill out available days for their site.
• Complete any documentation required to obtain
approval to hold booth sales at this location.
• Provide store/site managers with a list of items
that may be found at a site sale (tables, chairs,
Visit your local GS shop signs, posters, etc) and confirm they are allowed
for all your Booth Sale needs! at their location.
14 girlscoutshcc.org/cookies • 800.322.4475Booth Site Selections
Round One—Lottery Round Two & Three—
• Troops will be able to pick from sites located within First-Come, First-Serve
your service unit. Locations and time slots are offered on a first-come,
• If your service unit is paired with another service unit, first-served basis and are available council-wide.
you will be in a district in Smart Cookies, and you will Round Two
share booth opportunities. • Opens Sunday, January 20 at 7pm
• Starting January 11, troop cookie managers can • Closes Wednesday, January 24 at 11:59pm
review all booth opportunities in Smart Cookies.
• Troops have the opportunity to secure up to four (4)
During this time TCM’s should coordinate preferred
booth opportunities.
dates and times with other adults in the troop.
• Troops will only be able select up to two (2) premium
• From January 13—16, TCM’s can select up to 10 booth
booths in round two.
opportunities, directly in Smart Cookies.
• For best results, it is recommended that troops Round Three
vary their booth preferences by location, date • Opens Sunday, January 27 at 7pm
and time. • Remains open until the end of the cookie program
• HINT: Do not select only premium booth sites. • Troops have the opportunity to secure up to 20 booth
In the lottery, troops will only be awarded up to opportunities (only ten may be premium locations)
one premium booth site, and could result in zero until February 6 at 5 pm. It will then be uncapped
booth locations awarded if only premium locations until the end of the program.
are selected.
• At midnight on January 16, the lottery will select up to
2 of the 10 requested booth opportunities per troop.
Smart Cookies will send a confirmation to the TCM’s email for each booth opportunity that is secured. Review your
email for accuracy and planning purposes.
Premium Sites are high traffic locations like Walmarts, shopping malls, etc. and will be marked in Smart Cookies
with a “P” when you are viewing booth options. These locations are limited and marked Premium in order to allow
for more troops to have access to the opportunity.
If a troop cannot attend their scheduled booth sale, they are required to log in to Smart Cookies to cancel as
soon as possible. The booth sale schedule is shared with the community through several websites, including the
national Girl Scout Cookie Locator. Customers searching for Girl Scout Cookies are directed to locations that show as
secured in Smart Cookies. Cancelling unwanted booth sales gives other troops the courtesy and opportunity to fill
the time slot. A cancellation email will be sent to the Smart Cookies account associated with that troop.
girlscoutshcc.org/cookies • 800.322.4475 15Troop Booth Sales
Booth sales provide an opportunity for girl-led experiences and furthers their growth in understanding The 5 Skills.
Your Role
• Know the Girl Scout booth sale guidelines; these can be found at girlscoutshcc.org/cookies.
• Help troops that may need advice regarding booth sales and inventory control.
Financial Transactions at Booth Sales
• Accepted forms of payment are:
• Cash
• Credit Card (The troop assumes all added costs associated with accepting credit/debit cards)
• Checks—only from people that you know, under $60 (please minimize a troop’s liability and have them limit
acceptance of personal checks)
The price per package of cookies is $5.00; no more, no less. Troops should sell only Girl Scout Cookies
at their booth. Troops that do not adhere to these rules are subject to penalties including loss of booth
opportunities and/or troop proceeds.
Booth Sales
Begin Friday, February 22, 2018
and continue through
Sunday, March 17, 2018
16 girlscoutshcc.org/cookies • 800.322.4475Initial Troop Order Review
Your Role Review the No Orders Listing Report
• You will look over and review all the initial orders for • To see a listing of troops in your service unit who
the troops in your service unit. have not placed an initial order go to the Dashboard
• Assist troops in determining the right number of and click on the link for troops with no initial order
packages needed to fill order card sales and their • A list will be generated with troop numbers and
first few booth sales. contact emails for those troops who have not
• Remind troops that girls can continue to take order submitted an initial order.
card sales through the end of the cookie program. • Contact the troops on this list and remind them to
• If you have concerns about a troop’s initial order submit their initial order before their January 28
please contact their TCM; the decision will ultimately deadline.
be up to the troop.
• Click Commit All in Smart Cookies to acknowledge Did you know?
you have reviewed your service unit initial order by Troop initial orders are placed in PACKAGES.
Tuesday, January 29 at 11:59 pm.
Did you know?
TCM's have until Monday, January 28 at 11:59 pm
to submit their troop initial order.
All INITIAL NEW!
Gluten-Free Cookies
orders can now be placed as
are due by Tuesday, part of a troop's initial order!
January 29, 2018 at 11:59 pm Quantities are limited.
girlscoutshcc.org/cookies • 800.322.4475 17Order Types—Planned, Unplanned
and Transfer Orders
Your Role What is a Planned Order?
• Keep in touch with your troops. Reach out to troop A Planned Order is an order placed at a local Cookie
cookie managers and check to see how their sale Cupboard by 11:59pm on the Sunday before a troop
is going. would like to pick it up. Planned Orders help the
• Encourage troops to monitor their troop inventory. entrepreneurship team accurately purchase enough
Troops can run the Troop On Hand Inventory report inventory to stock Cookie Cupboards with the varieties
to assist them. to meet your communities demand.
• Remind troops to verify all transfers have been
entered accurately and in a timely manner. Plan Ahead! This is essential to ensure troops
• Contact troops to fix a negative inventory balance in have enough inventory to host their booth sale.
Smart Cookies. Keep in mind that cupboards and jars are closed
• It is important that troops do not create a negative on Mondays.
inventory. If they do not have enough inventory to
complete a transfer in Smart Cookies, they should When placing Planned Orders, Smart Cookies will give
contact their local cupboard manager or troop they a list of Cookie Cupboards and Jars to choose from,
transferred cookies from to enter the transfer in along with available dates and times. Troops pick
Smart Cookies. the location, day and time that is most convenient
for them!
Troops must pick up their order within 48 hours of
Did you know? their scheduled time. Orders that are not picked up
Checking in with your troops goes a long way to within that time frame will be cancelled and released
make them feel supported. to make those cookies available for other troops.
Note—Though there may be pick up times available
early in the week at local cupboards, GSHCC cannot
guarantee a full planned order within 48 hours of
placing your order. We suggest troops schedule pick up
for Thursday or later. It can sometimes take between
2-4 days to replenish inventory at a cookie cupboard.
18 girlscoutshcc.org/cookies • 800.322.4475What is an Unplanned Order? Types of Transfers
An Unplanned Order is placed in a situation where Troop to Troop Transfer (T2T)
troops need more cookies before they can complete a • To transfer inventory to another troop.
Planned Order. • Only the troop transferring the inventory out will
process the transfer in Smart Cookies.
Please have troops contact the cupboard manager
at their preferred location to inquire about available Troop to Girl Transfer (T2G)
inventory. Capacity to hold excess inventory varies by • To transfer inventory to the girls in a troop.
each cupboard location. • Reduces troop inventory and increases each girl’s
• If the nearest cupboard does not have enough packages sold.
inventory to fill a troop’s request, consider having • There are two types of T2G transfers:
them contact another cupboard manager or help • Transfer with financial responsibility in the
facilitate a Troop to Troop transfer. PACKAGES field
• This transfer adds to the amount the girl is
responsible for turning into the troop.
Keep in mind…
A Planned Order, picked up on the requested date • Transfer without financial responsibility in the
will always take priority over an Unplanned Order. BOOTH field
• This transfer does not add to the amount the
girl is responsible for turning into the troop.
Part of managing a troop’s Girl Scout Cookie inventory • Money was collected at a booth.
is keeping track of where the cookies are. Are they with
Girl to Troop Transfer (G2T)
the troop at a booth sale? Out for delivery with a girl?
Being transferred to another troop? Emphasize that the • To transfer inventory from a girl back to the troop and
troop’s tracking of the cookie orders directly impacts reduce her financial responsibility.
the financial “bottom line” of the program. • The troop leader/troop cookie manager can choose
to accept or decline excess inventory from a girl in
What is a Transfer Order? the event she has cancelled sales.
Transfer Orders are how troops inventory gets Cupboard to Troop Transfer (C2T)
assigned to girls and moved to and from a troop’s • Cupboard to troop transfers occur when a troop
inventory. picks up a Planned or Unplanned Order from their
local Cookie Cupboard or Jar.
• Verify that C2T transfers are entered accurately in a
timely manner.
girlscoutshcc.org/cookies • 800.322.4475 19Financials
What do troops do with the money Checks: Got Questions? We’ve got answers!
they collect? • GSHCC recommends that troops only accept
Troops will deposit all monies (including checks) into personal checks from friends and family and not
their own bank account and the troop’s balance due in amounts greater than $60.
will be withdrawn via ACH (Automated Clearing House). • Be sure each check is made payable to “GSHCC
Troop #[your troop]”. Troops will no longer be able to
Troops who participated in the 2017-2018 Girl Scout deposit checks into GSHCC’s bank account.
Cookie Program will have their bank account
information automatically uploaded into Smart • Troops will be responsible for any fees associated
Cookies; TCMs will still need to verify bank account and with bounced checks.
routing numbers for accuracy prior to the first ACH • Checks should be endorsed with the bank account
draw date. number, GSHCC, service unit and troop numbers.
• Troops should make regular deposits into their troop
New troops or troops with new bank accounts are bank account.
required to complete the ACH Authorization Form
and submit it to Council HQ prior to participating in the • Be mindful of the ACH draw dates.
cookie program. Visit girlscoutshcc.org/cookies to fill
out the ACH Authorization Form.
Bounced Checks?
Troops who have checks that have bounced should
GSHCC will withdraw troop balances due in three contact the entrepreneurship team immediately.
scheduled ACH withdrawals on the following dates:
Fees
Draw 1 March 7 25% of what is due for
inventory (as of March 2) Troops are responsible for any and all fees incurred
from their bank due to depositing money, valid ACH
Draw 2 March 21 75% of remaining balance due
withdrawals and/or use of credit card readers.
Draw 3 March 28 Remaining balance due
Troops without sufficient funds in their account to
cover the amount to be withdrawn should notify
the entrepreneurship team a minimum of three (3)
business days prior to the scheduled draw date.
Important to note: Troops in councils
participating in ACH do not have the ability to
enter troop transactions. ACH withdrawals will
be uploaded automatically into Smart Cookies
and troop balances due will be adjusted.
20 girlscoutshcc.org/cookies • 800.322.4475Theft, Loss and
Product Complaints
Theft Loss
• It is the troop cookie manager’s responsibility to • If cookies are lost, the troop is financially responsible
safeguard the girls’ money after it has been turned in. for those cookies.
• It it the parent/guardian's responsibility when the • It is the parent/guardian’s responsibility when cookies
money is in the parent/guardian or girl’s possession. are in the parent/guardian or girl’s possession.
• If cookies and/or money are stolen, the troop will
need to follow these steps: Cookie Product Complaints
• Report the theft to their service unit cookie • If there is a complaint due to the overall quality of the
manager immediately (within 24 hours). cookies, please email ABC Bakers at abcbakers@
• Report theft to local authorities immediately (within interbake.com or call them at 800-221-1002.
24 hours) and obtain a copy of the police report.
• Consider filing a claim with their insurance
company. If there is a deductible required GSHCC
will not be held responsible for this amount. We
will not reimburse a parent/guardian or a troop for
product or funds that are stolen.
• The troop cookie manager is required to notify the
entrepreneurship team as well as the troop leader
with supporting documentation within (24 hours).
• GSHCC will not reimburse stolen product or money.
girlscoutshcc.org/cookies • 800.322.4475 21Wrapping Up the Program
Final Paperwork Parent Outstanding Cookie Accounts
Service units and troops will only have to turn in Follow these steps:
paperwork if there is a troop that has a parent or the 1. Call caregiver of the Girl Scout to discuss the
troop itself is in collections, using the 2019 Cookie situation. Document interactions and attempts
Collection Report. to collect.
2. Notify council prior to final ACH draw date
Outstanding Cookie Accounts of attempts to collect. Council will collect
Caregivers and volunteers are responsible to forward outstanding debt directly with caregivers and
all funds from the Girl Scout Cookie Program to the adjust the troop’s ACH balance.
appropriate person. Girl Scouts Heart of Central 3. Turn in the 2019 Cookie Collection Report and
California (GSHCC) will pursue all options when dealing supporting documents (receipts, log of interactions/
with the misappropriation (theft and misuse) of attempts to collect) must be turned in to the
Girl Scout funds. Our goal is to ensure that money Entrepreneurship team by Friday, April 12. A
earned by Girl Scouts and their troops is used to signed Girl/Parent Permission and Responsibility
enhance the Girl Scout experience. Agreement form must be included. We cannot
collect outstanding debts without a signed
If a troop is having difficulty collecting money and agreement form. GSHCC cannot recover the
final paperwork from a girl’s family, the cookie parent’s outstanding debt back to the troop if a
manager should follow these steps and complete signed parent permission form is not included.
a 2019 Cookie Collection Report, found at 4. Troop cookie managers should not accept any
girlscoutshcc.org/cookies. payment after the Girl Scout Cookie Program is
completed. Please refer any delinquent account
Troop Outstanding Cookie Accounts inquiries to GSHCC.
Follow these steps:
1. Contact the troop cookie manager to discuss the
situation. Document interactions and attempts
to contact.
2. Compile documentation (receipts, log of
interactions/attempts to collect) and complete a
2019 Cookie Collection Report with complete
information on troop cookie manager and turn in to
the entrepreneurship team by Friday, April 12.
3. Refer any delinquent account inquiries to GSHCC.
22 girlscoutshcc.org/cookies • 800.322.4475To Our Service Unit
Cookie Managers,
Thank you is not enough of a phrase to appreciate all that you do for the girls in your area. The time, the knowledge,
the attention—all have led to the success of this program, and in the meeting of goals for our Girl Scouts. With
your contributions, Girl Scouts Heart of Central California is able to keep our camps and programming going,
create opportunities for unique experiences, and help us grow the next generation of G.I.R.L.'s. Thank you for being
dedicated to being a part of the change that we want to see in the world, and your work to make it a better place.
Your Entrepreneurial Team,
Emily Walsh Ilse Luna Jill Pfeifer
Director of Entrepreneurship Entrepreneurship Specialist Entrepreneurship Specialist
Notes
girlscoutshcc.org/cookies • 800.322.4475 232018-2019 Girl Scout Cookie Menu
S’MORES CARAMEL DELITES® THANKS-A-LOT®
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Traditional shortbread cookies Crisp and crunchy oatmeal cookies Crispy chocolate wafers dipped
with creamy peanut butter filling in a mint chocolaty coatingYou can also read
