The Bank Account Authorization and Signer Agreement form is used to request Bank Account Authorization letters to open new bank accounts or when changing banks and when Bank Account Signers are added or removed from existing accounts. Bank Account Signers also complete their annual Bank Account Signer Agreement through this form. 

All Bank Account Signers must have an active adult membership with Girl Scouts of the USA, a current eligible background check with no financial restrictions on file with Girl Scouts of Colorado, and a signed Bank Account Signer Agreement submitted annually. Bank Account Signers who do not meet all of these requirements by the beginning of the membership year (October 1) will have their volunteer role suspended until all requirements are met. This may impact a troop or service unit's ability to participate in Product Programs or receive council rewards or incentives. 

Before you start: If you are requesting a Bank Account Authorization Letter, you will need the names and email addresses for your co-signer(s) on your troop/group bank account. 

Remember! Once a bank account has been opened or changes have been made to your account the troop should submit an updated ACH form.

Questions?  Email the Customer Care team or call (877) 404-5708. Bank Account Authorization letter requests will take 1-3 business days to process.

Position summary

Bank Account Signers are authorized signers and account representatives listed on the troop bank account. Bank Account Signers act as stewards of the money held in the bank account and provide direct oversight to the use of troop funds. This role ensures funds are being used in support of Girl Scout activities in alignment with Girl Scouts of Colorado financial policies and in support of the planned activities and goals of the Girl Scouts registered to the troop.

Support and training

As a Bank Account Signer, you will receive support from other troop and service unit volunteers and your local staff support team including either a volunteer support specialist (VSS) or membership specialist (MS). As of July 2023, Bank Account Signers have access to the Financial Management Guide and a new Financial Management training that will be available through gsLearn.

Core responsibilities

Administrative responsibilities

• Become an authorized signer on the troop’s bank account.
• Sign an annual Bank Account Signer agreement with Girl Scouts of Colorado.
• As of July 2023, all Bank Account Signers are required to complete a mandatory Financial Management training through gsLearn.
• Provide administrative support and leadership in completing annual troop/group financial management practices.
  • Complete a new ACH form on an annual basis or whenever banking information changes.
  • Support Troop Leadership Team members in completing the Annual Troop, Service Unit Report in May or June of each year.
• Complete a Bank Account Authorization form whenever banking information changes.
• If your group disbands, ensure the account is closed and submit official notification of disbandment by completing the Troop Update form.
• Ensure there are at least two unrelated volunteers as bank signers who have completed a background check and have a current membership registration.
  Note: GSCO currently defines “related” as marriage, partnership, family, roommate. If you have additional questions, please reach out to your local staff support team.

Account management and transparency

• Maintain accurate and thorough records of income and expenses with receipts.
• Review and reconcile bank statements on a monthly basis. It is recommended that troops hold on to receipts for troop-related purchases for at least two years.
• Maintain financial transparency with troop or group funds. Records must be open to Girl Scouts, caregivers, local service unit volunteers, and council staff.
• Maintain the highest level of integrity and uphold the spirit of the Girl Scout Law – namely being honest and fair, being responsible for what I say and do, using resources wisely, and being a sister to every Girl Scout – when managing group finances.

Girl-led group finances

• Involve the Girl Scouts in your troop in managing group finances.
• Support the troop in establishing an annual budget, planning for both short-term and long-term goals.
• Ensure that troop, group funds are spent based on the consensus and decision of the group and within the scope of Girl Scouts of Colorado’s financial management policies.
• Ensure that troop funds, or money earned by Girl Scouts in a troop, are used for the benefit of all troop (youth) members in pursuing Girl Scout activities. It is important to note that the funds belong to the troop, not to any individual Girl Scout or adult member. Per IRS guidelines for charitable organizations and GSUSA recommendations, troops are prohibited from keeping separate accounts or line items for individual Girl Scouts. All funds expended should benefit all Girl Scouts (youth members) in the troop equally.

Safeguarding group funds

• Maintain an active involvement and connection with the troop. Bank signers should be engaged with the troop and aware of group activities to provide the necessary support. It is not appropriate for a bank signer to be involved with their troop in name only as this essentially allows just one bank signer full control of the account.
• Ensure that personal and troop, group expenses are never mixed. Personal and troop purchases should never be made in the same transaction.
• Ensure troop funds are never used for personal reasons or purchases. No one should ever “borrow” troop, group money for any reason.
• Report concerns or suspicion of financial mismanagement or misuse of group funds to Girl Scouts of Colorado at troopfinance@gscolorado.org.
• Keep bank records, debit cards, and financial information in a secure location.
• Ensure funds are deposited promptly to avoid loss or theft.

Financial audits and accountability to Girl Scouts of Colorado

GSCO takes misuse of troop, group funds seriously and follows up on reported concerns and inquiries by conducting financial audits and investigations when required. Misuse of troop funds is a means for removal of volunteer roles or the implementation of volunteer restrictions. Volunteer roles may be temporarily suspended pending the outcome of an investigation or audit. In the event of misuse of troop funds, the members of a local troop may choose to press charges.

If you have concerns or suspicion of financial mismanagement of group funds, report them to GSCO Troop Finance by emailing troopfinance@gscolorado.org. A GSCO staff member will follow up with you.

Reasons for GSCO to open a financial audit or investigation into potential misuse of troop funds include but are not limited to:

• The use of troop funds for personal benefit or purchases regardless of the reason
• Issues with council debits following participation in the product programs
• Inquiries or expressed concerns about group finances from members or adults connected to the troop, group
• Discrepancies in annual troop, group financial reporting

In the event a financial audit is required, Bank Accounts Signers will be contacted to submit the following to Girl Scouts of Colorado:

• A minimum of the past 12 months of bank statements (or as many bank statements as exist for troops started less than 12 months prior)
• Troop financial records for at least the past 12 months (or since the troop launched for troops started less than 12 months prior), including receipts or other documentation of income and expenses tied to the troop bank account
• Other documents or records of communication as applicable

Please note that failure to produce the requested documentation could result in bank signers either being released from their volunteer roles or having a financial restriction placed on their volunteer activities.

A copy of the Bank Account Signer Agreement will be emailed to you for your records.

Upon submission of this form, you will be redirected to the annual ACH form. 

A new ACH form is required to be submitted annually or whenever there are changes made to a bank account, including adding or removing signers.