Purpose: To monitor money spent by troops and service units.
1. The troop leader will submit an Annual Finance Report (found in Volunteer Essentials and online
at www.gswpa.org under the volunteer site) to the service unit finance manager by June 30th.
This report will be accompanied by the most recent bank statement at the time of reporting.
If the service unit does not have a finance manager, the troop leader will submit the Annual
Finance Report to the service unit manager. If there is no service unit manager, then the troop
leader will submit the Annual Finance Report to GSWPA membership staff.
2. The service unit finance manager or service unit manager will review the Annual Finance Report
and will request clarification and additional documentation, as needed. The Annual Finance
Report will be submitted to membership staff by July 10.
3. Membership staff will review the Annual Finance Report for discrepancies, including missing bank
statements and receipts, money that is unaccounted for, and unexplained purchases.
If discrepancies exist, membership staff will contact the troop leader to resolve the discrepancies.
4. If there are no discrepancies or they are resolved to membership staff’s satisfaction, no further
action is taken.
5. If the troop does not submit the Annual Finance Report by July 10, GSWPA staff will call the
leader as a reminder to turn in the report.
6. If the troop does not submit the Annual Finance Report by July 15, a letter will be sent by
membership staff to the troop leader and assistant leader informing them that they are in
violation of council policies. It will be accompanied by another copy of the Annual Finance Report
form, an offer to help with filling out the form and instructions that it must be returned within
seven (7) days. A copy of this letter will be sent to the service unit manager. At this time, the
membership manager will collect information on any outstanding troop debt from council
product sales.
7. If discrepancies are unresolved, refer to the operating procedure titled Suspected
Misappropriation of Funds.
8. The same procedure will be followed for the service unit Annual Finance Report (same form) with
the responsibilities of the service unit finance manager being replaced by the service unit
manager and/or membership staff.
9. If the troop is disbanding, follow the operating procedure titled Disbanding and Dividing Troops.
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