VTK Finance Tab. Troop Leader Training

Transcription

1 VTK Finance Tab Troop Leader Training 1 Welcome, Troop Leaders and Troop Treasurers to the Volunteer Tool Kit Finance Tab Training. The VTK Finance Tab is a NEW on-line form for Troops to submit their Troop Report of Banking Activity. The on-line form is called the Annual Troop Financial Report. This is the same as the Troop Report of Banking Activity found on our website at GSCTX.org. This presentation is approximately 17 minutes long. 1

2 Goals: Overview of Council Troop Finance Procedures Step by step training of new finance tab in VTK Key Dates 2 In this Training we will give you a better understanding of the Annual Troop Financial Reporting procedures, including why this is an essential task. We will take you step by step on how to complete the new on-line Annual Troop Financial Report on the VTK Finance Tab and provide you key dates in getting this information to GSCTX and your Service Unit Treasurer. 2

3 Annual Troop Financial Reporting Procedures: Troop Financial information included on IRS Form 990 Provides Troop, Group and Service Unit members with clarity and knowledge regarding income and expenses The Troop should retain a copy of the Troop Financial Report along with Financial Records for 5 years 3 Why does council need this information? All Troops use GSCTX s tax ID on their Bank accounts. Because of this, we are required by IRS guidelines to report Troop Financial Information on our IRS Form 990. So, getting this information from the Troops is essential in meeting our obligations as a Non-Profit Organization. It is also a way for the Troops to be transparent with regards to the Income and Expenses of the Troop to the other members of the Troop and the Service Unit Treasurer. The Troop should keep a copy of the Troop Financial Report along with the bank statements, receipts for expenses, and deposit slips for 5 years. 3

4 Annual Troop Financial Reporting Procedures: Report on Troop Financial information for the period of April 1 st of the prior year through March 31st of the current year. Complete the On-line Annual Troop Financial Report (preferred) or the Troop Report of Banking Activities fillable form by April 20 th The On-line Annual Troop Financial Report is submitted directly to council Submit a printed copy to your Service Unit Treasurer Submit a copy of your March Ending Bank Statement with your Troop Financial Report 4 Troops should report on their banking activity for the period of April 1 st of the previous year through March 31 st of the current year. This year you have the option to use either the New on-line form on the VTK Finance Tab, which is the preferred method, or the Troop Report of Banking Activities Fillable Form found on the GSCTX website. Both should be completed by April 20 th. The New on-line form is automatically submitted directly to the GSCTX, when you hit the submit button. Once you submit this form to council you will not be able to make any changes to it. After you submit the on-line report, you must print a copy to submit to your Service Unit Treasurer. If you are using the Fillable Troop Report of Banking Activity form from our website, you will need to print it and submit the paper form directly to your Service Unit Treasurer. Both methods of submitting your Troop Financial Report require you to attach a copy of your March Bank Statement. Please remember to keep a copy for your records. 4

5 Annual Troop Financial Reporting Procedures: Service Unit Treasurers submit all Paper Troop Report of Banking Activities by May 1 st to Council Super Troop Option to earn an additional 5-cents per box during cookie sales Failure to submit a Troop Financial Report may result in forfeiture of you cookie bonus, participation in future Product Program Sales, audit of the troop bank account, and/or Freezing/Closing the troop bank account. 5 The Service Unit Treasurer s are required to submit all paper Troop Report of Banking Activities by May 1 st to the Council. If you re a new troop and are working on becoming a Super Troop, using the VTK Finance Tab to submit your Troop financials is one of the options. For already established Troops, a Super Troop requirement is to turn in your Troop Financials. If you meet the requirements of becoming a Super Troop you will earn an additional 5 cents per box during cookie sales. Failure to submit a Troop Financial Report may result in the forfeiture of your Troop Cookie Bonus, Participation in future Product Program Sales, audit of your Troop Bank Account or even your bank account being frozen or closed. 5

6 TROOP LEADER FINANCE TAB IN VTK You MUST use Google Chrome as your web browser. Login to your Volunteer Toolkit (VTK) through the MyGSlink on ww.gsctx.org website, click on Volunteer Toolkit 6 So, let s look at the VTK Finance Tab. Before we begin, you MUST use Google Chrome as your web browser. You can download the Google Chrome web browser for free. You will not see the Finance Tab if you are using Internet Explorer. To Login to the Volunteer Toolkit, navigate to the Council s website at GSCTX.org. In the top right corner, you will see MY GS on the green bar. Click on Volunteer Toolkit. 6

7 TROOP LEADER FINANCE TAB IN VTK Click on Volunteer Toolkit 7 Click Again on the Volunteer Toolkit. This will take you into the Volunteer Toolkit. 7

8 Click on Finances tab Link to VTK Finance Tab Training 8 Click on the Finances Tab in the upper Right-hand corner. There is also a link to take you to the VTK Finance Tab Training. 8

9 VIEW TROOP FINANCIAL LINKS Locate the hyperlink on the right side to find a link to Tools that may help you complete this form 9 There is a hyperlink on the upper right side to take you to Financial Tools that you can use to help you complete the on-line form. 9

10 1. Click to open a pop-up window to important forms and information, 2. Click each green link to open the document/website 3. click the X to go back to the troop finance form 10 The first link is to our Troop Report of Banking Activity Fillable Forms found on GSCTX s website. The other link is to a Google Docs Income and Expense Worksheet. You may want to use either of these tools to help you put all you banking information into the Income and Expense Categories on the Troop Financial Report. 10

11 11 The Income/Expenses Worksheet is an Excel Google Docs Worksheet that you can use to record all your banking transactions into the different Income and Expense categories. To use this worksheet, you will need to have an excel or a Google Docs account, which is free. If you do not have a Google Doc account, there is a link in the upper right corner to take you where you can set up an account. Please download the worksheet or create a copy and save it to your Google Docs Folder. Do not enter data into the worksheet as this is a shared document and others will be able to see your information. On the bottom left hand corner, you can see that one tab is for your Income, which is money that the Troop Deposits into their bank account. And the second tab is for the expenses, which is money that is taken out of the Troop Bank Account. 11

12 Enter in your troop s annual income in the provided categories, check for council details by clicking on the green arrows to the right of the income field council detail to show an expanded description. Click the + sign on Add a note (in green) to add additional information Note: the Last update time stamp will update automatically (the form is auto-saved) do not enter any special characters, such as commas in the income fields 12 Once you have compiled your annual banking transactions into the categories, you are ready to complete the on-line form. What we are trying to capture with this form is Troop monies that flow through the council and Troop monies that do not flow through the Council. The top categories are monies that are recorded in the Council s accounting records. The lower categories are monies that are not included in the Council s accounting records. In this section, you will begin with the Troop s Income. You will enter the dollar amounts for each category your troop has. To find out what makes up each Income Category, you can click on the Green arrows that say, Council Detail. A couple of tips, you must enter dollars and cents into the income categories. If you do not have an income category, please leave it at Using the backspace key to correct a number will zero out the number, so you will have to type the number again. Also, do not enter any special characters, such as commas, in the income fields. 12

13 Enter in a council note at the bottom about your troop s annual income(if needed) 13 You can add a note about your Troop s annual income if you need to explain something, such as any income put into the category Other Deposits. 13

14 Enter in your troop s annual expenses in the provided categories, check for council details by clicking on the green arrows to the right of the income field council detail to show an expanded description. Click the + sign on Add a note (in green) to add additional information Note: the Last Update time stamp will update automatically (the form is auto-saved) do not enter any special characters, such as commas in the expense fields 14 The next section is the Expense section. This is money that your Troop has spent or has been taken out of your bank account. Enter your Troop s annual expenses into each category. Again, if you do not have expenses for a category, leave it at You can click on the Green Arrow by the Council Detail to see what makes up each category. There is a place at the bottom of the form for you to add a note for additional information. You can add this by clicking on the + sign. The Troop Financial Report is Time Stamped every time it is updated. It will save your information automatically. Again, do not enter any special characters, such as commas, in the expense fields. 14

15 Enter in a council note at the bottom about your expenses (if needed) 15 You can add a note about your Troop s annual expenses if you need to explain something, such as any expenses put into the category Other Expenses. 15

16 Your Starting Balance will equal your ending balance from last year s report and must include your savings account balance. Your Ending Balance MUST match the Ending Balance of your March Bank Statement 16. The next section is the Financial Summary. Enter your Starting Balance. Your Starting Balance will be the Ending Balance of last year s report. The starting balance must include your Savings Account Balance. Your ending Balance MUST match the ending Balance of your March Bank Statements and should include your Savings Account Balance. If you have written any checks that have not cleared your March bank account, you may need to adjust your expenses and include those expenses in next year s report when the check does clear the bank. You may add a note if you need to explain anything about your Troop s Ending Balance. Please note that there is a 250-character limit for the note. 16

17 Enter in a note here to the council (if needed) 17 The Due Date to submit your Troop Finance Report is April 20 th, The Troop Finance Report is submitted directly to the Council. After you submit it, you will be able to print a copy. You must give a copy to your Service Unit Treasurer. The April 20 th date will allow time for you to give a copy to your Service Unit Treasurer so that they can remain involved in the Troop Financial Reporting Process. Enter your Bank Information into the fields. The form requires you to put in a Branch name. If you do not know the Branch Name, the Branch location will suffice. Please enter the signers on the bank account. After you enter one signer, it will give you the option to add another signer. Each Troop Bank account should have three signers on the Account, one of which should be the Service Unit Treasurer. Please list all signers on the account. If you have a separate Savings Account, you can add another bank account as well. 17

18 Note the due date of your troop s finance report here Enter in your troop banking account information, as well as signers on your account You can click the + symbol to add more signers and another bank account 18 The Due Date to submit your Troop Finance Report is April 20 th, The Troop Finance Report is submitted directly to the Council. After you submit it, you will be able to print a copy. You must give a copy to your Service Unit Treasurer. The April 20 th date will allow time for you to give a copy to your Service Unit Treasurer so that they can remain involved in the Troop Financial Reporting Process. Enter your Bank Information into the fields. The form requires you to put in a Branch name. If you do not know the Branch Name, the Branch location will suffice. Please enter the signers on the bank account. After you enter one signer, it will give you the option to add another signer. Each Troop Bank account should have three signers on the Account, one of which should be the Service Unit Treasurer. Please list all signers on the account. If you have a separate Savings Account, you can add another bank account as well. 18

19 You can also click the (x) symbol to remove Signers and the additional bank account, if needed. If you need to add a separate savings bank account you will need to list at least one of the signers. 19 To remove a signer or bank account just click on the (x) symbol. If you need to add a separate Savings bank account, you will need to list at least one of the signers on the account. You do not have to least all three signers again. 19

20 Indicate your troop s status for next year by selecting the appropriate radio button Enter your Service Unit name & Service Unit number 20 Please let us know what your Troops intentions are for the upcoming membership year by selecting the appropriate radio button. We also need to know your Service Unit Name and Service Unit Number. This is not the Troop number. 20

21 There are two questions that Troops are required to answer. Click the + by Your response to the council to open a text box to enter your response. There is a 250 character limit 21 There are two required questions the Troops must answer. To respond click the plus sign and a text box will open. The text box has a 250-character limit. If there is not enough space for you to answer the questions, you can create and word, excel, or some other document that you can attach when you submit the report to council. If you are attaching, another document, please indicate so in the text box. 21

22 YOU RE DONE ENTERING INFORMATION IT S TIME TO PREVIEW! Click the green button to preview your finance report on the next page. You ll be able to edit it again if you need to. Note the last timestamp reflects when you last updated it 22 At this point, you are done entering the Information. Now It s time to preview it. I strongly suggest previewing it before you submit it to council. Once you submit it to council you will not be able to make any changes. Click the green button to preview your finance report. You will be able to edit it, if you need to. 22

23 NOW YOU RE IN PREVIEW MODE AS TROOP LEADER/TREASURER Click the Edit Report button at any time to return to editing mode to make changes. 23 Click the Green Edit Report button at any time to return to the editing mode to make changes. 23

24 Preview mode: You will see your troop s income entries listed here, as well as any notes you entered on the previous page 24 Preview the Troops Income entries, as well as, any notes you entered on the previous page. 24

25 Preview mode: You will see your troop s expense entries listed here, as well as any notes you entered on the previous page 25 Next, preview the Troop s Expense entries as well as any notes you entered on the previous page. Do you need to make a change? Scroll to the top to the screen and press the Edit Report button. 25

26 Preview mode: View your troop s financial summary and any notes you entered on the previous page 26 Preview you Financial Summary. Does your Starting Balance equal the ending balance from last year? Does your Ending Balance Match the ending balance on your March Bank Statement? (including Savings account balances). If it doesn t you will need to edit your financial report before you submit it to council. 26

27 Preview mode: View the bank account and signer information you entered on the previous page 27 Preview the bank account and signer information. Are the last four digits of the bank account correct? Are all three signers listed? If not, please edit before you submit to the council. 27

28 Preview mode: View your troop s status for the following year Your Service Unit Name/# Responses to the council s questions 28 Preview your Troop s status for the next membership year. Did you enter your Service Unit Name and Service Unit Number? Did you answer the required Council questions regarding your Troop Account Balance and Troop Supplies? If not, please edit before you submit to council. 28

29 Preview mode: This is the last stop before you send the report to the council. Be sure to check that all information is correct. You can attach documents from your computer after you hit send to council. Once you hit send to council, you cannot change the finance report information. 29 This is the last stop before you send your report to Council. You will be able to attach your March end bank statement and any other documents after you hit send to council. Once you hit send to council, you cannot make any changes to the finance report. So please make sure you have reviewed it carefully and that the ending balance is the same as the ending balance on your March bank statement. 29

30 A pop up window will appear once you hit send to council on previous page. You can click Attach a document here to attach any bank statements, or required items from the council 30 Once you hit submit to council, a pop up window will appear. You can click Attach a document to submit you March bank Statement. You MUST attach your March Bank statement with your submission. You may also attach any other documents, such as answers to the two required Troop questions, if there was not enough room to answer. 30

31 A pop up window will help you browse files on your computer to upload, select the files you wish to upload (max combined file size is 25 MB) 31 A pop up window will help you browse files on your computer to upload with your financial report submission. The max combined file size is 25 Megabytes. 31

32 View your attached files here Click Yes, submit now to submit or No, don t submit to go back to preview mode 32 You can view your attached files here. If everything is correct and you have attached your March bank Statement and any other document, click Yes, Submit Now. If not, click No, Don t Submit and go back to the preview mode to make any changes. Remember, once you submit to Council you will not be able to make any changes to the finance report. 32

33 You will receive a popup confirmation of your finance report submission Click Ok to return to your finance tab in the VTK 33 You will receive a pop-up confirmation of the finance report submission. Click OK to return to the finance tab in the VTK. 33

34 Once back on your finance tab in the VTK, you will see a confirmation message at the top. You will see all of your submitted troop finance information on this page (minus the attached documents). You mustprint a copy to give to your Service Unit Treasurer. 34 Once back on your finance tab in the VTK, you will see a confirmation message at the top of the page. You will see all your submitted troop finance information on this page. However, you will not see the documents you attached. In the upper right-hand corner, you will see a printer. You must print a copy to give to your Service Unit Treasurer and one to retain for your records. The copy should be given to your Service Unit Treasurer no later than April 30 th,

35 This is an example of what your printed copy will look like. 35 This is an example of what you printed financial report will look like. 35

36 END OF TROOP LEADER VIEW At the very bottom of the page, you will now see this message 36 At the very bottom of the page, you will see this message. If you have any corrections that need to be made to your Troop Financial Report, you must contact the Council for assistance. We will only be able to make any corrections to the data you sent in the files we receive. We cannot go in and correct your Troop Financial Report in the VTK. Also, parents will be able to see the Financial summary data which shows the Troop Income and Expenses. They will not be able to see any notes, bank information, or attachments that you sent to council. 36

37 COUNCIL SLIDES: TO COUNCIL FOR EACH TROOP, SHOWING ATTACHMENTS This is what the council will receive via after you submit your report (note: first attachment is the troop report submission as a.csv file) 37 The Council will receive an from the Troop along with the attachments. Note that the first attachment is the Troop Financial Report as a.csv file. 37

38 Council Slide: report for each troop (csv file) All fields collected will be displayed in individual columns. 38 This is what the csv file will look like to the council. Each field collected will be displayed in individual columns. 38

39 Congratulations! Contact Information: Phone: (800) Congratulations!! You have just successfully completed the VTK Finance Tab Training. We hope this training was helpful. If you have any questions regarding the On-line Troop Finance Report, you can us at you can call us at We want this to be an easy process, so you can do what you do best and that is to be the best Leaders for our Girls. Thank you for watching. 39