VOLUNTEER GUIDE 2019-2020 GIRL SCOUT - WOW - Girl Scouts of West Central ...
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2019–2020 GIRL SCOUT
COOKIE PROGRAM
®
VOL U N T E E R G U I D E
Everything
you need for
a successful
cookie season
UP THE
WOW FACTOR with
Lemon-Ups™!
Remember to
keep the new
Lemon-Ups cookie
confidential until
January 7, 2020.
Contents
Important Dates 3
What's New This Year 4–5
What You Need to Know
To Be a Super Seller 6
Selling Strategies 7
Five Essential Skills 7
Troop Expenses and Activities 8
Service Unit Bonus 9
Troop Bonus 9
NEW Cookie Family Entrepreneur Pin 10
THE
NEW S’mores Club 10
NEW 4 For More Program 10
WORWTS
Bling Your Booth Contest 11
Cookie Pro 2020 Contest 11
NEW ACH Procedure 12
Money Matters 12–13
STA
Council Gift of Caring
and Hometown Heroes 14
Corporate Sponsors 15
NOW! Cookie Booths and
Booth Scheduler
Cookie Cupboard Guidelines
Cookie Booth Preparation
16
17
and Etiquette 18
Check out the back cover for helpful resources!
There’s a reason the Girl Scout Cookie Program® is a celebrated tradition. It’s an
amazing opportunity for girls to Wow the World and build lifelong skills!
The largest girl-led entrepreneurial program in the world also offers an incredible
opportunity for you as a volunteer. You get to see firsthand how girls grow, learn and
come into their own. We give you the resources you need to guide girls in discovering
hidden talents, uncovering new strengths and developing the entrepreneurial
mindset that will serve them far beyond cookie season.
Thanks for all you do for girls!
2
caLendar
DECEMBER 2019
December: Regional troop trainings
JANUARY 2020
Jan. 2: Cookie program begins
Jan. 12: Troop Starting Inventory Order (SIO) and initial reward order due
Jan 14: Service Unit confirmation of SIO and initial rewards due by 11:59pm
FEBRUARY 2020
Feb. 1-3: Starting inventory cookie order and reward pickup
Feb. 1: Girls begin Cookies on the Spot and can open their Lemon-Ups stands
Feb. 6: Cupboards open (hours of operation vary by location)
Feb. 14: Cookie booths begin! No booths (including mobile) can happen before this date
Feb. 14: Bling Your Booth contest begins
Feb. 19: First ACH sweep
Feb. 28–Mar 1: National Girl Scout Cookie Weekend
MARCH 2020
Mar. 2: Bling Your Booth contest ends
Mar. 4: Second ACH sweep
Mar. 5: Last day customer can choose girl delivery
Mar. 6: Last day to request adding girls to eBudde
Mar. 6: Cupboards close
Mar. 8: Cookie program ends (paper and online sales)
Mar. 13: Outstanding parent information due
Mar 13: Last day for troops to enter final rewards, enter troop-to-troop transactions
Mar 15: SU lock-out at 11:59 p.m., submit final rewards order
Mar 25: Final ACH sweep
APRIL 2020
April: Rewards sent to service unit for distribution to troops
3
Welcome! What’s New This Year!
What an exciting year NEW Girl Scout Cookie!
we have ahead. Our Girl • Introducing Lemon-Ups—our confidential new flavor
waiting for it’s big national debut on Jan. 7, 2020
Scouts today have so many
opportunities to share Girl NEW Girl Scout Cookie pricing (and packaging):
Scout Cookies® both in-person •D
o-Si-Dos®, Lemon-Ups™, Samoas®, Tagalongs®,
through door-to-door and Thin Mints®, Trefoils® are all $5
booth sales and, of course, •G irl Scout S’mores® and Toffee-Tastic® are staying at $6
online through the ever- NEW Troop finance procedures
growing Digital Cookie platform. • Automatic Clearing House (ACH) payments
For decades, girls have used •C redit card payments
this program to develop NEW! Opportunity for girls and troop cookie volunteers
The 5 Skills (see p.7) that • E xclusive S’mores Club with great rewards
power their Girl Scout
experience. That will always NEW Proceeds bonus for service units
be an integral part, but that NEW! Cookie Cupboard procedure changes
doesn’t mean the Girl Scout
Cookie Program can’t change.
®
Check out some exciting new
aspects to this 100+ year old
American tradition!
Customers look forward to our cookies every year!
Girl Scout Cookies® are $5 per package for core varieties.
Specialty cookies are $6 per package.
e
to keep th
Remembemron-Ups cookie
new Le ential until
confid , 2020.
Jan. 7
Core Varieties Specialty Cookies
Do-si-dos® Girl Scout S’mores®
Lemon-Ups™ Toffee-tastic®
Samoas®
Tagalongs®
Thin Mints®
Trefoils®
4
LEMON-UPS
GIRL SCOUT COOKIES
®
™
Introducing Lemon-Ups™,
the newest addition to the
Girl Scout Cookie™ lineup!
Inspired by real girls in the Girl Scout
Cookie Program®, and created for all Girl
Scout Cookie lovers, these new lemon
cookies are positively fun. Just like
every G.I.R.L. (Go-getter, Innovator,
Risk-taker, Leader),™ each cookie has
something bright and motivating to say.
I am a GO-GETTER
I am an INNOVATOR
I am a RISK-TAKER
I am a LEADER
I am BOLD
Perfect for sharing Remember to keep the I am CREATIVE
Grab one that expresses new Lemon-Ups cookie
your personality, or give one confidential until I am STRONG
to a friend! Jan. 7, 2020.
I am GUTSY
5
THE ROLE OF A TROOP COOKIE MANAGER
What You Need
To Know to be
a Super Seller!
Some customers
Customers may opt out or
buy Girl Scout buy fewer cookies
Cookies® for two because of diet
The top reason why key reasons— concerns, so be sure to
customers don’t buy they love the taste promote the council’s Gift
Girl Scout Cookies® AND they want to of Caring program or your
is because no one support the girls. Hometown Hero if your
asked them. Don't be Always share your troop selected one.
afraid to ask! goals and plans.
Customers buy more
Online Most customers prefer boxes when the cookies
customers to buy directly from a are bundled. Some
order an Girl Scout—whether successful sellers
average of you approach them in will bundle with decorative
six boxes person or send them an invite bows and different gift cards
per order. to your personal online page. (like birthday, anniversary, or
“just because”).
When Customers want to get
Girl Scout Cookie customers the best value for their
customers are loyal are asked money so offer the
and they tend to buy to buy recipe cards available
every year. Keep a list multiple times, at LittleBrownieBakers.com.
of customers each year so you they often buy
can return to them. multiple boxes.
6
Selling Strategies
Girl Scouts have a number of options to reach customers during the Girl Scout Cookie Program®:
Cookies on the Spot (In-Person Orders)
After girls receive their cookie inventory, they can visit family members, friends and neighbors and sell cookies
right then and there. Want to get a jump on it? You can use your paper order card to take preorders. Once the
cookies arrive in February, you deliver the preorders and collect payment.
Girl Scout Cookie Booths
Troops obtain cookies from a cupboard (locations across the council supplied with cookie inventory) and sell them directly to customers,
often at booths in high-traffic areas such as grocery stores, malls, or sporting events. Booth sale times and locations are either organized
by our council or approved by the Service Unit Cookie Manager.
Digital Cookie®- Direct Ship
Girls create a customized webpage and send emails with a personalized message to family and friends asking
them to buy Girl Scout Cookies®. Customers purchase cookies through the webpage and they are shipped
directly to their home (shipping and handling charges apply). Orders appear automatically in eBudde and girls
can track their progress and send follow up messages.
Digital Cookie®- Girl Delivery
Girls who have customers that are local and wish to offer them the ease of shopping online without the adding costs of shipping, can
recommend the “Girl Delivery” option. For the initial sale, Girl Delivery orders should be added to the in-person orders by the leader so they
will be delivered with your other Cookies on the Spot. (Verify with parent if order card includes girl delivered packages.)
Girl Delivery orders after the initial order period can be fulfilled through cupboard transactions along with orders for Cookie Booths or
goal-getter sales. Instruct your girls to notify you when they have Girl Delivery sales so you can have adequate inventory on hand. You will
schedule the transaction in eBudde, pick up with your other transactions, or delegate to the parent or other troop volunteer when to pick
up the order and where.
5
SKILLGSIRLS
The Girl Scout Cook
Program teaches
®
SKILLS that will la
ie
5 ESSENTIAL
st a lifetime and he
girls develop an
entrepreneurial m
indset.
lp
FOR
G
1: GOAL SETTIN AKING
2: DECISION M
set goals and
Girls learn how to on their own
ach them. e decisions
create a plan to re Girls learn to mak
and as a team.
T
MA NAGEMEN
3: MONEY L E SKILLS
create a bu
dget 4: PEOP fidence
Girls learn to ice a n d build con
money. their vo s.
and handle Girls find tomer interaction
u s
through c
ES S ETHICS
5: BUSIN th
lly, bo
lea rn to act ethica
Girls
s and life.
in busines
7
Troop Expenses Troop Proceeds
And Activities Troop proceeds are based on a per-girl-average (PGA) basis
with a chance for troops to earn greater proceeds with a
The Girl Scout Cookie Program® is a girl-led program. higher PGA. Troops must have a minimum of two participating
The amount of leading, of course, depends on the grade girls in the cookie program to receive troop proceeds. Troops
level of the troop. Troop cookie proceeds can support the with only one participating girl are not considered a troop and
cost for much, if not all, of a troop’s activities, uniforms, the girl will receive council credits only (see the Juliette Cookie
supplies, and materials. Program Guide for more information.)
To help support your troop’s expenses and activities at eBudde™ will automatically calculate troop proceeds, adjusting
the beginning of the cookie program, start by determining for PGA. Troops must enter total cases of cookies picked up
all troop expenses for the upcoming year. Through girl-led into eBudde for troop proceeds to be determined correctly.
girls will develop their ability to set goals, make decisions, Troop (PGA) Per Girl Average
and learn how to manage money. Some important
questions for girls to consider include: Troop PGA Troop Proceeds
• Will we need any new uniforms or any new pieces Less than 200 $0.82/box
of uniform? 200–274.99 $0.84/box
• Is there a need for new journeys, badges or patches?
275 or more $0.87/box
• Do we have a service project picked out?
• Do we want to go camping?
• What supplies or materials do we need for this Girl Scout Junior, Cadette, Senior and Ambassador level troops
year’s projects? can opt-out of rewards to receive additional proceeds. All girls
• Will we raise funds for Early Bird registration in a J/C/S/A troop must agree as a whole troop to opt-out
next year? of rewards. While troops who opt-out will not receive general
• Do we have any other expenses? rewards, they can still earn patches, and rewards for starting
inventory orders (SIO), Digital Cookie and Gift of Caring sales,
Once the troop's expenses are established, girls can
as well as the Top-Seller reward. Multi-level troops with girls
determine how many boxes of cookies they need to sell
below Juniors do not qualify to opt-out of rewards.
by considering their proceeds per box. For example, if
the troop determines they need $1,300 for uniforms, Troop Proceeds For J/C/S/A
camping, and earning badges and/or patches, the troop
must sell 1,586 boxes of cookies, from which they'll with Rewards Opt Out
earn $1,300—82¢ per box at the lowest potential troop Troop PGA Troop Proceeds
proceeds level.
Less than 200 $0.87/box
Girls participating in booth sales will also reduce the 200–274.99 $0.89/box
quantity needed to be sold by Girl Scouts on an individual
275 or more $0.92/box
basis. Cookies sold at booths are done as a group and
should be applied to each girl individually at that booth *Proceeds earned belong to the Girl Scout troop and do not
sale. Troops divide total number of boxes sold at the booth become the property of individual members.
by the number of girls who helped at that cookie booth.
More information on troop finances and budgeting can be
found in Volunteer Essentials, Managing Group Finances.
8
Cookie Rookie Patch
Rewards The Cookie Rookie patch is for first time
cookies sellers ONLY. Parents, troop cookie
Rewards are based on an individual girl’s sales. All rewards and chairs, troop leaders or Cookie Captains
patches are cumulative except for the Extreme Team Rewards. help new cookie sellers learn all about
GSWCF reserves the right to substitute rewards based on the cookie program while having fun. All
availability. For a full list of rewards, please go to see girl order card cookie rookies who complete the program
or GirlScoutCookieTime.com. will earn this patch. For full details go to
gswcf.org/cookierookie.
Council Dough Cookie Captain Patch
Council Dough can be used as payment for any Girl Scouts of This program is designed specifically
West Central Florida programs, camps, memberships, events, for Girl Scout Juniors, Cadettes,
or Girl Scout Destinations, as well as purchases at the Girl Scout Seniors and Ambassadors who
Stores (Leadership Center and Camp Wildwood), Saturday Shops want to use their years of cookie
or camp trading post locations. program experience to help younger
girls succeed. Girl Scout Daisies and
NEW THIS YEAR! Service Unit Bonus Brownies look up to older girls, so
Service Units will receive a share of the proceeds of $0.05/ there's no one better to teach them the cookie program!
box sold in their service unit. This will provide service units with Participating in this program is easy! Become a Cookie Captain
additional funds that they can use to serve the girls and volunteers by participating in any of the activities below. You can do any
in their region. These critical funds can be used towards any activity more than once, but you must work with different
support initiatives for the members of each service unit from troops. For example, help Daisy Troop 12345 at a cookie booth
funding encampments to providing start-up money to new troop as well as Brownie Troop 67890, which counts as completion of
leaders to community-sponsored events and more. two requirements met. However, if you help Daisy Troop 12345
at a cookie booth twice, it would count as completion of
Troop Bonus one requirement.
Troops who excel in the 2020 cookie program by meeting the Activities Required for Cookie Captain:
following requirements will receive an additional $0.02 per box sold: • A Cookie Rally. When your service unit holds its cookie rally,
• Must hold a parent meeting. pitch in and take ownership of a cookie rally station. Plan an
• Must set a troop goal and enter into eBudde. activity (it can be a game or a craft) that will help girls learn
• Troop must have a minimum of two girls participating more about the cookie program, prepare the supplies needed,
• Must have at least 75% of registered girls selling decorate your activity site and then help girls at the rally with
• Have a PGA of girls selling: your game or project.
D/B/J: 250 • Find a troop that has a lot of first time cookie sellers.
C/S/A: 280 Ask your troop cookie chair about the Cookie Rookie patch
• Troop participation in Gift of Caring/Hometown Heroes with 48 requirements and help Girl Scout Daisies and Brownies become
boxes or more donated Cookie Rookies. Show them the Cookie Rookie video and
• Must have three cookie booths with sales recorded in eBudde complete at least two activities.
• Must have all ACH sweeps done on time with no deferments
• Be their Cookie Captain when booth sales start. Cookie
Troops who believe they qualify for the troop bonus Captains can join the troop at their cookie booth to provide
must complete the online notification form at selling tips, product information, help make change, and be an
GirlScoutCookieTime.com. The Product Program department will example of how Girl Scouts should treat their customers and
verify those troops who submit the form and those who qualify for their cookie booth location.
the bonus will receive the funds via ACH direct deposit into their Complete one activity: You'll receive the Cookie Captain patch.
troop account by end of April 2020.
Complete two activities: You'll receive the Cookie Captain patch
and $10 council dough.
2020 patches Complete three activities: You'll receive the Cookie Captain
patch and $25 council dough (awards are not cumulative)
Cookie Crossover Patch Go to gswcf.org/cookiecaptain for more details and application.
Did your troop participate in the 2019 Fall
Product Program? Girls who sent at least
15 emails in the Fall Product Program
can earn this personalized Crossover
Patch by also selling 270 packages of
cookies during the 2020 Girl Scout
Cookie Program.
9
NEW! S’MORE’S CLUB
The S’mores Club is exclusively for GSWCF girl members and adult
product program volunteers who excel in both the 2019 Fall Product
and 2020 Girl Scout Cookie programs.
Girls and volunteers who earn a place in the S’mores Club during the
2019-2020 membership year receive a special S’mores Club patch and
an exclusive sterling silver bracelet with uniquely designed charms.
To qualify for the S’mores Club, girls must sell:
• 70 items during the 2019 Fall Product Program, and
• 400 packages during the 2020 Girl Scout Cookie Program
To qualify for the S’mores Club, product program volunteers* must:
• Have a minimum of two girls in their troop who participate in both the 2019 Fall
Product Program and the 2020 Girl Scout Cookie Program
• Have total sales of at least $2,000 in the 2019 Fall Product Program
• Have a PGA of 350 packages during the 2020 Girl Scout Cookie program (based on girls participating)
* Only the troop fall product manager (TFPM) and the troop cookie manager (TCM) are eligible for rewards.
If the TFPM and TCM are the same person, only one reward will be given.
NEW! 4 FOR MORE
get more + give back!
4 For More is a new sales incentive to help girls/troops
increase their cookie sales by encouraging customers to
spend a minimum of $20 when they make a purchase from
one of our Cookie CEOs. This is a replacement for the 5 for
5 Program and now includes a give-back component that
NEW! COOKIE FAMILY supports either Gift of Caring or the troop’s designated
Hometown Hero. With 4 For More, a customer will be given a
ENTREPRENEUR PIN receipt with a unique code for every four boxes purchased.
This code lets them enter into a contest where they could
Earning the year-by-year Cookie Entrepreneur Family
Pin is the best way to make the Girl Scouts Cookie
Program a family affair! The simple, age-specific
get more + give back
win three cases of their favorite Girl Scout Cookie AND give
back by donating an additional three cases to either our Gift
of Caring Program or a troop’s designated Hometown Hero
(where applicable.) Be sure that your girls write their troop
guidelines have been tailored for girls' developing
number on each receipt. Get details at gswcf.org/4formore.
4more!
skill set, making success easy. Plus, Girl Scouts at
every level—from Daisies to Ambassadors—can earn
badges representing proficiency in skills ranging from
financial management to business planning and
more. Learn more about the badges a girl can earn for
by selling cookies.
For more information and to download all level
criteria, go to GirlScoutCookieTime.com and look
for Badges & Resources under the "For Cookie
Sellers" page.
10BLING YOUR BOOTH COOKIE PRO
The Bling Your Booth content is back! Follow the steps
below to enter the Bling Your Booth contest. A good time
2020
to bling your booth is National Girl Scout Cookie Weekend Girls will have an opportunity
(Feb. 28–Mar 1). to enter for a chance to win an
exciting trip to Orlando for a once-
Bling Your Booth Rules: in-a-lifetime Cookie Entrepreneur
Choose a theme and design a cookie booth that shows off Experience including full VIP access
your G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)™ to G.I.R.L. 2020, the largest event
glitz and glam. Your booth should be original, creative, and for girls in the world!
showcase your troop’s marketing genius.
Who is eligible to participate?
To enter into the contest, complete the online Registered Girl Scout Cookie Program participants who are
entry form between Feb. 14 and Mar. 2, 2020 at selling cookies during the 2019-2020 season.
gswcf.org/blingyourbooth
When can girls enter? Feb. 1–Mar. 31, 2020
The following information is needed to complete your entry:
• A picture of your blinged-out booth How do girls participate? By submitting a complete entry
• Your booth’s theme at girlscouts.org/cookiepro, which will include answering a
• Date and location of the booth set of required questions and uploading a personal photo.
• Leader’s name and address
What will girls win? 24 girls nationwide (four per Girl Scout
• 5-digit troop number
grade level) will win an exciting trip to sunny Orlando for
Once you submit your entry, we will upload the picture of the Cookie Entrepreneur Experience of a lifetime at G.I.R.L.
your booth to the Bling Your Booth album on the GSWCF 2020! The 24 lucky winners will get an opportunity to:
Facebook page. Be sure to share the album with your family
• Travel to Orlando for an epic Cookie Entrepreneur
and friends, because at the end of the contest, the three
Experience with their parent/guardian
booths with the most likes will be selected as the winners! All
• Enjoy full VIP access to all G.I.R.L. 2020 activities
troops who submit a photo will receive a marketing patch for
• Have breakfast with GSUSA CEO and Council CEOs
each girl in their troop. One entry per troop.
• Embark on epic adventures at a local amusement park
First, second, and third place winners will be • Attend a Girl Scout alums coaching session to build
announced on Mar. 11, 2020 via GSWCF Facebook and at entrepreneurial skills
GirlScoutCookieTime.com. • Get recognized on the EXPO Hall main stage and through a
featured story at the Entrepreneurship Pavilion
First Place winner will receive a cookie cart, table cloth,
apron and a $75 GSWCF gift certificate.
Second Place winner will receive a cookie cart, table cloth,
apron and a $50 GSWCF gift certificate.
Third Place winner will receive a cookie cart, table cloth,
apron and a $25 GSWCF gift certificate.
If some of the
Fun Fact faces and places
guide
of the girls featured in this
na l
and many of our promotio
iliar,
materials this year look fam
it’s because they are! Lit tle
l
Brownie Bakers selected Gir
al Flo rid a to
Scouts of West Centr
sh oot
be the home of their photo
terials
for this year’s program ma
ou ts from
featuring actual Girl Sc
throughout our council.
11Troops not making their bank deposit on time is not an acceptable
ACH Procedure reason for a deferment. Deferment forms submitted after posted
deadlines will not be accepted.
GSWCF is moving to banking to make the Product Programs easier
through the use of Automated Clearing House (ACH), a network
for electronic payments either to debit or credit a troop’s bank
account for funds due for product programs.
ACH FAQ's
Does my troop have to use ACH sweeps?
How will ACH work? Yes, troops must use ACH sweeps to participate in the Girl
• Troop Leaders (the signor on troop bank account) must complete Scout Cookie Program®. Each troop must enter their troop
the “ACH authorization” section included in the Troop Product bank account information into eBudde system. Troops do not
Manager Agreement. enter troop banking information will not be able to pick up their
• Troop orders will not be placed without troop bank account ordered cookies.
information being added into eBudde system.
• GSWCF accounting department will use troop bank account What if my troop does not place a starting initial order?
information that is entered into eBudde by the leader (signor on If no initial order is placed by the troop, the first planned order
the troop’s bank account) to initiate ACH withdraw (or “sweep”) will become the Initial Order. The first ACH sweep will apply to
of the “Amount due to Council” on set dates. this order.
ACH Sweep Info What if my troop has an overpayment to council?
GSWCF Accounting Department will conduct three electronic All overpayments of $5 or more will be refunded via ACH sweep
transfers from troop bank accounts to the council account. See on Mar. 25.
ACH Due Dates below for when amounts are to be withdrawn. FAQ’s can be found at GirlScoutCookieTime.com.
*Please allow 24–48 hours to process.
ACH Due Dates*
• Feb. 19: First ACH Sweep, 25% of Initial order (SIO) or first Money Matters
cupboard pickup
• Mar. 4: Second ACH Sweep: 50% of remaining balance of initial Be sure to communicate with parents regarding Girl
order (SIO) or first cupboard pickup Scout Cookie Program expectations and the dates when
• Mar. 25: Final ACH Sweep, ALL remaining balance owed to money is due to the troop.
council minus outstanding parents**
• Set up specific dates for parents to meet with you throughout
Troops may ask for a one-time one week deferment for the
the cookie season to collect money.
first or second sweep ONLY.
• Until you are comfortable with parents' payment patterns, a best
What is a deferment? practice is to limit the amount of cookies taken.
A deferment is a one-week postponement of the ACH sweep and • Collect some payment for outstanding balance before issuing
can be requested only one time during the cookie season. more cookies to parents.
ACH Deferment Request Due Dates • Without exception, parents/guardians must sign a permission
form for every participating girl. Do not give sales materials to a
• Feb. 14: 1st ACH Sweep Deferment Request
girl if the parent has not signed a parent permission form.
• Feb. 28: 2nd ACH Sweep Deferment Request
• Customers pay when the product is delivered. Unless they are
Deferment request forms are located at GirlScoutCookieTime.com
ordering online, they should not be asked to pay for product
under “Forms, Activities and Other Resources.” Deferments
before it’s delivered (except for Gift of Caring/Hometown Heroes
must be submitted by the above deadlines and will be
items, which can be paid for when ordered if customer is not
reviewed and approved by Trish Hemenway, Director of Product
ordering delivered cookies).
Programs. Troops will be notified if their deferment request was
not approved. • Girls/parents/guardians should never be asked to pay for product
when picking it up from the troop. Exceptions may be considered
The following are acceptable reasons for if there is a prior history of outstanding debt. In this case, please
deferment request: contact Trish Hemenway, Director of Product Programs at
• Parents not paying in a timely manner 813-262-1838.
• Booths canceled by store location
• Checks returned for non-sufficient funds • NEW this year, the troop must decide if they will accept checks
• Stolen products/money (must be accompanied by a and communicate this to the parents. If accepted, checks should
police report) be made out to the troop and deposited into troop account.
• Counterfeit bills received
12• NEW this year, troop leaders accept responsibility for fees
associated with checks returned for non-sufficient funds. Troop
Outstanding Parent Balance
funds are not allowed to pay for fees. Troop cookie managers must notify parents in writing regarding
shortages in funds making sure to include the due date for all
• ACH invoices will be emailed to the troop leader and troop cookie outstanding funds.
manager one week before the ACH sweep date.
If parent money is still outstanding at the end of sale, the troop
• Troops are responsible for entering troop-to-troop transfers in cookie manager must complete the online Outstanding Balance
eBudde system in a timely manner since they will affect your form located at GirlScoutCookieTime.com on the Cookie
troop’s financial obligation to council. Volunteers tab and upload pictures of the following:
• Troops should allow time for the deposits into their troop bank • Signed parent permission and responsibility form
account to clear to avoid nonsufficient funds (NSF) fees. All NSF • Receipts signed by parent for products received
associated fees will be the responsibility of the troop leader. • Copy of receipts for funds paid
• Copy of the delinquent notification letter or email
• Troop leaders are responsible for any fees associated with These items MUST be received via the online form no later
declined withdrawals or insufficient funds. Troops authorize than Mar. 13.
GSWCF to repeat electronic (ACH) payments that fail for any
reason within five business days. Counterfeit Bill
• Use receipts every time a girl/parent picks up cookies and/or If the bank notifies you that your deposit had a counterfeit bill
turns money in to the troop. Troops should provide parents with when you made your troop’s cookie deposit, please request that
a receipt for cookies issued and the amount of money received. they provide you with a counterfeit bill report. Send a copy of this
report to the product program department as soon as possible.
• Outstanding parent balance paperwork is due to the Product The amount of the counterfeit bill will be deducted from the
Program department by Mar. 13. Late paperwork will not be accepted. amount due to council. Please note that the bank will retain the
counterfeit bill and deduct the amount from your deposit.
• Troops must have all funds in the troop bank account by ACH
sweep dates. An invoice for the amount of the ACH sweep will be
emailed to the troop leader one week prior to ACH sweep date.
Stolen Product or Money
Troops should take measure to ensure the safety and security of
• A one-time one week deferment for the first or second ACH product and funds. In the case that funds/products are stolen,
sweep may be asked for but not the final ACH sweep. you must provide a copy of the theft documented by a police
report. Report the incident to your homeowner's or car insurance
• The final ACH sweep/withdrawal from the troop account for company to make a claim. The troop's volunteer/parent remains
the amount due to council, minus outstanding parent balances financially responsible for funds due.
submitted on time, will take place on Mar. 25. No exceptions will
be made.
Storage of Cookies
• Failure to have sufficient funds for the final ACH sweep date does IMPORTANT: Do not store cookies in a car, direct sunlight, a
not grant a troop extension from GSWCF. Unpaid funds troops garage, on a cement floor, porch, patio, or in any warm place as
will be subject to collection efforts which may include collection well as a location where animals, bugs or water can get to them.
agencies. Troop cookie managers with unpaid balances will not Remember, you are responsible for these cookies, even if they get
be allowed to volunteer until full payment is made. wet, melt from heat, or otherwise cannot be sold.
• If a credit is due to a troop, GSWCF will use the banking
information provided to credit or return any monies due to the
troop on Mar. 25. Troop/Service Unit
Proceeds & Girl
21% Rewards
HOW THE
Cost of Goods
(Cookies, Packaging,
Transportation,
COOKIE
27% Properties
Warehouse, 19%
Trainings, Program & Program
CRUMBLES
Materials, etc.)
We've covered troop and service
unit proceeds, but what about the
rest of the cost of cookies? Here's Membership Services Member
17% 16%
a breakdown of how the funds are (Outreach, Retention, Support
distributed per box. Recruitment, Admin.)
13Council Gift of Caring (GOC)
Council Gift of Caring • Gift of Caring is the council-led program.
and Hometown Heroes • All cookies given to Gift of Caring are paid and counted under the
GOC column but the girl/troop does not physically have the box
of cookies. Council will fulfill and arrange delivery of the Gift of
Caring Cookies.
The Council Gift of Caring (GOC) program is a Girl Scout
community service project that provides donated Girl Scout • Girls will collect the money and turn it in to pay for the box
Cookies® to active overseas military men and women through of cookies.
Support the Troops, Inc. In addition, GSWCF also disburses some • The number of purchases should be recorded under the
of the donated cookies to Feeding Tampa Bay. GOC column.
The Hometown Heroes (HTH) program is a community service • All online GOC cookies will be recorded automatically under the
opportunity where troops/girls choose a local organization to GOC column.
receive donated cookies. Recipients can be “heroes” in the • The Product Program Department will ensure delivery of cookies
community such as non-profit organizations, shelters, firefighters, donated to the GOC program.
police departments, blood banks or food banks. Girls should
contact the selected organization for their approval prior to Hometown Heroes (HTH)
collecting cookie donations. • Troops can choose a local organization to donate cookies to.
These cookies will come from the troop’s physical inventory to
How the program works: deliver to there HTH.
For various reasons, some customers may not want to buy cookies • Troops are responsible for delivery of HTH cookies to their
for themselves. Through the Gift of Caring and Hometown Heroes chosen organization.
programs, they have a chance to give to others while supporting • In eBudde, enter the number of boxes of the Hometown Hero
Girl Scouting at the same time. cookies under the HTH column under the girl orders tab in
eBudde.
While taking regular orders, girls communicate to customers that
they can purchase cookies to donate to troops (through Gift of • HTH cookies are taken out of troop inventory ($5 cookies only)
Caring) or to the chosen Hometown Hero. Using the Gift of Caring/ but will still show under the bottom see picture as the varieties
Hometown Heroes poster, girls explain that this is a Girl Scout difference but the will reflect in the Total cookies assigned to girls.
community service program, which will send Girl Scout Cookies® (Please see image below.)
not only to active overseas military personnel and veteran’s • If troop do not have enough inventory to cover HTH cookies, use
organizations but also to local non-profit organizations. the cookie exchange in eBudde to transfer cookies into your
troop from another troop ($5 cookies only) to get the cookies
needed for HTH.
• Girls who get a minimum of 12 or more GOC/HTH orders
earn the Gift of Caring patch. • You must get the cookies added into your troops inventory in
order to assign them. The system will not allow you to assign
• For 30 or more GOC/HTH orders, girls also receive the more cookies than your troop has.
Butterfly Pouch
• For 50 or more GOC/HTH orders, girls also receive Gift of Caring AND Hometown Heroes
a Butterfly Tapestry • Cookies sold via Digital Cookie for GOC cannot be moved to HTH.
• For 75 or more GOC/HTH orders, girls also receive • Each girl will collect the money for Gift of Caring or Hometown
a Butterfly T-Shirt Hero cookies from customers at time of purchase. REMEMBER,
Hometown Hero donations must be delivered by the troop.
• Donated Gift of Caring and Hometown Hero cookies count as
eligible purchases toward the 4 For More program.
• Make sure when you input GOC and HTH purchases in eBudde, to
enter them into the correct boxes GOC (for Gift Of Caring) or HTH
(for Hometown Heroes).
The HTH cookies will still show at the bottom but they are assigned from your troop's total cookies.
14Corporate Gift of Caring Sponsors
Through the Gift of Caring Corporate Sponsorship program, A Girl Scout with corporate sponsorships totaling
girls ask businesses to become a Gift of Caring sponsor. $1,000–$1,499.99 receives:
Depending on their level of sponsorship, companies receive • Engraved item from Things Remembered
various benefits. Girls who obtain these sponsorships receive
credit for the total number of packages sold in eBudde. Girls who
receive $500 or more in sponsorships will earn a surprise gift.
$1,500 Gold Corporate Sponsor
Complete information and a Gift of Caring Corporate Sponsorship 300 boxes of cookies donated
program form can be found at GirlScoutCookieTime.com. The sponsor receives:
• Seventy-five 4 For More coupons
Gift of Caring sponsors can choose to support council GOC or the
• Company name listed on website cookie section
HTH program, or both. Forms must be received by Mar. 8.
• Office plaque
$500 Bronze Corporate Sponsor
A Girl Scout with corporate sponsorships totaling
100 boxes of cookies donated
$1,500–$2,499.99 receives:
The sponsor receives:
• Engraved item from Things Remembered
• Twenty-five 4 For More coupons
• Company name listed on website cookie section
$2,500 Platinum Corporate Sponsor
A Girl Scout with corporate sponsorships totaling 500 boxes of cookies donated
$500–$999.99 receives: The sponsor receives:
• Engraved item from Things Remembered • One hundred twenty-five 4 For More coupons
• Commemorative brick paver at Camp Wai Lani and an
$1,000 Silver Corporate Sponsor office plaque
200 boxes of cookies donated • Company name listed on website cookie section
• Presentation by GSWCF product program department
The sponsor receives:
• Fifty 4 For More coupons A Girl Scout with corporate sponsorships totaling
• Company name listed on website cookie section $2,500 or more receives:
• Brick paver installed at Camp Wai Lani or Camp Wildwood with
message of their choice
• Engraved item from Things Remembered
15Cookie Booths Cookie Booth Scheduler
& Booth Scheduler Troops can reserve council level booth locations via the
eBudde system. Booth locations are available throughout our
eight county jurisdictions.
Cookie Booths
There are two levels of cookie booths: Council and Service Unit. How do booth scheduler rounds work?
Council level booths include the following locations (store • Prior to opening day of booths, troops can preview locations
particpation may vary): Sam’s Club, Walmart/Walmart uploaded into eBudde.
Neighborhood Markets, Publix, Winn Dixie, Harvey, Fresco y Mas, • On opening day of selections, troop cookie chairs should have a
Joann’s Fabrics, and Dunkin' Donuts and any other location with list of booth locations they are interested in written down before
national or council level agreements. they begin making their selections. Having this will help you select
other options quickly if the location you wanted is not available.
Council will manage all of the above locations. Service unit and
troop cookie managers are not to contact these businesses. • If you find out that you will not be able to man the booth after you
have made a selection, you are required to release that time slot.
Service unit cookie managers will manage all other locations • On occasion, changes occur at booth locations and a booth
such as gas stations, school events, farmers markets, home could be removed from eBudde. Product program team will notify
improvement stores, local restaurants, etc. you via phone or email if this occurs at which time you will be
able to pick another location. We apologize in advance for any
• Grocery stores • Movie theatres
situations that occur that are out of our control.
• College campuses • Dollar stores
• Hardware stores • Pet supply stores Cookie Booth Scheduler Dates and Times
• School events • Banks Number Of Booth
• Places of worship • Retirement centers Start Date, Time End Date, Time
Sign-Ups Per Troop
• Farmers markets • Bowling allies
Jan. 27, 7 p.m. Jan. 28, noon Two Sign ups
• Sporting goods stores • Gas stations
• Cookie drive-through • Local restaurants Jan. 28, 7 p.m. Jan. 29, noon Two Sign ups
Jan. 29, 7 p.m. Jan. 30, noon Three Sign ups
Possible service unit sites include: Jan. 30, 7 p.m. Jan. 31, noon Three Sign ups
Service units will allow troops to choose booths that they Jan. 31, 7 p.m. Feb. 1, noon Three Sign ups
have confirmed. Feb. 1, 7 p.m. Mar. 8–7 P.M. Open until end of sale
They may post them in eBudde or coordinate the • Troops are only allowed one sign up per store location
sign up themselves. during each scheduling round. For example, during a round
with two sign ups, you can choose one slot at Publix #1234 and
Service unit cookie managers must turn into the product program
one slot at Publix #1445, but not two slots at Publix #1234 during
department, the provided booth spreadsheet with a listing of the
the same round.
location/date/time and troop selected along with signed store
agreements. Mobile Booth Sales
• Mobile cookie booths can be a decorated car, van, truck, or even
Service units are encouraged to communicate with other a wagon filled with delicious Girl Scout Cookies®. Be creative and
service units to offer any booths that are unclaimed if not visit events happening in your community. Mobile booth sales
posted into eBudde. can be a troop activity or by individual girls with their parents.
Occasionally, businesses will cancel cookie booths for different • Remember that “mobile” means mobile. You may not bring
reasons. If contacted, the product program department will advise tables, chairs, or tents. Mobile cookie booths are limited to no
that troop of any changes. If you have scheduled a booth that has longer than 30 minutes at each location. Girls and troops cannot
been canceled the council or your service unit cookie manager can approach any high-traffic locations (such as grocery stores, malls,
help you to find another booth opportunity. and universities) or any location where there is a cookie booth
set up or planned. Mobile booths may not be held until Feb. 14.
Troops may not solicit businesses for cookie booth space without
the assistance of their service unit cookie manager. Lemon-Ups™ Stand
• Girls can set up a simple stand similar to a classic lemonade stand.
• Stands may only be set up on residential property where the girl
or close family member (grandparents, aunts, uncles) resides.
• Stands must adhere to local city/government ordinances
and/or HOA approval.
• Never leave cookies and/or money unattended at a stand.
• A parent/adult must be present to supervise.
• Lemon-ups stands begin on Feb. 1.
16Cookie Cupboard Guidelines What if a troop over-ordered product?
If you have over-ordered product, notify your service unit cookie
New this year, GSWCF cookie warehouses/cupboards are going
manager or the product program department immediately. If
paperless. All troops, regardless of chosen cookie warehouse/
you wait until the end of the sale, it is much more difficult to find
cupboard pick up location, are required to enter a pending order
someone that needs the product and it is most likely too late for
for all additional cookie pick ups. Cookie warehouses/cupboards
anyone to help.
will no longer use QBI paper tickets. All troop pick ups will be
signed for electronically via eBudde login credentials. • Post on eBudde under the Cookie Exchange Tab.
Troops must submit a pending order for all additional cookie • Encourage your girls to set a higher goal (booth and additional
pick ups. To submit a pending order: sales, door to door, etc.).
Step 1: Log into eBudde™. • Set up additional booths to sell the inventory. Troops can even
set up booths after the end date of the sale. Booths after the
Step 2: Click “Transactions” tab.
end date are not permitted at Sam’s Club, Walmart/Walmart
Step 3: Click “Add a Transaction” and complete the required steps Neighborhood Markets, Publix, Winn Dixie, Harvey, Fresco y Mas,
on the Cookie Transaction form: Joann Fabrics, and Dunkin' Donuts locations, and any other
• Date location with national or council level agreements.
• Pick up: Select date and time of pickup
• Contact other troops in your area to see if they need extra
• Type: Select Normal
product or would be willing to swap inventory.
2nd Party:
• Select "Cupboard" (the system defaults to Cupboard.)
Product Movement:
• Select "Add Product" (the system defaults to Add Product.) Cookie Cupboard Locations
Variety: A full listing of all cookie cupboard locations (including
• Enter the desired quantities of cookies in cases only. dates and hours of operation) can be found at
Step 4: Review order, make any changes (Even though eBudde GirlScoutCookieTime.com.
totals the information, verify for accuracy.)
Step 5: Double check "pending transaction" is showing under the
“Transactions” tab.
How far in advance do troops need to enter pending orders?
• 4 (5) Main warehouse/cupboard locations: Troops must enter
Cookie Exchange
pending orders at least one hour before pick up.
What is cookie exchange tab?
• Floating cupboard locations: Troops must submit pending
order by noon on the day before scheduled pick up in order to The cookie exchange tab is a great way to post extra cookies you
be processed and added to truck. have to offer in eBudde as well as see what cookies other troops
have that you may need.
Troops can add any adults to eBudde that will be picking up
cookies from a cupboard to eBudde. The Troop Cookie Pickup Only If posting extra cookies
User can be a parent or other adult in charge of picking up product • Enter the number of packages (boxes) of the varieties you have
from a cupboard. Troop cookie managers and troop leaders with to offer.
eBudde access can also record.
• Click “Update Pkgs to Exchange.”
To add “Troop Pick Up Only Users”:
• Remember to update after you transfer cookies to other troops.
1. Click on "Settings" tab. Or, if you nolonger have any to offer, click “Remove My Offering.”
2. Click “Edit Settings.”
If you are looking for cookies
3. Scroll to the bottom of the screen to the “Troop Cookie Pickup
Only Users” section. • Click on the drop down arrow to the side of the cookie variety to
see the Troop #, how many they are offering, their service unit
4. Enter email, first and last name of “Troop Cookie Pickup Only User.” name and contact email info.
5. Click “Update.”
Please Note: A Troop Cookie Pickup Only User can be a parent or
other adult in charge of picking up product from a cupboard. Troop
Damaged Cookies
Leaders and Cookies Chairs should NOT add themselves to this user Boxes of damaged cookies must be exchanged at one of the
type. This user can ONLY sign for cookies received at a cupboard. damaged cookie cupboard locations. Full cases of damaged
cookies should be exchanged at one of the main cupboard
locations.
Cookie Swap Day! Damaged cookie cupboard locations will be available at a
Returning for one day only! Stay tuned for details on eBudde later date.
toward the end of the cookie program.
17Cookie Booth
preparation
• Have each parent sign a parent
permission slip for their girls.
• Have a complete Health History Form for all girls.
• Take a card table and chairs (for adults only). • Store managers may cancel booths for any reason.
• Keep booth times age appropriate. • If a store manager asks booth attendees to leave the store
• Take a money box and change (about $100 in change). location, do so immediately. Politely thank the store manager and
notify the SU Cookie Manager or Product Program Department.
• Take an adequate supply of best selling cookies. We recommend
at least two–three cases of Thin Mints®, Tagalongs®, Samoas® and • Do not ask the store location to make announcements regarding
maybe one–two cases of the other varieties. Your local service unit booth sales.
volunteers can also provide guidance on amount of cookies to bring. • Girls should allow entering/exiting customers to approach them
• Display posters of their service project goals. and never approach customers as they enter or exit the store.
• “Bling Your Booth” to attract customers to your booth and enter • Girls are in charge of selling of the cookies. Adults are there to
the contest. provide guidance and handle money for younger Girl Scouts.
• Bring general supplies including trash bags, pens, tape, • Donation jars are not allowed anywhere on or near your booth.
calculators, and a first-aid kit. • “Bling Your Booths” with posters and other items to attract
• Count packages and money BEFORE and AFTER the cookie booth customers; no graffiti.
begins and ends. • Do not allow girls to write on store property (walls, garbage
• Use the Cookie Booth Sale Worksheet form to maintain accurate cans, etc.).
information on your booth, available at GirlScoutCookieTime.com. • Girls must remain close to their booths at all times; no running
• Remember to keep money and money box out of sight at around or approaching people inside the store location.
all times. • Girl Scouts are polite and should never yell to customers
to attract sales, block access to store entrance, or employ
Cookie Booth Etiquette Rules aggressive sales techniques.
• Eating and smoking are not permitted at booth locations.
• Keep cell phone usage to a minimum and focus on
All Girl Scouts must follow the rules and guidelines listed on the
customer engagement.
Parent Permission and Responsibility Agreements, Girl Scout
Cookie Family Guide, and Cookies on the Spot Guide. The rules • Remove all trash, including empty cookie boxes with you. Store
and regulations are designed to ensure girl safety, excellent trash receptacles are not for public trash or recycling.
customer service, and promote a successful, fair, fun and safe • Before leaving the location, one girl and one adult should thank
cookie season. store location.
• A minimum of two registered and screened adults and at least
one registered girl must be present at booths. Siblings or tag-a- Consequences
longs may not attend. If girls and/or troops (to include troop parents) are not
• Arrive and leave on time. Please pack up five minutes before end participating within the established rules and guidelines, they may
of shift in order to allow arriving booth participants time to set up. be penalized in the following ways:
• Booths should be set up a minimum of 15 feet from doors or First offense: Verbal counseling regarding any offense outlined in
remain in the location designated by store. the guidelines.
• Booths at Publix locations must conclude by 7 p.m. Second offense: Removal from troops next scheduled Council
Level booth location.
• Store locations cannot grant permission to stay any later than
the allotted time as GSWCF has agreements with corporations for Third offense: Girl/troop will not be allowed to hold any further
specific times/dates. cookie booths for the season.
1819
We hope you have an
exciting season and we
are always here for you
Resources Go to www.gswcf.org/cookiecaptain for mo
Cookie R
if you have any questions. Council Website
Council
Visit GirlScoutCookieTime.com to find forms, m
Go to www.gswcf.org/cookiecaptain for mo
procedures, forms, manuals and other www.gs
helpful information. Cookie R
Baker W
Baker Website Counci
Scout C
forms,co
ideas, m
The website of our official Girl Scout Cookie
www.gs
to help g
baker. For girls there are activities, marketing
www.littl
ideas, cookie facts, program resources and clip Baker W
art to help girls prepare for the cookie program. Scout C
Cookie
Adults can find support through Cookie VIP ideas,
Girl Scoc
eTraining with everything a volunteer might to help
cookies
need to know including answers to FAQs www.litt
voluntee
Patricia Hemenway
about cookies and great selling ideas all at 24/7 ww
Director of Product Programs Cookie
LittleBrownieBakers.com. Girl ScoC
Phone/fax: 813-262-1838 Digital
www.gs
cookies
productsales@gswcf.org Digital Cookie
voluntee
Join the fun at gsdigitalcookie.com/gswcf Cookie
24/7 ww
cookie b
Cookie Locator Digital
www.co
www.gs
Help friends locate the closest
cookie booth with our app, eBudde
Cookie
cookielocator.littlebrownie.com devices.
cookie b
right in.
www.co
NEW! eBudde Troop App Plus www.littl
The eBudde Troop App Plus helps busy
eBudde
Girl Sco
volunteers stay on top of troop cookie sales— devices
Program
anytime, anywhere! Now the power of eBudde right in.
www.gir
technology is as close as a mobile phone or www.litt
Jessica Hadley tablet. Volunteers can use the app to:
· Stay in the know from a single dashboard Insert new graphics Girl Sco
Product Program Administrator
· Track and submit girl orders Program
Phone/fax: 813-262-1839 · Monitor troop sales www.gir
productsales@gswcf.org · Receive delivery confirmation What’s in a Box
· Stay on track with the at-a-glance checklist
· Get help easily with built-in help resourcesWhen
Insert
you new graphicsGirl Scout Cookies, you
buy delicious
power new, unique and amazing experiences 2
Get it at LittleBrownieBakers.com
experiences that broaden their worlds, help them l
Girl Scouts of the USA What’s in a Box
life skills, and prepare them to practice a lifetime of
Locate info on the Girl Scout Cookie ProgramWhen
®
you buy delicious Girl Scout Cookies, you
and national cookie badges and pins at power new, unique and amazing experience
GirlScoutCookies.org experiences that broaden their worlds, help them
life skills, and prepare them to practice a lifetime o
Esther Rivera
Product Program Coordinator
Phone/fax: 813-262-1763
productsales@gswcf.org 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. Little Brownie Bakers is an official GSUSA licensee.
Copyright ®, TM, © 2019 Kellogg NA Co.You can also read
