Girl Scouts of Northern Indiana-Michiana. Procedures to Open a Not-for-Profit Checking Account. **Review prior to going to the bank**

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2 GROUP/COMMUNITY CHECKING ACCOUNT PACKET INFORMATION Congratulations! You are now ready to open your checking account! The following will help guide you through the process. Girl Scouts of Northern Indiana-Michiana policies regarding Group/Community checking accounts are included in the Financial Policies and Procedures. Please review the Group Money policies and procedures. Please refer to them whenever you have a question. You may also contact your Pathway Specialist-Support at any time you have questions or need clarification of these policies. 1. Procedures to Open a Not-for-Profit Checking Account (2 pages) Review this information prior to going to the bank. Please note that at least two registered non-related adults must be on the bank account. One signature is required on each check. 2. Authorization Letter - Take the attached Troop Checking Account Authorization letter with you when opening the account. This will help to ensure that the account is opened appropriately. Please make a copy if you would like one for your files. 3. Corporate Resolution One copy is attached. This form authorizes Girl Scouts of Northern Indiana-Michiana to have access to the account as needed (example: to change authorized signers in an emergency situation). This form should be taken to the bank when opening your account. Please keep a copy of this form for reference purposes. 4. Group Bank Account Report Form One copy is attached. Please complete and submit this form to your Community s Financial Coordinator within 30 days of opening a new account. This form also needs to be submitted annually by June 30 th of each year that the troop is active. Use the following contact information to submit the forms:

3 Procedures to Open a Not-for-Profit Checking Account **Review prior to going to the bank** 1. Open the account in the name of Girl Scouts of Northern Indiana-Michiana, Troop # _ (or Community # _). The group / community number must be on both the account and checks to distinguish it from other accounts. 2. Use federal tax identification number According to policy, at least two registered non-related adults must be on the account signature card. Both of these individuals do not have to be troop leaders, but we do recommend at least one of them is. One signer should keep the checkbook and sign the checks. The other signer should receive and review the bank statement each month. Do not use the Council address as the mailing address. Bank statements should be sent to the signer responsible for reconciling the account each month. One signature is required on each check. Decide with your co-leaders/assistant leaders what bank will be used and who will be signers on the account. 4. Fees: PNC Bank GSNIM has established our banking relationship with PNC Bank. As part of the partnership, PNC Bank is providing the following services in the setup of new accounts for troops within the Council: Free Small Business Checking Account, each troop will be required to make at least a minimum deposit of $1 at the time of account opening. This account offers a free maintenance fee and free for the first 200 checks and other withdrawals (debits), deposited items and other credits. PNC Bank will order personal size checks for the new troop accounts and waive the cost to order the checks. The individuals opening the account will need to have sufficient ID in compliance with the Patriot Act policy. The following forms of ID are acceptable to use: i. Passport ii. U.S. State Identification Card iii. U.S. Military ID iv. U.S. Driver s License Other banks The Council suggests PNC Bank but does not mandate which bank your troop / service unit should use. 5. The Group Bank Account Report form must be submitted to your Community Financial coordinator within 30 days of opening an account. Please use the following contact information: 6. On an annual basis every group must complete and submit a Troop Bank Account Report form. Quarterly, groups should complete and submit a Detailed Cash Record form. Both forms are available on the GSNI-M Website The forms should be sent to the Community Financial Coordinator.

4 Have questions? Please contact your Pathway Specialist-Support at one of the following Service Centers: Fort Wayne Leadership and Learning Center Dupont Circle Drive East Fort Wayne, IN T (260) Logansport Dunbar Service Center 303 E. Clay Street Logansport, IN T South Bend Service Center 3620 Deahl Court South Bend, IN T

5 GROUP/COMMUNITY CHECKING ACCOUNT AUTHORIZATION LETTER Dear Bank Representative: This form authorizes and outlines policies for Groups or Communities within Girl Scouts of Northern Indiana-Michiana to open group / Community checking accounts. Please note the following Group Finance Policies: 1. Group /Community bank accounts must be in the name of: Girl Scouts of Northern Indiana-Michiana Troop # _ or Community # _ (Group numbers consist of 5 digits, Community numbers consist of three digits.) 2. Girl Scouts of Northern Indiana-Michiana s Federal Tax ID number is At least two registered non-related Girl Scout adults must be on the account signature card. The bank statements should be sent to the check signer who does not keep the checkbook. Do not use the Council address as the mailing address. 4. One signature is required on each check. 5. Troops may have a debit/check card, but may not have any type of electronic card that incurs debt such as a credit card in the troop s name. Only one debit card is allowed per troop. 6. GSNIM policy - All debts incurred in the name of Girl Scouts of Northern Indiana- Michiana are the responsibility of the adult who incurred them (i.e. A troop / group leader who writes a troop check when there are insufficient funds in the account to cover the check is responsible for the debt and any fees incurred, not the troop). By signing below, the authorized adults agree that they have read and agree to adhere to the Council s Policies, the Procedures for Opening a Group / Community Checking Account and the Corporate Resolution. They are also verifying their right to establish an account under authority granted by the Corporate Resolution. Signature: Date: Signature: Date: Troop # or Community #