Boy Scout Troop 202
Carmel, IN


Troop 202 Basic Financial Procedures

A 'Scout Account' is created for each Scout when he joins Troop 202. Funds may be placed in the account for convenience to cover his expenses through the course of the year.

Scout expenses may be paid by Zelle, Chase QuickPay, from the Scout's account, with cash, or with a check made payable to Troop 202.  The preferred options are Zelle and Chase QuickPay, as physical handling of cash/checks and trips to the bank are avoided.

A Scout may not have a negative account balance.  Expenses must be covered as they are charged/incurred.

If a Scout incurs a negative account balance, he is not considered 'in good standing' and may not pursue advancement until the problem is corrected by making payment, or by arranging for a scholarship, workership, or extended payment plan.

Funds earned from not-for-profit fundraising projects may only be used for Scouting expenses, not withdrawn or applied to non-Scouting activities.  If the funds are received in cash, the Scout should submit them promptly to the troop Treasurer for deposit.

The Troop 202 Treasurer Form is used to request deposits, reimbursements, or transfers of funds.

The budget for patrol food for a weekend outing is $2.50 per person per meal, and $1.00 for each cracker barrel snack. Therefore, a full weekend outing typically has a budget of $12.00 per person. Each participant will pay this amount when going on an outing. The grubmaster must work within this budget, and must present the receipts to request reimbursement after the outing. If he overruns the budget, he will not be reimbursed for the overspending. If he spends less than the budgeted amount, any small difference will be placed in the annual planning family dinner fund.

A Scout who is signed up to attend an outing is responsible to cover the entire cost of the outing, unless he cancels in writing prior to the sign-up cut-off date for that event. In the event of an unavoidable family or personal emergency, the Scout may approach the Scoutmaster to consider an exception.

The troop must re-charter annually with BSA and the Crossroads of America council. At that time, each Scout and adult must pay the membership fee for the following year. Youth are also charged a nominal troop program fee to cover the cost of shared durable gear and training/meeting materials. Refer to the Re-Charter page of the troop website for details.

Financial aid is available. If a family is in need of financial assistance, they may talk confidentially with the Scoutmaster or Committee Chair. We do not want any youth to miss out on experiencing Scouting due to financial hardship.

When preparation for a high adventure trek is kicked off, a budget and payment schedule are prepared. Each crew member, youth or adult, commits to making payments on schedule, and understands that payments are non-refundable except in situations where another participant is allowed to assume the person's position in the crew and reimburse the payments made to that point.

When a troop member borrows or uses troop gear, such as tents, stoves, and cooking equipment, it is expected that it will be used with care, cleaned properly, and returned in good condition. Any accidental damage must be promptly reported. In the event of intentional damage or neglect, improper care or storage, or failure to return items, the member may be charged the cost of replacement.

In the event a Scout leaves the troop, he may not withdraw any funds in his 'Scout Account' that came from fundraising. Any unspent money will be moved to the Troop 202 general fund upon his resignation from the troop.

Reports are presented to the Troop Committee on a monthly basis, showing income and expense activity and troop assets.

All checks written from the troop bank account are signed by two adults designated on the account.

The troop may not incur debt nor pay for expenses using a troop credit or debit card.

Once per year, a friendly audit of the troop's bookkeeping and banking practices and records is conducted.