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VTK Finance Tab Instructions
Note: Before beginning to fill out your finance report, you may want to prepare the following
o Visit our website and download the VTK ledger o Gather receipts to assist you in determining your income and expenses o Enter your income and expenses onto the VTK ledger utilizing the drop down categories
Please note that you will be required to submit the following documents:
o Financial Ledger (This is a detailed income and expense record. We recommend utilizing
the VTK Ledger. Equivalent ledgers created via Excel, QuickBooks, Quicken, or similar
programs will also be accepted).
o Cash reconciliation form(s) if a check was written for cash or if cash was withdrawn from an
ATM
Who Can Manage Volunteer Toolkit (VTK)?
o Only active GSGLA troop leaders with a current membership and an approved background screening on file with GSGLA can manage VTK.
o How you and your troop treasurer choose to organize and track the troop finances throughout the year is up to you. We recommend using the VTK Ledger as it will help you track all income and expenses according to the categories you will find in the Finance tab in the Volunteer Toolkit (VTK).
o As a suggestion, your troop treasurer should manage your VTK Ledger, as well as all of your financial documents. At the end of the year, the troop treasurer will give all necessary documents to the troop leader for entry into the Volunteer Toolkit.
Accessing the VTK Ledger
o Before you begin to enter your troop financial information into the VTK, you will need to download the VTK ledger from our website.
o Click on Forms from the top of the page.
o Use the Finances drop down to quickly view important financial forms such as the VTK Ledger.
o The VTK Ledger is also accessible within VTK itself. Select the Resources tab and click Finances under the Troop Leadership heading.
Utilizing the VTK Ledger:
o Once you have downloaded the VTK ledger, enter your income and expenses onto the ledger utilizing the drop down categories.
o Your income/expenses will automatically populate after being entered and will total at the
bottom.
Accessing the Finance Tab
o You can access VTK using any internet enabled computer or mobile device.
o Begin on the GSGLA website at www.girlscoutsla.org.
o Click “MyGS” in the upper right hand corner and login using the same username and password
that you use to access your “My GS Member Community”.
o Here you will see two options “Volunteer Toolkit” or “Member Profile”. Click on “Volunteer
Toolkit.”
o If you encounter any errors logging into the Volunteer Toolkit, please contact our Customer Care team at (213) 213-0123 or by emailing [email protected].
o Once you have accessed VTK, click “Finances” to explore the Finances Tab and begin to enter
your troop’s financial information.
Utilizing the Finance Tab
o Once your VTK Ledger has been prepared, you can begin to enter your information into the finances tab.
o The first two sections are income and expenses. Utilizing your VTK ledger input the total amounts onto your VTK finance tab.
o You will enter the totals found at the bottom of the ledger, into each of the corresponding fields on the finance tab.
Financial Summary
o Input your troops starting balance for the year. o For existing troops, your starting balance will correlate with the beginning of the Girl Scout
year, October 1st. o For new troops, your starting balance will correlate with when your troop bank account was
first established. o Your income and expenses will auto populate based on the amounts you entered earlier. o If your troop has a carry-over amount over $100, you can include a detailed explanation using
the notes section.
Bank Information
o Enter in your bank information and the first and last name of one of your signers. o You will be asked to name all of your signers at the end of the form. o Most troops only have one bank account, so you can skip over the “Add another Bank
Account” button. If you have an additional bank account that you need to add, please email [email protected].
Council Notes & Questions for Troops
In this last section, you will answer a few questions about your troop.
o First, you will choose the status of your troop for the next membership year. o Next, you will enter your service unit name and number. o You will then enter two notes about your troop.
The first asks for your checking account balance from May (or your ending bank statement). The bank statement should match the ending balance, if it doesn't match you will need to provide an explanation.
Last, you will list the first and last names of each signer on your bank account.
Preview & Publish
o Next, you will preview your finance report and publish. o Utilize this page to preview your report and to make any edits prior to submission.
Submitting Report
o Once you have previewed and published your Finance Report, you will be directed to “Send Report to Council” prior to uploading attachments.
o You will not be able to make any corrections to this form once you submit to Council. Be sure to double check your work before submitting.
o Click on “Send to Council” to submit your financials.
Including Attachments
o After clicking “Send to Council,” you will be given the option to include any attachments. At this
time, you will upload the required VTK ledger or equivalent and any other necessary
attachments.
o Once you have reviewed all of your information, attached your ledger and any additional items,
click on “Yes, Submit Now” to finalize your submission.
o In the event that corrections need to made or additional attachments need to be included, you will need to submit corrections via the Finance Report Submittal eForm: https://www.gsglavolunteerapps.org/gsglafinancereportsubmittal/
What Happens Next?
o Once submitted, you can print a copy of your report for your records using the “Print Icon” at the top of the page. A copy is also saved in the “Finance Tab”, and can be viewed at any time.
Not Submitting on Time
o Remember to submit your financials on time! Troop financials are due June 15th. Any troop that hasn’t submitted their financials by July 15th will be suspended. Troops placed on suspension are not authorized to meet, travel, raise money, or take trips until the suspension is lifted.
o All troops that do not have financials submitted to GSGLA by August 15 will be removed or disbanded and troop parents will be notified of the suspension and given an opportunity to remedy the financial situation.
Resources
o Check out helpful resources such as the VTK Ledger, the Cash/Receipt Form, and much more available at girlscoutsla.org.
Need Help?
o If you need help while submitting your financials, contact Customer Care at (213) 213-0123 or email [email protected].
