Please review the GSCV Solicitation Guidelines
before submitting your Donation Form.
Has your troop or service unit (SU) maximized your participation in product sales? Are you
considering asking companies or individuals for donations of money or supplies? Here's what
you need to know to be successful and stay within the rules!
* Individuals, troops, and service units can accept donations that do not require a tax
deductible receipt for the donation.
* If a tax deductible receipt is required, the individual, troop, or SU MAY be able to accept
the donation with GSCV staff approval.
* GSCV is the only legal entity that can issue a tax deductible receipt, letter, or statement on
GSCV letterhead acknowledging a tax deductible donation. These items must be prepared
by staff.
* For requests on letterhead, please contact GSCV.
* For more information and FAQs, see below.
Solicitation Guideline FAQs
Q: What is the difference between fundraising and money earning?
A: Per GSUSA, fundraising as an act is allowed in GS if done by adults for Girl Scouting. “Group
money- earning” refers to activities organized by the troop/group (not by the council) that
are planned and carried out by girls (in partnership with adults) and that earn money for the
troop/group. A great example of a money-earning project is the product sales program,
where the girl is working to earn funds for a particular project/trip that is Girl Scout related.
Additional money-earning activities can be approved by GSCV staff. A request for approval
of an additional money-earning activity must be submitted to your Membership Consultant
or membership staff contact for approval.
Q: Do all donations have to go through GSCV staff?
A: No. Donations that are $250 or greater and those that come from donors requesting a tax
deductible receipt or donation letter have to go through GSCV staff. Any request on
letterhead must be approved by GSCV staff. Deductions for donations under $250.00 can
be taken. However, since the IRS does not require documentation for charitable donations of
less than $250.00, GSCV does not issue receipts on amounts under this threshold? Smaller
donations up to the $250.00 limit can absolutely be written off, however, GSCV doesn’t
provide the receipts for these donations. For donations over the $250.00 threshold, where
the EIN is required, the donation would need to be made to GSCV. GSCV in turn would issue a
check in the amount of the donation to the troop or service unit in the amount of the
donation.
Q: Is it okay for an individual, troop or service unit to compose a thank you letter or tax
deductible receipt on GSCV letterhead?
A: No, tax deductible receipts can only be issued by GSCV staff. Troops and service units
may certainly write thank you letters, but may not indicate tax deductibility.
Q: Is there a benefit to making GSCV staff aware of the donation I am considering
requesting?
A: Yes, our staff is often times able to leverage aspects of the entire council to generate a
donation that can benefit a larger number of girls. Staff will determine if the opportunity will
be pursued beyond the entity requesting a donation.
Q: What happens when a location requests the EIN to approve a cookie booth location?
A: The EIN number should not be given to any troop or service unit for any reason. The troop
or service unit may request the Philanthropy Department provide the EIN number to the
requesting entity. The troop or service unit will need to provide the Philanthropy Department
with the full contact information of the requesting entity.
Q: Can a troop/SU still have its own EIN number?
A: No, all troop/SU bank accounts must comply with the new Troop/Service Unit Finance and
Banking Guidelines issued May 2012, which states that all troops and service units must
establish a bank account at a GSCV partner bank with two (2) unrelated (by birth, marriage or
shared domicile) adult signers. The guidelines were created to make it easier for troops,
service units, and staff to monitor troop/service unit finances, protect current and future
girls, as well as remove the burden of obtaining a federal taxpayer identification number (EIN)
at the troop/service unit level. All money and other assets, including property, that are raised,
earned, or otherwise received in the name of and for the benefit of Girl Scouting must be held
and authorized by a Girl Scout council or Girl Scouts of the USA. Such assets are not the
property of individuals, troops, geographic units, subordinate units, or communities within a
Girl Scout council.
Q: Is there a monetary limit to in-kind donations?
A: There is no limit to in-kind donations. However, a tax deductible receipt from GSCV will
only be given for in-kind donations from one party valued at $250 or more of the fair market
value (FMV).
Q: Are troops allowed to participate in community fundraisers or spirit nights where
they receive a monetary donation or percentage of total sales?
A: Yes, as long as these events are not held during the Cookie or Fall Product Sale seasons.
Girl Scout cookies and other council-sponsored product sales are an integral part of the
program. During Girl Scout product sales, you are responsible for the safety of girls, money,
and products. In addition, a wide variety of organizations, causes, and fundraisers may
appeal to Girl Scouts to be their labor force. When representing Girl Scouts, girls cannot
participate in money-earning activities that represent partisan politics or that are not Girl
Scout–approved product sales and efforts. If the EIN number is requested by these
locations, please contact the Philanthropy Department.
Q: Do these guidelines apply to girls earning higher awards? A: Please reference the
higher award guidelines below:
• It is preferred that Girl Scouts earning their Bronze, Silver, or Gold Award use their network
of friends, family, and neighbors to request in-kind donations for these projects. This helps
the girls to expand their personal network and also helps to spread the word of the great
service they are doing in their communities.
• The girls are accountable for all money earning activities, unsolicited donations, in-kind
donations of product or goods for the project.
• Girls should be involved in seeking non-monetary donations for projects.
• Money raised for Girl Scout activities is not to be retained by individuals.
• All unsolicited financial contributions to your project should be deposited in the troop’s
account. These funds should then be designated for the girl’s Higher Award project.
• Girl Scouts may not engage in any direct solicitation for money, use games of chance or
participate in product-demonstration parties.
• The girls must document and account in their final project report a report of all funding and
financial records of the project.
DONATION RECEIPT REQUEST FORM
Troop or Service Unit Receiving Donation: _______________________________________
COMPLETE FOR MONETARY DONATIONS
Donation Amount: ____________________________
[
The IRS does not require documentation for charitable donations of less than $250. GSCV does not issue
receipts on amounts under this threshold. For donations over the $250 threshold, where the EIN is required, the
donation would need to be made to GSCV. GSCV in turn would issue a check in the amount of the donation to
the troop or service unit.
]
Donation Date: _______________________________
Donor: ______________________________________________________________________
Staff Contact (if applicable): _________________________________________________________
Address: ______________________________________________________________________
______________________________________________________________________
Phone #: _________________________________
COMPLETE FOR IN-KIND DONATIONS
Type of Donation: ________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Fair Market Value: _________________________________________________________________
[A tax deductible receipt from GSCV will only be given for in-kind donations from one party valued at $250 or
more of the fair market value.
Donor: ______________________________________________________________________
Staff Contact (if applicable): _________________________________________________________
Address: ______________________________________________________________________
______________________________________________________________________
Phone #: _________________________________
__________________________________________ _______________________
Submitted by Date
GSCV 2015
