2018 Volunteer Cookie Manual. Everything you need for an Altogether Awesome cookie season!

Transcription

1 2018 Volunteer Cookie Manual Everything you need for an Altogether Awesome cookie season!

2 Quick Reference Sale Dates January 1 March 18, 2018 Volunteer Care: volunteercare@gskentuckiana.org ebudde Login Info ebudde website: ebudde.littlebrownie.com ebudde Login: your address Temporary Password: Toff5218 New Password: Digital Cookie Login: your address Digital Cookie Password: Cookie Chair Contact Info Name: Service Unit: Address: Home Phone Number: Mobile Phone Number: Best to call between: Please don't call after: ii

3 Contents Quick Reference What s New for Important dates 3 Cookie Program Patches & Activities 4 The 5 Skills 4 Digital Order Card 4 Operation: Cookie 6 5 for Five 6 Cookie Pro Cookie Program Patches 8 Financial Literacy and Cookie Business Badges 9 The Girl Scout Cookie Activity Pin 10 Troop Basics 11 Materials 14 Credit Card Use 14 Training 14 ACH Procedures 15 Receipting and Banking 15 Safety Tips 16 Cadette, Senior, and Ambassador Reward Options 16 EBudde /Tech 17 Before the Sale Starts 17 Start and Duration of Sale 19 Submitting Initial Reward Order 20 Choosing your Delivery Site 20 Duration and End of Sale 21 ii Websites & Help 34 Where can I go for more help? 34 Cookie Video Trainings 34 Rewards 35 Volunteer Cookie Program Theme Patches 40 Kentuckiana Credits 40 How Do Girls Receive Rewards? 40 Final Procedures 41 When to close out the Program 41 Service Unit Cookie Chair Basics 42 SU Dates and Deadlines 42 Training your troops 43 Who to call for help 43 Cookie Booths 43 Distributing Booth Locations to troops 43 Booth Scheduler 44 Selecting a Cookie Delivery Station 44 During the sale 45 At the end of the program 45 Final Rewards 45 Cookie Program Troop Checklist Cookie Program Top Sellers 47 Cookie Program Order Form 48 Cookie Program Evaluation 49 Delivery Procedures 26 Cookie Deliveries 26 How Do Troops Get Cookies? 26 Steps for a Successful Cookie Pickup 27 How Do Girls Get Cookies? 28 Booths and Cupboards 29 Cookie Booth Sale Dates 29 Council & Service Unit/Area booths 29 Troop Cookie Booths 29 Booth Rules and Safety Guidelines 30 Find the Cookie Booth You Want 30 What is a Cookie Cupboard? 31 How to Get Cookies from a Cupboard 32 1

4 What s New for 2018 Altogether Awesome! Girl Scout Cookies are awesome for all kinds of reasons. They are delicious, and everybody seems to have a favorite flavor. Most important, they are part of a 100-year tradition that helps power girl success. The Girl Scout Cookie Program gives girls the opportunity to do and learn amazing things. They build lifelong skills, friendships and confidence. Thank you for all you do in your community to support the largest girl-led entrepreneurial program in the world. What s New for Credit Card Readers Troops will be able to request and receive one free credit card reader for use at cookie booths. It s a celebration! Our Daisy level has been selling cookies for 10 years now! For the anniversary of the 10th year of Girl Scout Daisies selling Girl Scout cookies, we have a special exclusive patch for any Daisy level girl selling 10 or more packages on their initial order sales. Two Specialty Cookies Are Back! S Mores cookies are back and will be available in cookie cupboards for additional orders. Toffee-tastic cookies are back on the order card for initial orders and will be available in very limited supply at the four PLC cupboards and the Berger warehouse during the additional cookie time. Financial Process Change If a family fails to submit payment on time for any cookies received, a troop may turn in a Family Owing Form. Approved owing forms, exempt the troop from the late portion due from families. Family Owing Forms are available online and in your PLC offices.

5 What s New for 2018 Important dates November/December SU cookie chairs train troops. November/December Troop cookie chairs train families and girls. January 1, 2018 Girls may begin taking initial orders. January 20, 2018 Girls turn in initial orders to troop. There should only be 1 (one) name listed as Troop Leader in ebudde and there MUST be a complete address for mailing Kentuckiana Credits Wednesday, January 24, 2018 Troops submit initial cookie and initial rewards orders. January 21 End of Sale Girls take additional orders. Girls can get additional product from their troop Thursday, January 25, 2018 SU submits initial cookie and initial rewards orders. February 12-20, 2018 Initial order deliveries. Friday, February 23 March 18, 2018 Booth sales. Monday, March 19, 2018 All money must be deposited in troop accounts and ready for withdrawal. Wednesday March 21, 2018 All final rewards selected and submitted. Friday, March 23, 2018 SU checks all troop final information and submits. April/May Kentuckiana Credits are mailed to troop leader. SU cookie chairs receive rewards and distribute to troops. November 1, 2018 Cookie Program Kentuckiana Credits Expire. 3

6 Cookie Program Patches & Activities The 5 Skills The Girl Scout Cookie Program is the largest girl-led entrepreneurial program in the world and girls learn 5 key skills they will use for a lifetime: 1 Goal setting: as she sets cookie sale goals and makes a plan to reach them. 2 Decision-making: as she decides how her team will spend the cookie money. 3 Money management: as she makes a budget, takes orders and handles customers money. 4 People skills: as she learns to talk and listen to all kinds of people while selling cookies. 5 Business ethics: as she is honest and responsible every step of the way. Your time and talents are valuable to girls and to the Girl Scout Cookie Program. Thank you for helping build a program where girls learn, grow and make a lasting impact on the world. Digital Order Card Digital Order Card (DOC) is an optional participation component of the Girl Scout cookie sale. DOC is meant to compliment the direct sales and contacts girls make with customers. It should not replace the traditional door-to-door selling process. In order for a girl to participate in DOC Council must have her registration data correct and complete. This includes the accurate name, birth date, troop number, grade level, and parent/guardian address for each girl. Service Unit Cookie chairs should work with troop leaders to make sure that their girls information is accurate and up to date. Council can help Service Unit Cookie Chairs access troop rosters that list our current registration information. Changes may be made by visiting My GS from our website, If additional assistance is required, or if you have a parent or leader who does not receive the DOC link, please call the Volunteer Care Line at or for support via the Contact Us link. Once the DOC program is activated Parents/guardians will receive a message to the address we have on file. This message will contain instructions on creating their girl s DOC site and how to begin to receive and accept orders. All DOC online orders will automatically be imported into ebudde and credited to the girl and funds credited to troop in ebudde. Shipping/handling fees are paid by customer. 4

7 Cookie Program Patches & Activities Customers have 3 options: Donated cookies: purchase virtual cookies that will be donated to Operation: Cookie. Direct shipped delivery: purchase cookies that are shipped to customer address as provided. Girl delivery: parent/guardian will have to approve this option and the girl will need to secure cookies from her troop inventory and deliver to the customer. Toffee-tastic will be available for girl delivery during the initial order period ONLY. After initial orders are submitted, Toffee-tastic will NOT be available as a Girl Delivery option. All digital orders are pre-paid by the customer online and the amount paid is entered into ebudde system for credit to girl and troop. Girls will also be eligible to earn rewards for DOC orders placed. Troop Volunteers and Digital Cookie Parents love the convenience of using digital cookie and girls who participate in digital cookie sell 76 percent more than girls who participate in the traditional sale alone. Help the girls in your troop reach their goals with Digital Cookie. Accessing Digital Cookie as a volunteer: 1. Watch for an that will have Girl Scout Cookie Program as the sender and the from address will be @ .girlscouts.org 2. Click on the green button in the 3. Create a password and use your address and password to login 4. View the safety video and sign the terms and conditions 5. Check out your troop s progress on your digital cookie dashboard There is a set of Terms & Conditions for each role so if you have multiple roles you will sign multiple Terms & Conditions. If you are also a parent, you can expect a parent to arrive about a week after your volunteer . You do not need to register again if you are using the same for all roles. If you use different addresses for different roles i.e. one for your Girl Scout volunteer communication that is different than your used as a parent you will have separate accounts for each role and need to register each of them. When logging in, you will be prompted to select a role, parent, troop leader, or SU. If you have one address on file for all roles, you can switch between them using the Select a Role button at the top. Additional training regarding the use of DOC will be provided via a Just In Time video. Please watch ebudde for communication on this video training. 5

8 Cookie Program Patches & Activities Digital Cookie Rewards 15 DOC orders Cookie Tech Patch 30 DOC orders Collectible Charm* 60 DOC orders Flashlight Night light Operation: Cookie Operation: Cookie is the 2018 Council-wide Gift of Caring campaign. Troops/girls can take orders/donations for cookies that will be shipped directly to military troops and organizations. These orders MUST be listed in ebudde under the OpCke column. GSK The rewards will automatically generate in ebudde under the rewards tab. See "Submitting Reward Orders" on page 24 for further instructions on how to order/ receive these rewards. Operation: Cookie Rewards 15 boxes Gift of Caring Patch 30 boxes Collectible Charm 60 boxes Light-Up Awesome Sign 6 5 for Five 5 For Five Is a promotion designed to increase your cookie sales. Customers who buy five (or more) packages of cookies receive one 5 For Five entry. Five winners (one in each PLC area) will receive 5 cases of cookies. Entries with customer names, addresses and/or phone numbers should be turned in to the council office by April 1, 2018.

9 Cookie Program Patches & Activities Cookie Pro 2018 Encourage her to step up today to show everyone how the world s largest girl-led entrepreneurial program helped her be a barrier breakin, challenge crushin, lead takin cookie pro! BY ENTERING THE CONTEST, GIRLS GET A CHANCE TO: Unlock this awesome, limited-edition Cookie Pro 2018 patch Girl Scouts of the USA COOKIE PRO 2018 Be featured on our iconic Girl Scout Cookie box HERE S HOW IT WORKS: Who can participate? Registered Girl Scout Cookie sellers from participating councils How do girls enter? By completing their very own Cookie Pro Resume Survey online and submitting it along with a photo Travel to NYC for an all-expenses-paid Girl Scout Cookie Entrepreneur Experience, where girls will talk business with GSUSA leaders and be recognized as a Top Cookie Pro 2018 FUN FACT: 200 million Girl Scout Cookie boxes are distributed each year to more than 50 million cookie buyers! Her cookie pro submission should include things like: Cookie badges she s earned and skills she s learned What she s done or plans to do with her cookie earnings Best selling tips for crushing cookie sale goals like a PRO! girlscouts.org/cookiepro Entry details and official contest rules will be available September 1, Entries accepted January 2, 2018, through April 30, One entry per girl from participating councils. The GIRL SCOUTS name, mark, and all associated trademarks and logotypes, including the Trefoil Design, are owned by Girl Scouts of the USA. 7

10 Cookie Program Patches & Activities Cookie Program Patches Check out additional programs and patches available during the cookie season. Available patches can be ordered or purchased at PLC Shops. Cookies on the Go Patch Revisit neighborhoods and set goals to grow your sale through door-to-door selling Cookie Rookie Patch First year selling cookies? Purchase a Cookie Rookie patch! 2018 Bar Patch Girls selling 2,018 packages of cookies in the 2018 Cookie Program will become members of the Stellar Seller Club. In addition to all the rewards earned and selected for selling 25-2,017 packages, girls will earn the 2018 Bar Patch Cookie Booth Patch Hold a cookie booth during the 2018 cookie program and purchase a Cookie Booth Sales patch. 8

11 Cookie Program Patches & Activities Financial Literacy and Cookie Business Badges Find out about earning all these badges in The Girl s Guide to Girl Scouting and check out the Financial Literacy and Cookie Business badges. Daisies Brownies Juniors Cadettes Seniors Ambassadors Inventor Badge Product Designer Badge Social Innovator Badge Entrepreneur Badge For more about these and other badges girls can earn as Girl Scouts, see the Badge Finder at forgirls.girlscouts.org/badges. To learn more about the Girl Scout Cookie Program, go to girlscoutcookies.org today! 9

12 Cookie Program Patches & Activities The Girl Scout Cookie Activity Pin All girls who participate in the Girl Scout Cookie Program are eligible to earn the annual Cookie Activity Pin. When they earn the pin, invite the girls to share their accomplishments in each of the 5 skills. Here s how girls achieve the 5 Skills through the Girl Scout Cookie Program: Goal Setting Set personal learning goals. What do you want to learn this year? What do you want to do better? Share this with at least one other person or your group. Set personal sales goals for yourself based on your personal and group goals. Keep a record of your accomplishments each year! Decision Making Develop a basic business plan for cookie sales. Work as a team with other Girl Scouts to decide when and where you ll sell cookies and what you ll do with the money you earn. Money Management Develop a budget for accomplishing at least one of the goals you set in the Goal Setting step. Use this budget to help determine your sales goals. Learn to explain how the money earned in the Girl Scout Cookie Program helps you, your group, and your council. People Skills Practice your pitch for customers about what you are selling, why you are selling and why they should purchase cookies from you and your troop! Make a list of customers you will approach. Don t forget to reach out to your valuable customers who bought cookies last year! Business Ethics Discuss how living the Girl Scout Promise and Law applies to what you do in the Girl Scout Cookie Program as a businesswoman. Focus on giving back through charitable contributions such as Operation: Cookie. The Cookie Activity Pin is available for purchase at our shops or at gskentuckiana.org 10

13 Cookie Program Patches & Activities Troop Basics When does the Cookie Program run? Girls may begin taking initial orders on January 1, No one may start selling before this date. Initial orders are taken from January 1 20, Girls should have their order cards to their troop by January 20, Check out "Rewards" on page 35 to view girl rewards for initial sales. After January 20, girls may continue to take orders from friends, family and neighbors and DOC orders may continue through March 13. Troops may hold booth sales from February 23 March 1 to increase their sales numbers and qualify for higher level reward items. Product Line Up! Eight great flavors on the order card from Little Brownie Bakers! 6 Cookie Flavors: Samoas, Thin Mints, Tagalongs, Do-si-dos, Trefoils, and Savannah Smiles are $5.00 per package! 2 Specialty Flavors: Girl Scout S Mores, and Toffee-tastic (gluten free) are $6.00 per package! Who can participate? All registered Girl Scouts with a signed permission slip can participate in the Cookie Program! All troops must be clear of any debt due to the council in order to participate. Any girl with an outstanding debt should not take part with direct sales but she can however participate in booth sales with her troop. Girls registered independently must contact their local office to get cookie information and get set up in the ebudde system. How do we get started?! First, hold a parent meeting. The 2018 Cookie Program Theme is Altogether Awesome! Encourage your girls to set troop goals and individual goals. Hold a family meeting and discuss what the girls have planned for the 2018 Cookie Program. Collect a signed permission slip from the primary guardian for each participating girl in your troop. Remember, when adults understand the importance of the Cookie Program, they give their full support and help their girls do everything it takes to be successful. Let the girls inspire their families! 11

14 Cookie Program Patches & Activities Trefoils Traditional shortbread cookies that are deli ht ully simple and satis yin Do-si-dos Crunchy oatmeal sandwich cookies with creamy peanut utter llin Samoas Crisp cookies coated in caramel, sprinkled with toasted coconut and striped with dark chocolaty coatin Thin Mints Crisp wa ers covered in chocolaty coatin made with natural oil o peppermint TM Crunchy raham sandwich cookies with creamy chocolate and marshmallowy llin Tagalongs Crispy cookies layered with peanut butter and covered with a chocolaty coatin Savannah Smiles Crisp, zesty lemon wed e cookies dusted with powdered su ar Product formulations can change at any time. We encourage you to check the ingredient statement on each package you purchase for the most up-to-date information on the ingredients contained in the product in that package. For more details check with Little Brownie Bakers. The GIRL SCOUTS name and mark, and all associated trademarks and logotypes, including GIRL SCOUT COOKIES, THIN MINTS, TREFOILS, GIRL SCOUT COOKIE SALE, GIRL SCOUT COOKIE PROGRAM, GIRL SCOUT S MORES and the Trefoil Design are owned by Girl Scouts of the USA Little rownie akers is an o cial GSUSA licensee SAMOAS, TAGALONGS, DO-SI-DOS and SAVANNAH SMILES are registered trademarks of Kellogg NA Co. TOFFEE-TASTIC is a trademark of Kellogg NA Co. Copyright, TM, Kellogg NA Co. Toffee-tastic TM Rich, buttery cookies with sweet, crunchy to ee bits RSPO Did you know that our cookies have... i h ructose Corn yrup artially ydro enated ils s rti cial lavors in To ee tastics irl cout mores and o si dos are made with atural lavors ero rams Trans at per ervin 100% Real Cocoa earty hole rain ats in o si dos Thin ints are e an To ee tastics are luten ree R Certi ed ass alance alm il NO HIGH FRUCTOSE CORN SYRUP 12

15 Cookie Program Patches & Activities More than Just another sale. Keep in mind, the Girl Scout Cookie Program is much more than just another sale. It is an opportunity for girls to learn and practice many life skills while having fun and making a difference in their troop, their council and the world! Who s responsible and for what? The troop is financially responsible for: Any cookies ordered through ebudde and picked up at delivery and cookie cupboards. Troop must be aware of total number of cookies submitted in ebudde order check for unusual quantities before hitting submit. Troop must count and sign for all cookies at delivery and from cupboards. The signed receipt is FINAL! There are no exchanges/returns! All girl payments received for cookies and all money collected at booth sales. Provide girls with receipts for money collected. Troops should make timely deposits of all money into the troop account. Any lost or stolen money is troop s responsibility. All girl rewards earned by the troop. Troop must distribute all girl rewards to each girl upon receipt. Rewards for any girl with outstanding debt should be held until balance is paid in full. The family is financially responsible for: All cookies ordered by their Girl Scout. Troop should utilize ebudde and receipts to manage cookies received by each girl and obtain responsible adult s signature. Use receipt books for all cookies and money transactions! All money collected from customers for the cost of cookies. Families must turn in payments to troop by given deadlines. Turning in money often is recommended. Any lost or stolen money is the responsibility of the guardian who signed the girl product permission slip FAMILY OWING FORMS FROM TROOPS WILL NOT BE ACCEPTED WITHOUT SIGNED RECEIPTS SPECIFYING THE COOKIES TAKEN OUT BY FAMILIES. Parents are required to sign receipts anytime they pick up cookies and/or make payments. What s the return policy? There is a no return policy on cookies. What if a package is damaged? If a package is damaged, the package can be exchanged at any cookie cupboard for a non-damaged package of the same cookie flavor. Damaged means: Crushed package Sealed but empty package Unsealed package Returned by customer for any reason 13

16 Cookie Program Patches & Activities Materials What is available and how to access forms All troops will receive the following directly mailed to the leader. Where noted, items are available online at Cookie Program Guide (also online) Cookie receipt books 2 per troop Family Guide 1 per girl (also online) Girl Order card 1 per girl Goal Getter order card 1 per girl (also online) Money collection envelope 1 per girl Additional materials are available at your local Girl Scout office. Product Permission slip (as needed and also online) Family Owing form (available as needed from SUCC or PLC and also online) Berger drive through and warehouse instructions (online only) Check the council website and LittleBrownieBakers.com websites for cookie updates, activity ideas and additional information. 14 Credit Card Use Training Credit card readers will be given to troops requesting them through an online form at by January 9, 2018 All troops will be able to request one free reader and council will cover the credit card fees. Troops that sold 300+ cases of cookies in the 2017 Cookie Program may request a second free card reader. Additional readers may be purchased through council for $39.99 Specific requirement use will include a troop have a smartphone capable of an App download. Flyers on how to order and use credit card readers from council will be given out at SU level cookie trainings. Troops may continue to use their own square devices but council will not pay for any fees connected to non-council devices All troops MUST have at least one adult trained for cookies. Service Units will hold troop trainings in late November/early December. The council will have video trainings available for troop cookie chairs or for any adult connected to a troop that would like to use them. For more information about cookie training, check with your local Girl Scout office.

17 Cookie Program Patches & Activities ACH Procedures Troops must have a troop bank account with proper signers and have a current ACH form on file at council by October 1. Troops formed after October 1 should turn in the ACH form upon opening their troop bank account. Troops must have an ACH form to participate in the cookie program. Troops should deposit money often during the sale. Troops accepting personal checks must make sure to deposit them in in timely manner for checks to clear the bank. Troops with families owing need to turn in a Family Owing Form by March 23, 2018 in order to have the adjusted amount withdrawn for payment. The total amount due to council is listed under the Sales Report tab in ebudde. To accommodate Family Owing Forms, transfers between troops, and late orders, ACH withdraws will occur in more than one transaction. Receipting and Banking Parents are responsible for all Girl Scout Cookies and money received. Have parents, not girls, sign receipts. Fill out a money/cookie receipt each time: An adult picks up cookies from troop An adult delivers money to troop Include date and names on all receipts. Make sure adults count cookies before signing receipt. Count money in front of parent before signing receipts. Adult receives one copy and troop keeps one copy. Protect yourself! Always use a receipt for every cookie and/or money transaction. Troops will be held responsible for entire balance due to council if signed receipts are not included with any family owing forms. Cookie Receipt Money Receipt 15

18 Cookie Program Patches & Activities Safety Tips Show you re a Girl Scout. Wear your GS membership pin and/or GS clothing to identify yourself as a Girl Scout. Buddy up. Always use the buddy system. It s not just safe, it s more fun! Be street wise. Sell in familiar areas and neighborhoods. Partner with adults. Daisies, Brownies and Juniors must be accompanied by an adult. Girl Scout Cadettes, Seniors and Ambassadors should be supervised by an adult and should never sell alone. Adults must be present at cookie booths in public places at all times. Plan ahead. Always have a plan for safeguarding money avoid walking around with large amounts or keeping it at home or school. Give money to supervising adults who should deposit money into troop bank accounts as soon and often as possible. Do not enter. Never enter the house of a customer. Avoid selling to people in vehicles or going into unfamiliar areas. Sell in the daytime. Sell door to door only during daylight hours. Protect privacy and be net wise. Do not give out girls name, address, personal or phone number. Use adult s whenever possible. Adult supervision should be stressed when using online sites or social media for cookie promotion. Be safe on the road. Always follow safe pedestrian practices, especially when crossing at intersections or walking along roadways. Cadette, Senior, and Ambassador Reward Options Older girl troops may select one of 2 cookie rewards options. Troop must decide as a whole which option they are using. Option #1 Regular cookie rewards program Girls receive rewards and patches earned Troop receives $.70 profit per box ($.80 for S Mores flavor) Troops qualifying at 225+, 300+ and 400+ PGA levels receive PGA rewards connected to those levels Troops selecting Option #1 regular rewards program complete ebudde entries as usual. Option #2 Additional troop profit program Qualifying girls receive theme and bar patch Troop receives $.70 profit per box ($.80 for S Mores flavor) Troop receives additional $.10 profit per box instead of traditional rewards Kentuckiana Credits will be given to girls starting at the 500 package level Troops qualifying at 225+, 300+ and 400+ PGA levels receive PGA rewards connected to those levels 16 Troops selecting Option #2, check Opt out of rewards for additional proceeds box under settings tab in ebudde. This box must be checked in order for ebudde to correctly figure troop profit and amount due to council.

19 EBudde /Tech EBudde is the online cookie inventory management system from Little Brownie Bakers. You will receive ebudde updates and announcements via throughout the sale. DO NOT UNSUBSCRIBE from these s; you will miss important up-to-date announcements and information. Manuals are available in ebudde with step-by-step instructions for each of the tabs. One troop user will be set in ebudde for each troop. Before the Sale Starts Initial Log In 1. Go to 2. All users enter your address and default password (Toff5218) 3. Click Log In 4. Create a new password 5. Enter your contact information and set up security questions. All information is required. Your Troop Dashboard now appears Troop Dashboard This is the screen you will see every time you log into ebudde. Important messages from council and/or your service unit may be posted on this screen. Troop checklist for tracking activity in ebudde is available here. 17

20 EBudde /Tech Contacts Tab Click Edit next to your contact information to update your personal information as needed. You may change all the information displayed except your address. You may change your by logging out and at the login screen click the link to update your information. Click Submit to save the information Setting up your Troop in ebudde Settings Tab 1. Click the Edit Settings button. Some fields are not accessible for troops. Make sure all information is correct. If any information is incorrect that you cannot edit please contact the GS office for corrections. 2. Enter Troop Goal (pkgs.) 3. Make sure level is correct. For multi-grade troops select the level of the majority of the girls. Do NOT enter Group, Individual Girls or Other as a level choice. 4. Check No rewards/additional proceeds if your troop is opting out of girl rewards in order to receive extra profit (ONLY available for Girl Scout Cadettes and above) 5. Scroll to the bottom of the screen 6. Click Update Girls Registered and Girls selling will be automated. Council will enter banking information from ACH forms 18

21 EBudde /Tech Girls Tab Girls tab will be locked. All registered girls will be automatically uploaded into ebudde. Verify that all girls are in ebudde BEFORE the January start date. If a girl is missing from ebudde roster contact the Volunteer Care line ( ) or directly from Once registration is confirmed, girl will be entered into ebudde by council. Uploads will be run weekly to ensure all newly registered girls are entered. Troops will NOT be able to add a girl to a troop in ebudde. After registering a new girl, it may take up to a week for her information to upload. If she does not show up contact the Volunteer Care line ( ). Start and Duration of Sale Placing your Initial Order Initial Order Tab 1. Click on each girl s name 2. At the bottom of the screen, squares will appear where you enter her order. 3. Tab through the columns entering package order by variety. 4. OPCKE = Operation: Cookie the council s Gift of Caring program. These cookies are virtual and WILL NOT be delivered to your troop. Council will handle the inventory and distribution of OpCke sales. 5. Click OK button on the far bottom right 6. Repeat the process for each girl. 7. Click Save at top of the screen 8. Troop order is now saved 19

22 EBudde /Tech To submit your troop s Initial Order 1. Review the totals at the bottom of screen. 2. Check to make sure you don t have an extra zero or haven t accidentally ordered 1000 boxes of Savannah Smiles! 3. Remember, once you submit your order the cookies belong to your troop! 4. Click Submit Order You can Save and Edit as many times as you need to, but you can only Submit once. After you Submit you will not have access to change any initial order information. Troop initial orders must be submitted by 11:59 PM EST, January 24, Initial orders are in full cases so there will be numbers in the line that reads Others+Extras-Charity. These cookies are extras and can be used at your booths or for any donations. Submitting Initial Reward Order See "To Submit Reward Orders" on page 25 Choosing your Delivery Site Delivery Tab 1. Click who is picking up your troop cookies. 2. Click if you will be picking up for more than one troop. 3. If you have the option, choose your Delivery Station. 4. Those selecting a delivery station must also choose a pick up day and time. 5. Days that have all time slots filled cannot be selected 6. Click the Submit My Info button. 7. The system will confirm that your delivery information was updated. 8. For more details about delivery procedures see the "Delivery Procedures" on page

23 EBudde /Tech Duration and End of Sale Allocating Additional Girl Orders To allocate additional girl orders Girls Order Tab 1. Click on the girl s name 2. Click Add Trans 3. Green boxes will appear across the bottom of the screen Record the total number of boxes in appropriate column Choices are Initial, OPCKE, Booth, Other, Specialty Booth, and Specialty Other 1. Initial Initial column is locked. No changes can be made to the initial order once it has been submitted. 2. OPCKE For virtual donated packages. Girls will collect payment at time of order. These additional orders will increase the amount of money owed by the girl and the troop. No cookies will be received by the troop. Cookies will be sent directly to a military group by the council. At booth sales, please do NOT collect actual boxes of cookies to donate for OPCKE. OPCKE sales are ALWAYS virtual and council will NOT accept any physical boxes for those donations. 3. Booth (also Specialty Booth) Record cookies sold at booth sales. Record total packages & money to be allocated to each girl. You do not have to specify flavor varieties (exception: S Mores & Toffee-tastic flavors) 4. Other (also Specialty Other) Record any additional orders picked up by the girl. After allocating cookie packages Click the OK button on the bottom right or just hit [Enter] Click SAVE button on the top left to save your transaction. Repeat for each girl as needed. 21

24 EBudde /Tech 22 Recording girl payments in ebudde Girl Orders Tab 1. Click on girl s name. 2. Click Add Payment button. 3. Green boxes appear at the bottom of the screen. 4. Record the date in comments box. 5. Record total amount paid in the PAID column. 6. Click OK button or just hit ENTER. 7. Click Save to save transaction. 8. Repeat for each as needed. 9. See more details about booth sites under the Booths & Cupboard section of this guide. Signing up for booths in ebudde Choose from Existing Booth Sites 1. Click on Booth Sites Tab. 2. Click to select Council Booth Sales from drop down. 3. Click on Plus Sign next to the city where you would like to hold a booth. 4. Choose the location. 5. Choose the date and time. This will bring up a new screen with all available times. 6. Click on your preferred time and submit. 7. You will receive a message that your time is reserved. If you decide to not hold a booth you signed up for, make sure you remove your troop from the list so the site will be available for another troop to select. Add your Own Booth Site 1. Click to select My Sales from drop down. 2. Enter all information. 3. Click Add 4. Approval will show pending. 5. Approval will be denied or approved by SUCC/booth coordinator. 6. Green is approved, orange is denied.

25 EBudde /Tech Additional Cookies and Transfers How to Submit a Cupboard Pending Order All cupboards need a pending order to ensure cookies are available. Troops who do not submit a pending order prior to pick up may not be able to get their entire request. 1. Open the Transactions Tab 2. Click Add a Transaction button 3. Click in the Pickup square and a new window appears. 4. Choose the pickup and time of your choice. Pick up dates must be at least 24 hours after entry. 5. Click Save/Print. 6. Your pickup date is now set. A Receipt number is automatically generated. Choose the following information from the drop down boxes: 1. TYPE = Normal 2. 2nd PARTY = Cupboard 3. Choose the Cupboard Name 4. MOVEMENT = Add Product 5. Fill in correct number of cases/packages by flavor. 6. Click Save/Print for transaction receipt. 7. Take receipt to cupboard for pickup. 8. If you are not printing at the moment click Okay. 9. Click Save button to save transaction. 10. Verify the transaction was saved. NOTE: Your troop will show a pending transaction on the Transaction Tab. Pending orders are marked yes until picked up at cupboard. Yes is removed after pick up. Pending orders will be released by the cupboard managers after pick up. Troops sign receipt at pickup. Keep all signed receipts for your records. There are no returns! 23

26 EBudde /Tech Troop to troop transfers Troops can transfer cookies to other troops. A cookie transaction receipt should be completed. Both troops retain a copy of the receipt for their records. The troop adding the cookies is responsible for entering the transaction in ebudde. To enter the troop to troop transfer in ebudde 1. Open the Transactions Tab 2. Click the Add a Transaction button. 3. Cookie Transaction Window appears. Choose the following information from the drop down boxes: 1. Type = Normal 2. 2nd Party = Troop 3. Troop # = Troop number of troop giving cookies 4. Movement = Add Product 5. Fill in the correct number of packages received from other troop. 6. Click Okay 7. Click the Save button to save transaction. 4. Verify the transaction was saved on the Transaction Tab NOTE: Troop will show an increase in cookies and money due. Submitting Reward Orders Rewards Tab EBudde will calculate the girl reward orders based on the number of packages sold. Initial Rewards are filled out and submitted after Troop Initial Order is submitted. Initial rewards cannot be changed after initial cookie orders are submitted. See "Rewards" on page 35 for details on the initial reward options. Final rewards are to be filled out and submitted by March 21,

27 EBudde /Tech To Submit Reward Orders 1. Open the Rewards Tab 2. Click Fill Out next to Initial or Final Reward Order. 3. Click on each girl s name to enter the correct rewards. 4. Click Submit Girl Order 5. Repeat for each girl as needed. 6. Submit troop order. 7. Click OK in the pop up box to confirm your submission. 8. Once the girl rewards are submitted, no changes can be made. Initial Girl Rewards are received at your Initial Order Pickup. Final rewards are shipped from vendors to the SUCC. SUCC will distribute to troops no later than May 15, Size exchanges can be made at PLCs while quantities last. Kentuckiana Credits are mailed directly to troop leaders as listed in ebudde 25

28 Delivery Procedures Cookie Deliveries February 12-20, 2018 Check with your Service Unit Cookie Chair (SUCC) for exact dates and times. How Do Troops Get Cookies? Traditional and trailer drop pick-ups Check with your SU Cookie Chair for location. Check with your service unit cookie chair for pick up time ranges OR sign up for time through ebudde Delivery tab if available Louisville/Metro/Berger drive-thru warehouse 3410 Robards Court Louisville, KY You must have a scheduled TIME slot Troops cannot select a date that has no open time slots in ebudde Bring a printed copy of your ebudde delivery confirmation with a designated time slot Bring enough vehicles to fit all of your cases of cookies (entire initial order) Arrive as close to your scheduled time as possible No earlier than 5-10 minutes before your scheduled time slot Have your ebudde delivery confirmation with case count Bring an adult counter(s) (someone besides the driver) to walk through with vehicles Only the counter will be allowed to leave the vehicle while in the warehouse A council staff member will greet you in parking lot and direct you to correct line Adult counters(s) (not drivers) count as cookies are loaded into vehicles Count and sign for each flavor as you load into troop vehicles Pick up any earned initial girl rewards If you are unsure of count at end, you may pull to the staging area and recount before signing receipt Once you sign your troop is financially responsible for those cookies Shortages from initial delivery will not be replaced, unless a discrepancy is discovered before the receipt is signed 26

29 Delivery Procedures Steps for a Successful Cookie Pickup Bring enough vehicles to fit all of your cases of cookies Arrive as close to your scheduled time as possible Have your ebudde delivery confirmation with case count Count as cookies are loaded into vehicles Pick up any earned initial girl rewards Make sure your cookie count is correct before signing for cookies received Once you sign your troop is financially responsible for those cookies Shortages from initial delivery will not be replaced, unless a discrepancy is discovered before the receipt is signed Cookies by the Carload Use this guide to approximate how many cases of cookies will fit in your vehicle. The amounts assume the car will be empty except for the driver and uses all space except the driver s seat. Safety Note: Avoid carrying cookie cases and children in the passenger area of a vehicle at the same time. Car Type # of cases Compact Car 23 Hatchback Car 30 Mid-size sedan 35 Sport Utility Vehicle 60 Station Wagon 75 Mini Van (seats in) 75 Pick-Up truck (full bed) 100 Cargo Van (seats in) 200 When picking up cookies be prepared to count and sign for entire order. Don t sign receipt until you are sure the count is correct. Shortages from delivery will not be replaced! 27

30 Delivery Procedures How Do Girls Get Cookies? Divide entire troop inventory by girl BEFORE distributing and verify counts BEFORE families pick up cookies Distribute the cookies to your girls as soon as possible Make sure each family counts all cookies and an adult signs the receipt for them at pick up time Families should receive a receipt of cookies and payment schedule Girls should deliver their initial orders, collect money due and turn into troop by the first week of March Families should sign receipts any time cookies are exchanged between the troop and family How Do Customers Get Cookies? Girls should deliver initial orders as soon as they receive their cookies from the troop 6 flavors of cookies are $5.00 per package (Savannah Smiles, Trefoils, Do-Si-Dos, Samoas, Tagalongs, Thin Mints). The two specialty flavors: Girl Scout S Mores and Toffee-tastic cookies are $6.00 per package Troop should decide if checks may be accepted and if they should be made out to troop or girl Girls should turn in money often (especially if checks are accepted so they have time to clear the bank) Encourage girls to take extra packages of cookies with them while delivering for additional sales Providing a transaction receipt each time cookies or money changes hands keeps a record of who is financially responsible. Protect yourself, protect your troop, and protect your Girl Scouts provide a receipt! See "How Do Troops Get Cookies?" on page 26 for more details about delivery information in ebudde 28

31 Booths and Cupboards Cookie Booth Sale Dates Friday February 23 Sunday March 18 Council & Service Unit/Area booths Booths are set up by council, service unit or areas for troops to sign up for and run. Service Units/Areas will have booth sign ups at a predetermined meeting for their SU/Area during January. Selected booth locations will then be uploaded into ebudde. Any open times loaded into ebudde will be available for any troop to sign up to run. A few special Council booths may be loaded into ebudde. Instructions on special council booths will be sent via ebudde . Troop Cookie Booths Troops may set up their own booths under the following guidelines: Locations cannot be a major business or location where the service unit/area generally has booths. Locations should be in geographic area of troop s service unit/area if possible. If location is outside of the troop s service unit/area geographic boundaries, it can only be at a location where the troop has a personal connection with the manager/owner. For example A Wal-Mart is a location that would be used by all troops in an area. Therefore saying My daughter s father is the manager of the Wal-Mart in our area and he is allowing us to have a booth there, that personal connection would not be allowed. Troop booths must be entered into ebudde and be approved before they can happen. At least 48 hours notice is necessary for approval/denial in ebudde. What do I take to a Cookie Booth? Confirm your booth assignment and check for any specific rules for that location. Arrive on time with: Table and cash box (with money for change) Signs for marketing your cookies Operation: Cookie marketing materials Girls WITH their Girl Scout uniforms or other clothing that identifies them as a Girl Scout 29

32 Booths and Cupboards Booth Rules and Safety Guidelines Cookie booths are a troop activity. Personal cookies (those checked out by the girl/parent) cannot be brought to the booth. Make sure girls know troop goals and plans for cookie proceeds. Every booth is to have a minimum of 2 girls and 2 adults per GSUSA safety guidelines. Adults cannot conduct a booth sale by themselves. The only exception to this is for council sponsored booths that may occur during normal school hours. No tagalongs (any children who are NOT Girl Scouts) are permitted at booths. Make sure you have all needed supplies. Be sure to have a first aid kit and your permission slips. A safe money container is highly advisable. Girls should do the selling, not the adults. Plan ahead of time how girls will be credited for sales. Leave the chewing gum, food and soda for after your sale. NO SMOKING. Don t bring your pets and please don t leave any trash behind. Businesses may have their own requirements. Please respect their requests to ensure the site for future sales. Do not roam the store. Do not approach people in parking lots. Ask visitors one time (in or out of store). Sashes, vests and/or pins should be worn. Girls should easily be identified as Girl Scouts. Leave your booth cleaner than you found it. Take all empty boxes and garbage with you, don t put in the store s garbage cans or dumpster. Find the Cookie Booth You Want Your service unit/area may have a sign up meeting for booths in your area in January or early February. After booths are uploaded into ebudde you can sign up for a booth. See "Choose from Existing Booth Sites" on page 22 or "Add your Own Booth Site" on page 22. How many cookies should I take? Below are suggested package amounts for a 1st weekend booth. The number of packages suggestion is an estimate. Check with other troops in your service unit that have held booths at same location, day and time for other suggestions on amounts. Remember the later in the booth sale period, the fewer packages you may need. Cookie 2 Hours 3 Hours 4 Hours 8 Hours Savannah Smiles S Mores Trefoils Do-si-dos Samoas Tagalongs Toffee-tastic Thin Mints

33 Booths and Cupboards Where do I get cookies for a booth? Troops may have extra cookies left from their initial order to use for booths. Troops can get additional cookies from a cookie cupboard. Remember you can get mixed cases of cookies at some of the cupboards. You can get as many cookies as you want, but remember no cookies may be returned! Don t be a no show Business owners and customers are expecting you. If your troop is unable to attend a booth, return to ebudde and deselect the time scheduled. This will open up this booth location and time for another troop to pick up. We want to make sure all booth sales are filled as these locations are listed on the Cookie Locator App. Your customers are looking for you! What is a Cookie Cupboard? Cookie Cupboards are locations where troops can pick up more cookies for both girls additional cookie orders and for booth sales. Girl Scouts of Kentuckiana will have five council-run cupboards and other volunteer-run cupboards located in a selected number of service units. Check the Cupboard Locations chart for locations and hours of operation. Who can pick up cookies for the troop from a cookie cupboard? Troops may elect to give parents permission to pick up cookies. When cookies are received from a cupboard, the troop is taking financial responsibility for those cookies. The person picking up cookies will sign a receipt for cookies received. Which cupboard location should I use? Unless otherwise noted, troops may pick up cookies at any of the listed cupboards. When entering an order in ebudde make sure you enter the correct cupboard number for the location from which you plan to pick up. What varieties are available at cupboards? All flavors should be available at all locations. The exception is Toffee-tastic which is only available at PLC Cupboards and the Berger Warehouse. If a cupboard is out of a flavor, it should be noted on the cookie transaction page and not be able to be ordered. How many cookies can I take? The number of packages or cases you are able to get will depend on the cupboard inventory. If you have a large order you should check with the Service Unit/Area cupboards on their inventory availability prior to going to pick up. All quantities are suggestions. Troops may want to contact experienced troops to get a better idea of numbers of boxes/flavors for a booth. 31

34 Booths and Cupboards S Mores the new cookie- is untested at booths. Customers do tend to try the new cookie so a suggestion would be for the troop to purchase a box, open it and break up the cookies for taste samples. Remember, no cookies can be returned. How to Get Cookies from a Cupboard The ebudde Pending Order Process What is a pending order? A pending order is a troop transaction through ebudde that is directly connected to a cookie cupboard. The troop s pending order request is entered through ebudde and is instantly seen on the cupboard manager s inventory screen. Troops must schedule their pending order in advance so that council can manage the inventory and make every attempt to have cookies available at the locations requested. Inventory in cupboards will be managed closely. Pending orders will help the council keep inventory necessary to fill orders. Troops picking up cookies with a Pending Order in ebudde will have priority over troops without a Pending Order. The more notice given via pending orders, the better it is for keeping cupboards fully stocked and flavors readily available. Pending Order schedule: You must place your cookie order in ebudde as early as possible in order to have cookies available for you at the cupboard. We will be stocking all cupboards based on pending orders. Troops with pending orders will have priority for pick up availability. For weekend availability troops should have orders placed by noon on Tuesday in order to pick up after noon on Thursday of the same week. If you miss an order by deadline and you are in urgent need of cookies, contact Karen Smallwood by only ksmallwood@gskentuckiana.org. Efforts will be made to see if cookies will be available for your pick up. How to submit a pending order Cookie cupboards need a pending order to manage cookie inventory at the council level. Troops without a pending order prior to pick up can only receive cookies after all pending orders are filled. See "How to Submit a Cupboard Pending Order" on page

35 Booths and Cupboards Cookie Cupboard Locations Name Location Contact Hours Berger Warehouse (M1) 3410 Robards Court Louisville, KY Mon. Fri. 9:00 am 4:00 pm Sat. 8:30 am 1:30 pm Bear Creek PLC (BC2) Caveland PLC (CL3) Heartland PLC (HL4) Pennyroyal PLC (PR5) Area 15 (A15) 711 Jefferson Street Paducah, KY Lehman Suite #7 Bowling Green, KY West Court Avenue Jeffersonville, IN Mon. 11:00 am 4:00 pm Thu. 11:00 am 6:00 pm Fri. 11:00 am 6:00 pm Sat. 10:00 am 2:00 pm Mon. 11:00 am 4:00 pm Thu. 11:00 am 6:00 pm Fri. 11:00 am 6:00 pm Sat. 10:00 am 2:00 pm Mon. 11:00 am 4:00 pm Thu. 11:00 am 6:00 pm Fri. 11:00 am 6:00 pm Sat. 10:00 am 2:00 pm Mon. 11:00 am 4:00 pm Thu. 11:00 am 6:00 pm Fri. 11:00 am 6:00 pm Sat. 10:00 am 2:00 pm Sarai Snyder Gumm Call first for cookie availability Mon. Fri. 8:00 am 4:00 pm After hours and weekends call and arrangements can be made Hopkins County (H8) 1928 Alma Court Madisonville, KY Diana Boone Call, text,or for appointment before 9:00 pm Do not come without checking Murray (MU1) HBS/MSU 561 Emma Drive Murray, KY Gerry Harris Call or for appointment Murray SU troops only Nelson County (NE1) 260 Sunset Drive Bardstown, KY Kathy Hernandez Phyllis Mcllvoy Sun. Thur. 10:00 am 7:00 pm Sat. 10:00 am 8:00 pm Spencer County (SP1) 398 Autumn Drive Taylorsville, KY Lisa Freeman By appointment only for appointment There may be some additional cupboards. For details on additional cupboards check with your local PLC. ALL cupboards (except PLCs and Berger) will close by Monday, March 13. Check with cupboards for cookie availability. 33

36 Websites & Help Websites & Help Where can I go for more help? Our goal is that you can find everything you need in this guide and online at Service Unit Cookie Chair Contact Information Name: Phone: Best time to call: Volunteer Care If you have questions, first call your Service Unit Cookie Chair. For additional help, call the Volunteer Care Line at or via at Online Resources Check out the list of websites that you will want to keep handy. ebudde : ebudde Demo site: Little Brownie Bakers: Girl Scouts of Kentuckiana: Cookie Video Trainings Council will assist troops and service unit cookie chairs by offering Just In Time videos during the cookie program. Watch for ebudde messages on how to access the videos. 34

37 Rewards Girl rewards are based on the number of packages sold and are cumulative. Girls should be given credit for booth sales as well as individual sales. Troops should make sure to credit all packages of cookies in ebudde to girls for reward credit. See "Cadette, Senior, and Ambassador Reward Options" on page 16 for the Older Girl reward option. Be sure to enter and submit all rewards in ebudde. See "Submitting Reward Orders" on page 24 for how to enter and submit rewards! Initial PGA Reward 200+ packages PGA (one each per selling girl) Art Growing Trinket Tray 300+ packages PGA (one each per selling girl) Sports Pack 300+ packages PGA (one per troop) Hero Trunk Organizer Final PGA Reward 300+ packages PGA Troop receives additional $0.05 per box for all cookies sold packages PGA (one each per selling girl) Seas the Day t-shirt & Super patch 400+ packages PGA Baker s Dozen Troop Reward See "BAKER S DOZEN" on page 39 for reward choices. Experience is for girls selling in the 2018 cookie program and adults based on Safety Wise for traveling experiences or 2 adults for membership choice 35

38 Rewards Initial Order Girl Rewards 180+ packages Awesome Day Pillowcase 215+ packages Sunglasses Set 300+ packages Weekender Tote Packages must be entered in ebudde by January 24, :59 PM EST to qualify for initial order girl rewards. Operation: Cookie Rewards 15 boxes Gift of Caring patch 30 boxes Collectible Charm* 60 boxes Light-Up Awesome Sign Operation: Cookie packages must be listed in the OpCke column in ebudde to qualify for rewards 36

39 Rewards Girl Rewards Bar Patches One bar patch earned at highest level from A special 2018 bar patch will be given to girls reaching that level. 25+ packages Theme patch 75+ packages Samoas Earbud Pouch 110+ packages Altogether Awesome Bracelet Set 150+ packages Splash of Color Art Journal 200+ packages Hatching Turtle Plush 250+ packages Seas the Day Thermal Cup 300+ packages Artist Roll 400+ packages Mermaid Blanket 500+ packages Bluetooth Turtle Speaker & Traveling Turtle Bag 37

40 Rewards 750+ packages Chair to Go OR Message Pillow* OR Camping Lantern* packages Ozobot* OR Windpouch* OR Pottery Wheel* OR Echo Dot* packages American Girl Doll of the Year* 2018 OR Design Your Own Nike Backpack* OR Fire Tablet* packages Drone* OR Fit Bit Alta* OR Tent* (6 person tent) & Stellar Seller Club: packages Google Chromebook* OR Amazon Echo Show* OR Mini 3-D Printer* OR One session of 2018 resident camp, transportation to camp if needed (Bear Creek Aquatic Camp) and personalized sleeping bag* 38 *Make, model, color of item may not be as pictured.

41 Rewards BAKER S DOZEN Troops with a Final Per Girl Average of 400+ packages can choose of one of the following. 1. Membership renewal for the for all girls selling and 2 adults 2. One day ticket to Kentucky Science Center for all girls selling and Safety Wise Adults 3. One day ticket to Louisville Zoo for all girls selling and Safety Wise Adults 4. One day ticket to Louisville Slugger Museum for all girls selling and Safety Wise Adults 5. One day ticket to Mammoth Cave (one tour) for all girls selling and Safety Wise Adults 6. One day ticket to Kentucky Down Under for all girls selling and Safety Wise Adults 7. One day ticket to Newport Aquarium for all girls selling and Safety Wise Adults 8. One day ticket to Cincinnati Zoo for all girls selling and Safety Wise Adults 9. One day ticket to Nashville Zoo for all girls selling and Safety Wise Adults 10. One Day ticket to Nashville Adventure Science Center for all girls selling and Safety Wise Adults 11. One day ticket to Indianapolis Zoo for all girls selling and Safety Wise Adults 12. One Day Ticket to Conner Prairie for all girls selling and Safety Wise Adults 13. One day ticket to Indianapolis Children s Museum for all girls selling and Safety Wise Adults Safety Wise Adults numbers: Daisy troops 2 adults for 6 girls plus one additional adult for every 4 more girls Brownie troops 2 adults for 12 girls plus one additional adult for every 6 more girls Junior troops 2 adults for 16 girls plus one additional adult for every 8 more girls Cadette troops 2 adults for 20 girls plus one additional adult for every 10 more girls Senior troops 2 adults for 24 girls plus one additional adult for every 12 more girls Ambassador troops 2 adults for 24 girls plus one additional adult for every 12 more girls Any additional adults will be responsible for their own tickets. 39

42 Rewards Volunteer Cookie Program Theme Patches Up to two free volunteer patches per troop can be ordered through ebudde. Additional patches for other adult volunteers are available for purchase through GSK shops. Girl rewards are based on the number of packages sold and are cumulative. Girls should be given credit for booth sales as well as individual sales. Troops should make sure to credit all packages of cookies in ebudde to girls for reward credit. See "Cadette, Senior, and Ambassador Reward Options" on page 16 for the Older Girl reward option. REMEMBER Be sure to enter and submit all rewards in ebudde. See "Submitting Reward Orders" on page 24 for how to enter and submit rewards! Kentuckiana Credits Kentuckiana Credits are earned as follows: 10 credits for 110 packages of cookies sold 20 credits for 220 packages sold 30 credits for 300 packages sold 10 credits for each additional 100 packages sold (over 300) Kentuckiana Credits may be used for: Girl membership fees (no adults) Resident & day camp fees GSUSA Destinations Service Unit & council sponsored activities Council shop items (non-earned items) Kentuckiana Credits for older girl troops taking Opt Out choice start at the 500 package level. The Kentuckiana Credits belong to the girl and cannot be sold or exchanged for cash. Expiration date for Kentuckiana Credits earned in the 2018 Cookie Program is Thursday, November 1, Kentuckiana Cookie Credits will not be accepted after this date! 40 Kentuckiana Credits cards will be mailed to leader, as listed in ebudde under the Contacts Tab. Cookie bills must be paid in full (or Family Owing Forms turned in for adjusted amount to be withdrawn) before rewards will be distributed to troops. Troops will pick up Initial Rewards at the initial cookie pick up time. Kentuckiana Credits are mailed to troop leaders, as listed in ebudde, by mid-april. How Do Girls Receive Rewards? Final rewards are shipped to Service Unit Cookie Chairs and should be received and distributed to troops by mid-may. Make sure to check with your SU cookie chair for distribution procedures.

43 Final Procedures Final Procedures When to close out the Program The final day for booth sales is Sunday March 18, All individual girl money should be in to troop prior to that date with the absolute final deadline for all money (girl, troop, booth sales) to be deposited Monday March 19, Make sure to deposit troop funds often during sale, especially any checks put into troop bank accounts so they have time to clear. Council will do ACH withdrawals (amounts owed to council) between mid-march and late April. To accommodate Family Owing Forms, late transfers/ additional orders, ACH withdrawals will be more than one transaction for each troop. Check your amount due to council in ebudde under the Sales Report tab. Final financial procedures Double check the Sales Report tab in ebudde for accuracy. If a family does not turn in money owed to troop make sure to submit a Family Owing Form by March 23, Council will adjust the amount to be deducted via ACH withdraw. Make sure funds are all deposited and available for withdrawal from troop bank account. Final rewards Make sure all final rewards are selected and submitted in ebudde by March 21. All cookies should be credited to girls for correct reward amounts. If any clothing items have been earned double check that sizes are accurate and entered. If your troop wants up to 2 free volunteer patches, make sure those are entered manually at the bottom of the rewards list and submitted. Evaluate Please complete the cookie program evaluation and return it to your PLC. We value your input and use the evaluations to plan for the next cookie season. Your experiences and opinions matter. 41

44 Service Unit Cookie Chair Basics This section is for service unit cookie chairs only. Information and dates and deadlines are for service unit level and NOT for troops. SU Dates and Deadlines December Check your SU set up in ebudde. Make sure all information is complete and accurate. Check Troops tab for list of troops. Let council know about any correction or deletions needed. February Hold a booth sale sign up and complete the booth sale spreadsheet to be uploaded into ebudde. Booth sites need to be turned into council for upload no later than February 15. February Cookie delivery dates. Check ebudde for exact date and estimated time. February 23- March 18 Booth sale period. Check in with troops to see if any need help. Remind them to keep troop deposits current and cookie inventory managed. Remind troops no cookies can be returned so if they have too many cookies on hand, help them with troop to troop transfers. Train troops, give them their ebudde access information. Remind troops if they do not have a current ACH form on file in Louisville office to mail immediately. December/January Contact locations to set up booth sales. You may appoint a booth sales chair to assist with this task. January 25, 2018 SUCC check all troop submissions for cookie orders and initial rewards orders. EBudde will be locked and you will not have access to edit initial cookie or reward orders after 11:59 PM EST. March 23, 2018 All troops final rewards should be submitted. Check ebudde and submit at SU level. April/May Receive shipment of troop rewards, double check for accuracy BEFORE dividing and distributing by troops. Distribute to troops no later than May 15, May Complete SU cookie evaluation. 42