Here’s where you’ll find financial information you need to know for cookie campaigns.
Unit Cookie Distribution and Payment Tracking
It’s cookie time and you’re ready to distribute cases to your girls. Now there’s an easier way!
Parent Cookie Agreement for Larger Orders
We’ve designed a Parent Cookie Agreement that should be used when girls request a larger number of cases (7+) during a campaign. This is designed to hold the girl and her parent/guardian(s) responsible for the sale and payment of cases ordered.
Parent Cookie Agreement for LONES
Please use this Lones Cookie Agreement should you have any girls in your unit wishing to sell cookies in the upcoming campaign. You will need to fill in the following fields before sending to the family:
- Online Bill Payment Account Code - girl specific
- Unit Payment Date
Invoicing and Payment
Cookie invoices are sent electronically to unit Treasurers, with a copy to the Cookie Orderer, approximately two weeks before the confirmed payment due date. Invoices will indicate the number of cases picked up, total amount owing, when to deposit cookie money and when full payment will be withdrawn from the unit’s centralized bank account (there are no payment extensions).
Tiered Cookie Sales Incentive program
As of Spring 2017, Ontario Council is introducing a tiered approach for allocating the unit portion of cookie sales, through our Tiered Cookie Sales Incentive program. Going forward, the unit allocation for cookies in each campaign will be calculated based on the average number of cases-per- girl sold. For more details, including what the various tiers and payment levels are, please read the program FAQ.
Parent Not Paid Process
Each unit is responsible for collecting cookie money from their parents. If a parent has not submitted payment by the specified unit payment date, immediately request the Parent Not Paid documents, and begin the outlined process.
If you follow this procedure and are still unsuccessful, Ontario Council will reimburse the unit for the missing money and handle any further collection steps. To be eligible for reimbursement, all unit documentation must be submitted to the Cookie Administrator no later than 30 days after the specified payment due date of the current campaign.
Missing/ Damage Cookie Box Reporting Form for Units
A new Missing/ Damage Cookie Box Reporting Form has been created for units to use during the cookie campaigns should you need to report any missing or damaged cookie boxes to the Cookie Department.
The deadline to report any missing or damaged cookie boxes to the cookie department is:
Spring Campaign – May 1st
Fall Campaign – November 1st
Once you have completed this form a report will be sent to the Cookie Coordinator who will then submit this information to the National Office to determine if a credit can be received from the Manufacturer.
Credits will be returned to the unit’s account after the specified payment date.The credit will be for only the payment portion of each box and is dependent on the manufacturer’s response and the nature of the report.
Stolen Cookie Money
If your unit has cookie money or cookie cases stolen, immediately report the theft to the police and provide a copy of the police report to the Cookie Coordinator.
Online Bill Payments
Families can now make
payments to your Girl Guide unit at their convenience. No longer do families need to write cheques or bring cash to your unit meetings. Using the method of online bill payment will help to cut down on administrative time, freeing up valuable time to deliver fantastic girl program.
Share our new
Online Bill Payment tip sheet with your families at the start of the new Guiding Year.