FAQs Centralized Banking for Units
How do Units and Trefoil Guilds in Ontario keep track of their finances?
Every Unit/Trefoil Guild or Independent International trip is required to use the Ontario Council centralized banking system (web-form banking).
How can I access our Unit's/Guild's bank account?
The Treasurer has online access to the bank account through this link. A user name and password is required for access. Accessing Unit Banking (Quick Tip-PDF)
What are the standard financial practices for GGC, Ontario Council? These are noted in a manual entitled Keeping the Books
Unit Banking Quick Tips
GETTING SET UP ON CENTRALIZED BANKING
GETTING SET UP ON CENTRALIZED UNIT BANKING
Where can I find my Unit Administrator’s contact information and mailing address?
Visit this link for details.
How do I contact the Unit Banking Help Desk?
By e-mail: unitbanking.help@guidesontario.org
By phone: 1-877-323-4545 ext. 2500
How do I get my Unit set up on centralized banking with RBC?
Complete the Centralized Banking Authorization form and submit it to your Unit Administrator. Within three weeks, you will receive a VISA purchase card and a set of RBC deposit slips. Do not go to an RBC branch or any other bank to open an account; the set up is done exclusively through Ontario Council.
What do I do if I cannot deposit at RBC due to the distance of the closest branch?
Contact your Unit Administrator for assistance (Refer to Q1).
How are Units/Guilds that cannot access the internet supported by Ontario Council?
When there is nobody who can make the necessary online updates to the Unit account, contact your Unit Administrator for assistance.
Is my Unit required to have a purchase card?
Ontario Council encourages all Units to have a purchase card. Having a purchase card allows the Unit to make purchases without being out-of-pocket.
Can we have two purchase cards for the Unit?
Yes, however, the unit will be respobsible for paying the $15 annual card fee for the second card.
Do the Purchase Card Holder and Treasurer have to be the same person?
No. The deposit slips will be mailed to the Treasurer and the Purchase Card will be mailed to the Purchase Card holder.
Can a parent be the Treasurer?
Yes. However, the person managing the finances for the Unit must have a clear and current PRC in accordance with the screening practices of Girl Guides of Canada-Guides du Canada. If the individual is a non-member, visit this link for further instructions
Will my Unit be charged any service fees for using centralized banking?
No. However, there is a charge for NSF cheques ($25) and for money orders ($6.50).
If my Unit closes this year but re-opens next year, will the Unit still have access to the funds remaining at the time it was closed?
Yes. The funds are held in "trust" for 2 years. If the Unit reopens within the 2 year timeframe, it receives the funds that it had at the time of closing. If the Unit had less than $200, the account will be topped up to $200. If the Unit does not reopen within 2 years, the funds are placed into a central account that helps support other new Units.
Do Units get a separate account for independent trips?
Yes. When your trip (over 72 hrs) is approved or on receipt of the SG. 8, you will receive instructions on setting up a separate Unit and bank account for trip participants.
DEPOSITS
To whom do parents make cheques payable?
All cheques are made payable to "Girl Guides of Canada, Ontario Council". The Unit name should be written on the memo line of the cheque.
Where do I get Deposit Slips?
At the time your Unit bank account is set up you will receive a supply of specially encoded deposits slips from RBC. These should be handed over to the new treasurer if you leave. Click here to order more slips.
Why do I have to write the 6-digit Unit Banking User ID on the back of each cheque?
This ensures that the Finance Department can track your cheque in the event that it is returned NSF.
Can I scan and email or fax my receipts and deposit slips?
Yes, it is acceptable to scan, email or fax supporting documents (e.g. receipts and deposit slips) to your Unit Administrator. However, you must submit all the original receipts and deposit slips by the end of the Guiding year.
There is an RBC branch close to where I work. Do I have to deposit at the same Royal Bank branch every time?
No. As long as you use the specially encoded deposit slips for your unit, you can make a deposit at any RBC branch. Since these are Business Accounts you can use the Business Deposits teller which may be faster.
Can someone else make the deposit for me?
Yes. We suggest that you make up the deposit together and ensure that you agree on how much is being deposited.
I made a deposit, but it hasn't appeared in my account. Where have the funds gone?
Deposits usually appear in the account the next business day. If the deposit doesn't appear in 3 business days, contact your Unit Administrator and provide a copy of your deposit slip. Your Unit Administrator will notify the Finance Department.
There is a deposit in my account that I didn't make. Who should I contact?
Contact your Unit Administrator. Your Unit Administrator will notify the Finance Department.
Is there a charge for an NSF cheque ?
Yes. The charge is $25.00. The amount of the cheque will be reversed from the Unit account. The Treasurer must collect both the amount of the cheque and the $25.00 service charge. Once the $25.00 service charge is deposited, complete a Transfer form (available under the "Transactions" drop-down menu) to transfer the NSF charge to Ontario Council.
I deposited a post-dated cheque in error – who pays the NSF charges?
You need to check the dates on items being deposited to ensure this doesn’t happen. Your Unit will be charged the NSF fee.
How do we handle donations given to our Unit?
Small donations given as at events like cookie blitzes can be deposited and allocated to Donations. Donations over $20.00 should be made by cheque and must be processed through the Finance department at Ontario Council. Send the cheque to the attention of
Accounts Receivable at GGC, Ontario Council 14 Birch Ave, Toronto, ON, M4V 1C8. Along with the cheque, you must specify the name of the person(s) or organization and the mailing address in order for a charitable receipt to be issued. Also ensure that your Unit name is clearly identified to ensure that the donation can be transferred to your Unit banking account.
What is the Manual Expense ("New" Expense) Form used for?
It can be used to obtain a cheque or bank draft for the following purposes:
-To reimburse a Guider or parent who has paid out-of-pocket for a Unit expense
-To issue a refund for a cancelled activity
-To pay a merchant or service provider when the VISA Purchase Card is not accepted
-To pay for the use of a facility (not applicable for Unit meeting user space)
-To obtain funds when cash is required
-To send funds in a foreign currency
Where can I find the Manual Expense form?
It is available under the "Transactions" drop-down menu of your Unit banking account. Scroll over "Expenses" and click on "New".
What is the procedure to get a cheque or money order? (See Quick Tip # 4)
There is a $6.50 fee charged to your Unit/Trefoil Guild for each bank draft
There are two steps:
- Complete a Manual Expense form
- Submit receipts or documentation to your Unit Administrator
Do I need a receipt for each manual expense request?
Yes, except for Cash Advances. A cheque will not be issued if your Unit Administrator has not received a receipt or documentation from you. If you cannot obtain a receipt or documentation, send an email or a note of explanation to your Unit Administrator.
Can I batch receipts and submit them on one Manual Expense form?
Yes, as long as they are all to be reimbursed to the same payee. Ensure that all receipts are stapled and submitted together.
How do I know when my manual expense has been verified?
A status of "Verified, Administrator" means that your Unit Administrator has verified your expense. A status of "verified, Provincial" means that the Finance Department has verified your expense and is issuing your cheque/EFT.
When will my cheque be issued and mailed?
Accounts Payable issues cheques on a weekly basis. If your Unit Administrator receives your request and complete documentation by Wednesday, the cheque will be mailed the following Thursday.
Can I be reimbursed by direct deposit instead of a cheque?
Yes. To enroll for Direct Deposit (Electronic Funds Transfer) , please complete the EFT Enrollment Form, attach a void cheque and forward it to the Finance Department as per the instructions on the form. Use the same form to notify us if your bank account information changes.
The Before Tax Amount and Tax Amount don't match my receipt. Why?
The system automatically calculates a 13% tax rate based on the After Tax Amount of your purchase. If some items are only partially taxed or not taxed at all, the amounts on your receipts will not automatically match the on-screen amounts.
How do I edit the Before Tax Amount and Tax Amount?
Click the "Edit Amounts" button and then click "Ok." The orginal distribution amount will be deleted. You will then be able to adjust the amounts and save the changes.
My Unit Administrator unverified my expense. I have made the appropriate changes, but the expense is still listed as "Unverified, Guider". What am I doing wrong?
Once the corrections are made and saved, click on the "thumbs-up" icon to verify your expense.
How do I allocate Guide Store purchases where there is a Shipping & Handling charge?
Click the "Edit Amounts" button to add the Shipping & Handling charge to your Before Tax Amount. You can then allocate the Shipping & Handling charge to the Postage/Courier category.
I have allocated my expense/revenue to the wrong category. How do I correct this?
As long as the expense/revenue is not "Verified, Provincial", you can change the category. If you no longer see the "Edit" button, contact your Unit Administrator. If the expense/revenue is "Verified, Provincial", you will need to complete a Unit-to-Unit Transfer request , from and to yourself , to reallocate the funds.
I sent in a manual expense for a small amount but I haven’t received my cheque yet – why not?
Accounts Payable issues cheques for amounts over $10.00. If your expense request was for less than this amount, they will wait until additional expense requests are received. Save your receipts until they total over $10.00, or ask for a Cash Advance to cover small amounts.
Can I get a Cash Advance so that I have ‘cash on hand’? ( See Quick Tip # 14 )
Yes. You can get an Advance of $50.00. Input a Manual Expense and specify "ADVANCE" in the comments field.
I have a local event coming up that will require a cash payment. How do I do this? ( See Quick Tip # 14 )
Create a Manual Expense payable to a Guider in the Unit. Specify "ADVANCE" in the comments field. Send an e-mail or a note of explanation to your Unit Administrator. After the event, deposit any leftover money back into the Unit account, and send all receipts to your Unit Administrator. Note: Event Coordinators work with event planners on larger events with a different process in place.
Can I get funds in a currency other than Canadian dollars?
Yes. On the Manual Expense form, indicate the type of currency (e.g. USA, Euros) in the "Comments" field. Submit documentation to your Unit Administrator. A money order is issued for all foreign currency requests. The Unit will be charged the $6.50 service fee for the money order as well as the remaining cost of the currency (i.e. Total CAD dollar cost of money order less amount originally inputted on the Manual Expense form).
How do I issue a refund to a parent for Unit activities?
Create a manual expense and submit documentation (or a note of explanation) to your Unit Administrator demonstrating that the original payment had been received. Membership fee refund requests are handled by the Unit Support Managers only.
How do I delete a manual expense?
Click on the Transaction ID number in order to view the expense details. Then click on the "Edit" button and the "Delete" button will appear. If there is no "Edit" button, contact your Unit Administrator. Expenses that are "Verified, Provincial" status cannot be deleted
Is the purchase card a debit card?
No. The purchase card is a VISA credit card. The card can be used at any store that accepts VISA. The credit limit is a pre-set monthly limit, not a daily limit. The card cannot be used to withdraw cash. As well, only the person issued the card is authorized to use it. PIN’s must not be shared.
Do I need to activate the purchase card before I use it?
Yes. You will receive activation instructions along with the card, as well as instructions for setting up your PIN.
I’ve forgotten my PIN - how do I get a new one?
Contact US Bank Canada at 1-800-588-8067. US Bank Canada will require some information from you for security purposes. Please refer to Keeping the Books for further information.
My card is expiring next month – how do I get a new one?
The card expires on the last day of the month indicated on the card. You will automatically receive a new card before the old one expires.
When are the charges cleared off my card; when will my card limit be topped up?
The charges are cleared on the 6th (not the 1st) of each month. However, if the 6th of the month falls on a weekend or public holiday, the charges are cleared the next business day.
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Do I have to pay a VISA bill each month?
No. Ontario Council pays the bill on behalf of your Unit. However, each purchase card charge must be covered by the funds in your Unit account.
I've made a purchase on the card. When will the charge appear in my Unit account?
The charge will appear in your account within 3-5 business days. Each charge reduces your Unit account balance. Do not use the purchase card if you do not have the funds to cover the charge. Unit accounts should never be in a deficit position.
When I make an online purchase using the purchase card, what is my BILLING ADDRESS?
The BILLING address is "14 Birch Ave, Toronto, ON, M4V 1C8". The SHIPPING information is your own address.
How do I allocate a purchase card refund?
Allocate the refund in the same way that you allocate a purchase, except use negative numbers. (Note: Negative numbers will only work in this situation.)
How do I know what my credit limit is?
The default limit is $300.00. Yours may be higher if you have requested and have had approval for a permanent credit limit increase.
How do I request a credit limit increase?
Complete the Credit Limit Request form, which is available under the "Transactions" drop-down menu in your Unit banking account. You will receive an e-mail confirmation of your increase at the email address you put in the request form.
How early do I need to submit a credit limit request?
At minimum, you should submit the request at least 3 business days before you need the increase to take effect. For urgent requests, complete the Credit Limit Request form and then contact the Unit Banking Clerk
How can I find out the balance on my purchase card? ( See Quick Tip # 7 & Quick Tip 8 )
Run a balance report (available under the "Reports" drop-down menu of your Unit account) using the 6th of the month as a start-date and the current date as the end-date. Near the bottom of the report, you'll see an amount next to Purchase Cards. Subtract this amount from your credit limit to find out your balance. Any recent purchase card transactions that have not appeared in your account yet will also reduce your balance.
How do I know what charges have been made on the Purchase Card? Can I get an Online Statement?
Charges made with the card will show up in your Unit bank account, and they need to be allocated. US Bank Canada does have an online facility for you to view your statements. Please refer to Keeping the Books procedure document for further instructions.
Will manual expenses and transfers lower the credit balance on the purchase card?
No. Your purchase card credit balance is not affected by manual expenses or transfers. The purchase card credit balance is reduced each time you make a purchase using the card.
Can the purchase card be used in other countries?
Yes, but before travelling abroad, notify US Bank Canada (1-800-588-8065) of where you will be going. Otherwise, they may suspect unusual or fraudulent activity and lock your card. You can also e-mail the Unit Banking Supervisor
Why was my purchase card declined?
There are several possibilities:
a. The amount of your purchase is higher than the remaining credit balance on the card. Request a credit limit increase in advance by completing the Credit Limit Request Form.
b. For an Online purchase you must enter the billing information for GGC (see Q39), not your own information. If the Billing Information does not match what is on file, the transaction may be rejected.
c. You made a purchase prior to the 6th of the month, but the merchant did not post the charge until after the 6th of the month. The amount of this purchase has carried over to the next cycle.
d. A merchant has pre-authorized an amount on your card, which has locked in the limit. For example, a hotel has placed a security deposit on the card.
Contact banking@guidesontario.org for situations c. and d.
How do I report a lost or stolen purchase card?
Immediately report this to US Bank Canada at 1-800-588-8067. Also e-mail the Unit Banking Supervisor. US Bank Canada will require some information from you for security purposes. Please refe to Keeping the Books for further information. You will receive a new purchase card in approximately one week.
There is a purchase card charge in my account that I did not make. What do I do?
Immediately notify US Bank Canada's Fraud Department at 1-800-523-9078. US Bank Canada will require some information from you for security purposes. Please refer to Keeping the Books for further information. Also notify the Unit Banking Supervisor at Your card will be cancelled and a new card sent to you. US Bank will credit your account for the amount of the fraudulent charge. Within a couple of weeks, you will be asked to complete a Statement of Fraud document to assist in the investigation. Failure to complete and return this document may result in the reversal of the credit.
I accidentally used my Unit purchase card for a personal expense. What should 1 do?
Make a deposit to the Unit account for the full amount of the charge. Allocate the purchase card expense to "Other Administrative" and the deposit to "Others". The Tax Amount on the expense must be changed to $0. Submit both the deposit slip and purchase card receipt (or a note of explanation) to your Unit Administrator.
I am switching to a different Unit. Can I continue to use the purchase card that I have?
No. The card is specific to you and the Unit. Complete the Centralized Banking Authorizations Form and submit the form to your Unit Administrator. You will receive a new purchase card within two weeks. Destroy and discard the old purchase card.
Can we have two purchase cards for the Unit?
Yes. Each unit may have up to two purchase cards. However, the Credit Limit on the second card will be half of the limit of the first card. There is also an annual fee of $15.00 which will be charged to the Unit for the additional card.
What is the Transfer form used for?
It can be used for the following purposes:
- To transfer funds to another Unit
- To transfer Canadian World Friendship Fund or Twinning donations to Ontario Council
- To make a payment to a Girl Guides of Canada, Ontario Council camp or event
- To pay for a Police Record Check (PRC)
- To transfer the NSF cheque fee to Ontario Council
- To transfer cash membership fees deposited in the Unit account
Where can I find the Transfer form?
It is available under the "Transactions" drop-down menu of your Unit banking account.
I've inputted a Transfer request, but the funds have not come out of my account. Why?
Transfers are not processed in real time. Unit-to-Unit transfers are processed daily and Unit-to-Council transfers (e.g. camp payment, event payments) may take another day or two.
A parent has paid the membership fees in cash. Should I deposit this in the Unit account?
Yes, and then complete the Transfer form to transfer the full $150 payment to Ontario Council. Do not deposit membership fees paid by cheque. Send the cheque along with registration paperwork to your Unit Administrator.
How does my Unit receive the $19 per girl portion of the membership fees?
Ontario Council will transfer the funds to your Unit account.
Why were membership fees taken from my account?
If a girl transfers to another Unit, the membership fee is transferred to that Unit.
When will the cookie money be removed from the Unit account?
The money will be automatically withdrawn on the due date listed on the invoice. The invoice is sent to you approximately one month before the due date. Do not prepare a manual expense or transfer request.
Can Ontario Council just take money from my Unit account?
Ontario Council will withdraw money owed for cookies according to the invoice sent to your Unit during each campaign, Otherwise, funds are transferred in or out according to documented agreements.
How do I transfer World Friendship Fund donations (CWFF) to Province? (See Quick Tip # 6)
Only your Unit knows how much to transfer so this is not done automatically. Complete the Transfer form and indicate that it is a Unit-to-Province transfer. CWFF funds help support:
- Disaster relief in WAGGGS nations
- Twinning projects
- Mutual Aid projects
- World Centres
- WAGGGS
- International travel
- Western Hemisphere region work for WAGGGS
Why has a transfer appeared as a negative expense in my Unit account?
A negative expense means that your Unit has received money, not lost money. The Unit that initiated the transfer to your Unit specified that this was a "shared expense" meaning that they are reimbursing your Unit for a portion of an expense. This is treated like a refund.
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I made a mistake on the Transfer form. How can I cancel or change the request?
Contact your Unit Administrator. Your UA will contact the Finance Department on your behalf.
I have allocated all of my transactions; why are there still amounts in the ‘Waiting (Not Allocated)’ boxes?
Even though you have done your part, the allocations do not change until the transactions are fully verified and have a ‘Verified, Provincial’ status. It may take a week or two before the amounts appear in the proper category.
My Unit gave some boxes of cookies as gifts; how do I account for that in our records?
Complete a unit-to-unit transfer as if you were buying the cookies. Under ‘Transactions’, ’Transfers’, choose the ‘Other’ button. Debit the “EXP-GIFTS” category for the full amount of the box(es) of cookies, and credit the same amount to the ‘REV-Spring (or Fall) Cookies’ from the drop down menus. Alternatively you may wish to just make a note on your Year End Checklist to explain the discrepancy.
Is the Balance at the bottom of the report a ‘true’ balance?
Yes and No. This is not a ‘real time’ report. Any deposits that you have just done (within the current business day) will not be included. Also, it may take merchants up to 5 days to post Visa charges. However by taking these items into account, your balance is accurate.
I’ve lost/forgotten my Unit Banking Id / password. Who do I contact?
Click here and make sure you include your Unit name.
Where can I find my Unit Administrator's contact information and mailing address?
Contact information for most GGC- Ontario positions are found under the ‘Contact Us’ tab on the main WWG-Ontario Council website. You can find your Community Number, Unit Admin and ACL information and mailing addresses here: Contact Us
Where can I find my Unit Administrator's contact information and mailing address?
Contact information for most GGC- Ontario positions are found under the ‘Contact Us’ tab on the main Ontario Council website. You can find your Community Number, Unit Administrator and ACL information and mailing addresses here.
HOW do I contact the Unit Banking Help?
By email: unitbanking.help@guidesontario.org or by phone: 1-877-323-4545 ext. 2500
WHAT do I contact the Unit Banking Help for?
If you aren’t sure how to do something or where to go for help, contact Unit Banking Help. We are a group of volunteers and we may live in your community. We are happy to help you with process, ‘how do I do..?’, and making sense of the Centralized Banking website. We CAN’T help you with specific transactions since we don’t have access to any systems. Those inquiries should be sent to your Unit Administrator.
HOW do I contact someone in the Finance department?
Click here to e-mail or call 1-877-323-4545 ext. 2402 for the Unit Banking Supervisor.
Where do I find my Unit IMIS number?
Your Unit iMIS number is on your Unit Roster. All Unit Guiders have access to the roster which is found on the MemberZone, under Communication / My IMIS / IMIS Central / Rosters.
FORMS & PAPERWORK
All forms are available on the Centralized Banking website, and also under For Our Members / Forms / Centralized Banking
How do I get set up for Direct Deposit ( EFT)
To enroll for Direct Deposit ( Electronic Funds Transfer) , please complete the EFT Enrollment Form, attach a void cheque and forward it to the Finance Department as per the instructions on the form. Use the same form to notify us if your bank account information changes.
I will not be returning as Treasurer next year; what do I need to do?
Please fill in the Centralized Banking Authorizations Form and return it to your Unit Administrator. This will remove you from the position. If you know who will be replacing you, they can complete the same form. If you are a purchase card holder as well, please destroy your purchase card, and hand over your Deposit slips to the new treasurer, or mail them to your Unit Administrator.
I’ve changed my email/address/phone number. Who do I need to contact?
All communication is derived from your IMIS record so you only need to make the change in one place. Once you change the information on your IMIS profile (within GGC Memberzone), all other GGC communication takes the information from there.
Why can't I log in to my account?
After three unsuccessful log-in attempts, your account is locked for security reasons. When this happens, your password will be reset and the new password e-mailed to you during normal business hours. The password is sent by the Finance Department; you will not receive a new password on weekends or during the evening.
I've logged in and my account has many 2007 transactions that aren't mine. What do I do?
You may have logged in to the Training website, For your actual Unit account, login to this link: https://ggounitbanking.guidesontario.org/
The drop-down menus across the top of my account are blank / I can’t see any menu items. How do I fix this?
This happens occasionally when Microsoft issues updates. To correct the problem, click on the "Tools" menu at the top of your browser and then click on "Compatibility View". Your page will refresh and you should be able to see the drop-down menus.