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Audio-Visual Information
Local Tour Permit Information
National Tour Permit Information
Unit Finance Information
There is a $10.00 deposit on video cassettes and other audio visuals checked out at the Scout Service Center. We will be restocking our supply of training videos from time to time, but have had problems with people not returning them for others to use. Our policy also includes a deadline for returning the audio visual materials within one week. Thank you for your cooperation with this policy.
The local tour permit application (Form 34426E) must be filled out with the council office two (2) weeks prior to your unit's scheduled event.
When do you need to fill out a local tour permit?
- If you are traveling more than 50 miles from your meeting place (one way).
- If you are a Cub Scout pack that is going on an overnight camping trip, regardless of how far your trip is, you must file a local tour permit with the council office. The campout must be on council property or an approved camp site & a BALOO trained leader must be in attendance.
When do you not need to fill out a local tour permit?
- If you are attending an event on council-owned property, or a function such as Boxwell Summer Camp, Cub or Webelos Resident Camp at Boxwell, Eagle Scout and Volunteer Recognition Reception, Council Jamboree, Grimes or Parish.
When do you need to fill out a national tour permit?
- If you are traveling more than 500 miles from your meeting place (one way).
A National Tour Permit (Form #4419A) is required for all groups traveling to areas 500 miles or over one way from home area or crossing national boundaries into the territory of other nations. This application should be submitted, typed or printed, to the Scout Office and then it will be forwarded it to the Southern Region Office for further approval. The permit requires 6 weeks to be processed. It is essential that you read TOURS AND EXPEDITIONS (#3734), before filling out this form.
Permits are to be submitted to the Scout Office, P.O. Box 150409, 3414 Hillsboro Road, Nashville, TN 37215. Please call (615) 383-9724 or 800-899-7268 for permit forms to be mailed to you. The form is also available in the here.
Below is listed the information that is required for a National Tour Permit. It should be in the Council Office a minimum of 30 days prior to departure to ensure approval by the Southern Region Office.
As you make travel arrangements for your unit, please keep the following requirements in mind. The National Office has recently revised some of the policies, so please read carefully. Remember that tour permits have become recognized as proof that a Unit activity has been well planned and organized, and is under capable and qualified leadership.
National Tour Permits must be filed and received at the Council office NO LESS than 30 days prior to the departure date. National Tour Permits are approved on both the Council and regional levels, so please make sure to submit your application in time to be approved by the regional office.
A National Tour Permit is required for all groups traveling to areas 500 miles or more one way (1,000 miles or more round trip), or crossing national boundaries into the territory of other nations.
- Make sure all of the needed information is there. You will need the tour leader's name, type of Unit, Unit number, round trip mileage, dates of the trip, starting point and destination, the number of youth and adults going, the itinerary (including names, phone numbers and town for any hotels) for the entire trip, type of transportation planned, the amount of insurance carried if traveling by private vehicles, and the address and phone number of the tour leader (and fax if applicable).
- There must be at least two (2) adult leaders going on every trip. One of these leaders must be at least twenty-one (21) years of age. After that, there must be one adult (1) for every ten (10) youth.
- There is a new tour permit policy (effective January 1, 2003), that at least one (1) youth protection trained leader is required for any activity requiring a tour permit.
- Insurance requirements are listed in the tour permit application. You must have information as to how many are traveling in each vehicle so that you can look at the insurance requirements. If traveling by commercial carrier, all airline AND flight information will be required. For ground transportation charters, the name of the vendor and insurance certificate will be required.
- If the tour consists of a Troop, Pack, Explorer Post, Venture Crew, etc., the applications must have three (3) signatures (Scout Executive, Tour Leader and Chairman of the Committee). If the tour is a Council contingent, the application is required to have only two (2) signatures (Scout Executive and Tour Leader).
If ALL of the above requirements are NOT met, the application will be returned to the council for correction, which could result in delays to obtaining your tour permit on time. If you have any questions, please call Camping Services at 615/383-9724 or email camping@mtcbsa.org.
SUGGESTED UNIT FINANCE INFORMATION
1. Unit funds must be deposited in a checking account requiring 2 signatures on every check. Family members must not approve payment or be second signature. Unit leaders could be one of the signees (but it is recommended it be a committee person). Financial institutions, including banks and savings banks, usually require an employer identification number on all accounts; therefore, units should use the number of their chartered organization or make application using IRS Form SS4, Application for Employer Identification Number. The tax-exempt status of units is consistent with the tax exempt status of the Chartered Organization.
2. Finance is the Unit Committee's responsibility. A Treasurer is assigned and the Committee Chairperson should receive the bank statement to reconcile. All money received by the Unit runs through the Unit's checking account. Additional information on duties of the treasurer can be found in the Pack Record Book (No. 3819) and the Troop Financial Record Book (No. 6508).
3. All Unit money-raising projects must be approved in advance by using BSA form Unit Money-Earning Application. (Form # 4427). For questions concerning Unit Money-Earning application's please check with the Customer Service desk or e-mail to customerservice@mtcbsa.org.
4. The Chartered Organization should audit the Unit finances annually and make this data available to the membership of the Chartered Organization (part of the Chartered Organization responsibility is to oversee the Unit's finances).
5. It is recommended that the Unit leader have a petty cash fund (the limit set by the Unit Committee).
6. It is recommended that Units have a Unit account at the local Council office.
7. All Unit funds (including Den & Patrol) must pass through the bank account; this includes, but is not limited to dues, fundraising, sales, and gifts.
8. A copy of this policy will be part of the charter renewal kit.