The TopDesk reservation program provides an improved process for reserving fleet vehicles and can be found using the Reservation program link.
The use of District fleet vehicles are for district related business for travel within the State of California only. Should your area or event require transportation out-of-state, you may contract out this service. Please contact Stephanie Jarrett, Director or Purchasing and Risk Management at sjarrett@santarosa.edu or 707-527-4822 with any questions or assistance regarding out of state travel.
To prepare for using district vehicles:
The driver must be cleared to drive through District Police and must have taken the vehicle training online course - Amber Oden at District Police sets up the training.
To apply for clearance the following paperwork must be submitted to District Police.
District Police will notify the driver once a determination is made.
Once the driver has received the clearance email AND has taken the van training through the District Police, they are cleared to request use of a district vehicle through Facilities Operations. NO use of a district vehicle is allowed until the driver has been successfully added to the list of cleared drivers nor will a reservation be considered until the driver has been approved.
To reserve a vehicle for use:
Please plan ahead and provide at least two weeks lead time for requests. Note: Vehicles are not available on Mondays which are reserved for servicing the vehicles. For reservations, please refer to srjc.topdesk.net to access the program and refer to the instructions for use. Please be sure drivers are cleared prior to submitting a reservation request. Vehicles are not viewable by drivers who are not cleared and reservation requests that include drivers who are not approved will be automatically cancelled by the program. Note: the program recognizes official names not shortened names. For example, if the name is Thomas Jones and you enter Tom Jones the program will cancel the reservation interpreting the person is not a cleared driver. Also, if your name is Elizabeth and your email reflects "Lizzy" for example the system will also auto cancel your reservation. For email names that differ from your legal name, you will need to reach out to the IT department.
Departments will be charged by the mileage reported on the vehicle. Current rates can be found on the IRS Standard Mileage Rates (Business) website.
You will be notified via the reservation program when your reservation is approved. Please note: for Friday, Saturday, and Sunday reservations the keys (not the vehicle) are to be picked up on Thursday. Vehicles are to leave the yard only on the day reserved as indicated on the form and are to be returned to the yard at the return of your trip during working hours or outside the gate in the parking area after hours. Note: Drivers are responsible to be sure all trash is removed from the vehicles after each trip. The keys can be dropped off at the Facilities Operations key box located to the right of the office door during working hours or in the key drop off near the gate after hours (leave packet in vehicle). No personal vehicles are to be parked in the Facilities Operations yard. Drivers can leave their personal vehicles in the parking area outside the gate and if parking overnight reach out to district police for an overnight pass. The information they will need is: plate number, vehicle model/color and the location of where it will be parked and if it will be there one night or multiple nights.
Four 12 passenger vans and Two 8 passenger vans. NO CARGO VANS.
