Vehicle Assignment Agreement for Companies and Employees in Aibar: Downloadable Template

If you are a business owner or an employee in Aibar (Navarra) and need to assign a company vehicle for professional or mixed use, you must document the arrangement formally. This document, known as a Documento de Cesión de Vehículo, is essential for tax transparency with the Spanish Tax Agency (Agencia Tributaria) and for insurance purposes. It clarifies who is responsible for the vehicle, maintenance costs, and traffic fines, ensuring both the company and the employee are legally protected.

Instructions on how and where to submit it in Aibar

While this is a private agreement that does not necessarily need to be filed with the DGT (Traffic Department) unless there is a change in the vehicle's registered keeper, you should keep the original signed copy in the vehicle's glove box and a copy in your company's accounting records. In Aibar, you should:

• Print two copies of the document (one for the employer, one for the employee).
• Ensure both parties sign every page.
• If you are claiming tax deductions for the vehicle in Navarra, submit a digital copy to your accountant or the "Hacienda Foral de Navarra" if requested during a tax audit.
• Carry the document while driving to prove authorization if stopped by the Guardia Civil or local police.

DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

REUNIDOS / PARTIES

De una parte / On one side: [Nombre de la Empresa], con NIF [NIF], y domicilio en [Dirección en Aibar], representada por [Nombre del representante].

De otra parte / On the other side: [Nombre del Empleado], con DNI/NIE [DNI/NIE].

OBJETO / OBJECT

La Empresa cede al Empleado el uso del vehículo / The Company assigns to the Employee the use of the vehicle:

Marca/Make: [Marca] | Modelo/Model: [Modelo] | Matrícula/Plate: [Matrícula]

CONDICIONES / CONDITIONS

1. El vehículo se utilizará para fines profesionales y/o personales según lo acordado. / The vehicle shall be used for professional and/or personal purposes as agreed.

2. El empleado se hace responsable de las sanciones de tráfico derivadas de su uso. / The employee is responsible for any traffic fines derived from its use.

3. La empresa asume los costes de mantenimiento y seguro. / The company assumes the costs of maintenance and insurance.

Firmado en Aibar, a [Día] de [Mes] de [Año]. / Signed in Aibar, on [Day] of [Month], [Year].

Firma Empresa / Employer Signature: ______________

Firma Empleado / Employee Signature: ______________

Additional documentation required

To ensure full compliance, you should attach the following documents to your agreement:

• A copy of the vehicle's "Permiso de Circulación" (Registration Certificate).
• A copy of the current "ITV" (Technical Inspection) card.
• Proof of insurance policy covering the specific vehicle.
• If the employee is using the vehicle for mixed use, ensure the company has a clear "Retribución en Especie" (Benefit in Kind) policy stated in the employment contract to avoid issues with the Spanish Social Security and Tax authorities.

Expert Tip: As Aibar is located in Navarra, remember that tax regulations can occasionally differ from the rest of Spain due to the "Foral" tax system. Always consult with a local gestor to ensure that the "Benefit in Kind" valuation for the car is correctly reported on the employee's payroll (nómina) to avoid penalties from the Hacienda Foral de Navarra.