How to Legally Assign a Vehicle to an Employee or Company in Arjona: Downloadable Template
Managing a company fleet in Arjona, Jaén, requires strict documentation to avoid legal headaches with the DGT (Dirección General de Tráfico) and the Spanish Tax Agency (Hacienda). A Documento de Cesión de Vehículo (Vehicle Assignment Agreement) is a private contract that formalizes the handover of a company vehicle to an employee for professional or mixed use. This document is essential for tax deductibility, insurance coverage, and liability purposes if a traffic fine occurs.
Instructions on how and where to submit your document in Arjona
Because this is a private agreement between the company and the employee, it does not need to be filed at the local Arjona Town Hall (Ayuntamiento). However, you must keep a signed copy readily available for the following situations:
- For the DGT: If you receive a traffic fine, you must use this document to identify the driver, proving who had possession of the vehicle at the time of the infraction.
- For Tax Inspections: To justify the vehicle as a business expense and clarify the "retribución en especie" (benefit in kind) for the employee's payroll.
- For Insurance: To ensure the driver is recognized by the insurance company in the event of an accident.
Ensure both parties sign every page. You should store the original in your company's administrative records in Arjona.
DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
REUNIDOS / THE PARTIES:
De una parte, [Nombre de la Empresa], con NIF [NIF de la empresa] y domicilio social en [Dirección], en adelante "la Empresa". / On one side, [Company Name], with Tax ID [Tax ID] and registered address at [Address], hereinafter "the Company".
Y de otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [Número de DNI] y domicilio en [Dirección del empleado], en adelante "el Empleado". / On the other side, Mr./Ms. [Employee Name], with ID [ID Number] and address at [Employee Address], hereinafter "the Employee".
CLÁUSULAS / CLAUSES:
PRIMERA: La Empresa cede al Empleado el uso del vehículo marca [Marca], modelo [Modelo], matrícula [Matrícula]. / The Company assigns to the Employee the use of the vehicle [Make], model [Model], license plate [Plate Number].
SEGUNDA: El Empleado se compromete a hacer un uso responsable y profesional del vehículo, respetando la normativa de tráfico vigente en España. / The Employee agrees to make responsible and professional use of the vehicle, complying with current Spanish traffic regulations.
TERCERA: Cualquier infracción de tráfico cometida durante el periodo de cesión será responsabilidad directa del Empleado, quien deberá identificarse ante las autoridades si fuera requerido. / Any traffic infraction committed during the assignment period will be the direct responsibility of the Employee, who must identify themselves to the authorities if required.
En Arjona, a [Día] de [Mes] de [Año]. / In Arjona, on [Day] of [Month], [Year].
Firma Empresa / Company Signature: _______________
Firma Empleado / Employee Signature: _______________
Additional documentation required
To ensure full compliance, accompany this document with the following:
- A copy of the vehicle’s "Permiso de Circulación" (Registration Certificate).
- A copy of the current "Tarjeta de Inspección Técnica" (ITV card) showing the vehicle is roadworthy.
- A copy of the current insurance policy.
- If the employee will drive abroad, consider adding an authorization clause for international travel.
Expert Tip: Always keep a digital scan of this signed agreement in your cloud storage. If a fine arrives from the DGT, having this document pre-signed saves you from the administrative stress of trying to locate the driver months after the fact. If the employee leaves the company, make sure to draft an "Acta de Devolución" (Handover Report) to document the state of the vehicle upon its return.