Download Vehicle Assignment to Employee Template for Balazote (Word/PDF)

Navigating Spanish vehicle regulations can be complex, especially when a company assigns a vehicle to an employee or vice versa for professional and personal use. In Spain, failing to properly document who is driving a company vehicle can lead to severe legal and tax complications, as well as issues when identifying drivers for traffic fines issued by the DGT (Dirección General de Tráfico). If you operate in Balazote and need to formalize this arrangement, having a legally binding vehicle assignment document is essential.

Instructions on how and where to submit it in Balazote

While a Vehicle Assignment Document (Documento de Cesión de Vehículo a Empresa o Empleado) is primarily a private agreement between the company and the worker, it must be handled correctly for administrative and tax purposes in Spain:

• Internal Company Records: Keep a signed copy in the employee's personnel file and ensure the driver always carries a copy in the vehicle.
• DGT Notification (Jefatura Provincial de Tráfico): Although standard employee assignments for company cars used daily do not always require a change in the vehicle's registration data, if the vehicle is rented, leasing, or used under specific long-term regimes, it may need to be registered in the DGT's Vehicle Registry (Registro de Vehículos) or communicated via the REVIE (Registro de Vehículos de Empresas de Leasing) system. For residents of Balazote, any in-person procedures with the DGT are handled through the Jefatura Provincial de Tráfico in Albacete.
• Tax Agency (AEAT): The company must properly declare the vehicle as part of employee remuneration (retribución en especie) if personal use is permitted, making this document crucial for tax compliance with the Spanish Agencia Tributaria.

CONTRATO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

En Balazote (Albacete), a [Día] de [Mes] de [Año]
In Balazote (Albacete), on [Day] of [Month] [Year]

REUNIDOS / PARTIES:

DE UNA PARTE, la entidad [Nombre de la Empresa], con CIF [Número de CIF], y domicilio social en [Dirección de la empresa], debidamente representada en este acto por D./Dña. [Nombre del Representante], en calidad de [Cargo] (en adelante, la "EMPRESA").
ON THE ONE PART, the entity [Company Name], with Tax ID [CIF], and registered office at [Company Address], duly represented herein by Mr./Ms. [Representative Name], acting as [Position] (hereinafter, the "COMPANY").

Y DE OTRA PARTE, D./Dña. [Nombre del Empleado], mayor de edad, con DNI/NIE [Número de DNI/NIE], y domicilio a efectos de notificaciones en [Dirección del Empleado] (en adelante, el "EMPLEADO").
AND ON THE OTHER PART, Mr./Ms. [Employee Name], of legal age, with ID/NIE [ID Number], and address for notification purposes at [Employee Address] (hereinafter, the "EMPLOYEE").

Ambas partes se reconocen mutuamente capacidad jurídica y de obrar suficiente para la firma del presente documento y, al efecto,
Both parties mutually recognize sufficient legal capacity to sign this document and, to that end,

EXPONEN / DECLARE:

PRIMERO.- Que la EMPRESA es propietaria / arrendataria del siguiente vehículo:
FIRST.- That the COMPANY is the owner / lessee of the following vehicle:
- Marca / Make: [Marca]
- Modelo / Model: [Modelo]< matrícula / license plate: [Matrícula]
- Bastidor / VIN: [Número de Bastidor]

SEGUNDO.- Que la EMPRESA cede el uso de dicho vehículo al EMPLEADO, y este lo acepta, bajo las siguientes:
SECOND.- That the COMPANY assigns the use of said vehicle to the EMPLOYEE, and the latter accepts it, under the following:

CLÁUSULAS / CLAUSES:

PRIMERA.- Objeto de la cesión. La EMPRESA cede el uso del vehículo descrito al EMPLEADO para el desempeño de sus funciones laborales, así como para su uso particular, [especificar si se permite o no el uso personal: permitiéndose / prohibiéndose expresamente el uso personal].
FIRST.- Object of the assignment. The COMPANY assigns the use of the described vehicle to the EMPLOYEE for the performance of their job duties, as well as for private use, [specify if personal use is allowed: expressly allowing / prohibiting personal use].

SEGUNDA.- Obligaciones del Empleado. El EMPLEADO se compromete a:
SECOND.- Obligations of the Employee. The EMPLOYEE undertakes to:
1. Utilizar el vehículo con la máxima diligencia y respetando las normas de circulación vigentes.
2. No ceder el uso del vehículo a terceras personas ajenas a la empresa sin autorización expresa.
3. Comunicar de forma inmediata a la EMPRESA cualquier incidencia, avería, robo o daño sufrido por el vehículo, así como cualquier multa o sanción de tráfico recibida.

TERCERA.- Gastos y Mantenimiento. Los gastos derivados de combustible, peajes y multas por infracciones cometidas por el conductor correrán a cargo de [Indicar a cargo de quién corren: el empleado / la empresa]. Los gastos de seguro, ITV y mantenimiento general correrán a cargo de la EMPRESA.
THIRD.- Expenses and Maintenance. Expenses derived from fuel, tolls, and fines for infractions committed by the driver shall be borne by [Indicate who bears the cost: the employee / the company]. Expenses for insurance, technical inspection (ITV), and general maintenance shall be borne by the COMPANY.

CUARTA.- Duración. La presente cesión tendrá vigencia desde el día [Fecha de inicio] y finalizará en el momento en que se extinga la relación laboral entre ambas partes o cuando la EMPRESA lo requiera expresamente.
FOURTH.- Duration. This assignment shall be valid from [Start Date] and shall end upon the termination of the employment relationship between both parties or when expressly requested by the COMPANY.

Y en prueba de conformidad, ambas partes firman el presente documento por duplicado en el lugar y fecha arriba indicados.
And as proof of conformity, both parties sign this document in duplicate at the place and date indicated above.

Fdo. Por la Empresa / Signed for the Company
[Firma y Sello / Signature and Stamp]

Fdo. El Empleado / Signed by the Employee
[Firma / Signature]

Additional documentation required

To ensure total legal compliance when executing this agreement in Balazote, make sure to attach and verify the following documents:

• Valid Driving License: A copy of the employee's current Spanish driving license (Permiso de Conducir), verified as active and with sufficient points.
• Vehicle Documentation: The original Permiso de Circulación and Tarjeta de Inspección Técnica (ITV) must remain inside the vehicle at all times.
• Insurance Policy: A copy of the compulsory civil liability insurance policy (and any extended coverage) showing that the vehicle is insured for business use and that the employee is registered as an authorized or occasional driver if required by the insurer.

Expert tip: Always review your company's collective bargaining agreement (Convenio Colectivo) applicable in Albacete province, as some sectors have specific requirements regarding company cars, fuel allowances, and the inclusion of the vehicle as part of the worker's compensation package. Keeping this agreement updated avoids disputes during payroll audits or traffic incident investigations.