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

Navigating Spanish bureaucracy when sharing a vehicle between a company and an employee can be a legal minefield. Whether you are providing a company car for professional and personal use or a self-employed worker assigning a business vehicle to a staff member, having the right paperwork is essential. In Spain, failing to properly document who is driving a company vehicle can lead to severe complications with the DGT (Dirección General de Tráfico), tax authorities (Agencia Tributaria), and local authorities in Bens.

This guide explains the concept of the Documento de Cesión de Vehículo a Empresa o Empleado (Vehicle Assignment Document to a Company or Employee). This is a private legal contract that officially registers the transfer of possession, responsibilities, and operational rights of a motor vehicle from a company to an employee, or vice versa. It clarifies insurance coverage, tax implications (payment-in-kind), and ensures that if a speeding ticket or traffic fine arrives at the company headquarters in Bens, liability can be correctly managed.

Instructions on how and where to submit it in Bens

Because this is a private agreement between a company and an employee, you do not generally need to submit this document to a physical window for a simple vehicle assignment. However, you must handle several administrative steps to ensure full compliance in Bens:

• Jefatura Provincial de Tráfico: While the vehicle remains registered in the owner's name, if the assignment is long-term (more than 90 days), it is highly recommended to notify the DGT or update the vehicle registry to reflect the habitual driver, preventing administrative delays with fines.
• Insurance Company: You must officially notify your vehicle insurance provider in Bens about the new regular driver to ensure policy validity in case of a claim.
• Tax Agency (AEWA / Hacienda): If the vehicle is used for private purposes by the employee, the company must account for this as a payment-in-kind (retribución en especie), and this document serves as proof for tax inspections.
• Traffic Fines Management: Keep a signed copy in the vehicle's glove compartment alongside the permit and technical sheet. If the company receives a traffic fine in Bens, this document allows the company to rapidly identify the responsible driver.

CONTRATO DE CESIÓN DE USO DE VEHÍCULOS / VEHICLE ASSIGNMENT AGREEMENT

En Bens (A Coruña), a [Día] de [Mes] de [Año]

REUNIDOS / PARTIES

De una parte, D./Dña. [Nombre del Representante], mayor de edad, provisto/a de DNI núm. [DNI], en representación de la entidad [Nombre de la Empresa], con CIF [CIF de la Empresa] y domicilio social en [Dirección en Bens], en adelante la EMPRESA.

Y de otra parte, D./Dña. [Nombre del Empleado], mayor de edad, provisto/a de DNI núm. [DNI] y domicilio en [Dirección del Empleado], en adelante el EMPLEADO.

Ambas partes se reconocen mutua y recíprocamente la capacidad legal necesaria para el otorgamiento del presente documento y, a tal fin,

MANIFIESTAN / EXPOUND

FIRST: That the COMPANY is the legitimate owner/leasing holder of the motor vehicle described below:
- Marca / Brand: [Marca]
- Modelo / Model: [Modelo]
- Matrícula / License Plate: [Matrícula]
- Bastidor / VIN: [Número de Bastidor]

SECOND: That the COMPANY hereby assigns the use of the aforementioned vehicle to the EMPLOYEE, under the following terms and conditions:

CLÁUSULAS / CLAUSES

PRIMERA. Objeto de la cesión / Purpose of assignment.
La EMPRESA cede el uso del vehículo descrito al EMPLEADO para el desempeño de sus funciones laborales y/o uso particular (según proceda), comprometiéndose este último a hacer un uso diligente del mismo conforme a las normas de circulación y seguridad vial.
The COMPANY assigns the use of the vehicle to the EMPLOYEE for professional duties and/or personal use, and the latter agrees to use it diligently in compliance with traffic and road safety laws.

SEGUNDA. Gastos de mantenimiento y combustible / Maintenance and fuel expenses.
Los gastos de combustible, peajes y lavado correrán a cargo de [la Empresa / el Empleado], mientras que las reparaciones mecánicas, revisiones oficiales e ITV serán asumidas por la EMPRESA.
Fuel, tolls, and car wash expenses shall be borne by [the Company / the Employee], while mechanical repairs, official revisions, and ITV (MOT) shall be covered by the COMPANY.

TERCERA. Seguros y multas / Insurance and fines.
El vehículo cuenta con seguro obligatorio de responsabilidad civil contratado por la EMPRESA. El EMPLEADO será único responsable del pago de las multas, sanciones y tasas de retirada de grúa (O.RA., etc.) derivadas de infracciones de tráfico cometidas durante el periodo de posesión del vehículo.
The vehicle has mandatory third-party insurance provided by the COMPANY. The EMPLOYEE shall be solely responsible for the payment of fines, penalties, and towing fees resulting from traffic violations committed during the assignment period.

CUARTA. Duración y devolución / Duration and return.
La presente cesión tendrá vigencia desde el [Fecha de inicio] hasta la finalización de la relación laboral o hasta que la EMPRESA lo requiera, momento en el cual el EMPLEADO deberá devolver el vehículo en las mismas condiciones en las que lo recibió, salvo el desgaste normal por uso.
This assignment will be valid from [Start Date] until the termination of the employment relationship or until requested by the COMPANY, at which point the EMPLOYEE must return the vehicle in the same condition as received, barring normal wear and tear.

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

___________________________
Fdo. Por la Empresa / By the Company

___________________________
Fdo. El Empleado / The Employee

Additional documentation required

To ensure that the vehicle assignment is fully airtight and compliant with Spanish regulations and local protocols in Bens, you should attach and archive the following documents along with the signed template:

• Permiso de Circulación (Vehicle Registration Document): Proof of who holds legal ownership or leasing rights.
• Tarjeta de Inspección Técnica (ITV Card): Ensuring the vehicle has passed its mandatory technical inspections.
• Insurance Policy Copy: A copy of the current insurance policy stating that the driver is authorized.
• Inventory of State: A quick checklist signed by both parties detailing the physical condition of the car, mileage, and any existing scratches or dents upon delivery.

Expert Tip: Always keep a scanned digital copy of this signed agreement in both the employee's and the company’s administrative records. If your business receives a notification of a traffic infraction from the DGT or the local authorities in Bens, presenting this active assignment contract immediately simplifies the process of transferring point penalties to the actual driver within the legal 20-day notification window.