Download Vehicle Assignment Template for Company or Employee in Caldes De Montbui (Word/PDF)

Navigating Spanish bureaucracy when sharing a vehicle between a company and an employee can be a complex task. A "Documento de Cesión de Vehículo a Empresa o Empleado" (Vehicle Assignment Document between a Company and an Employee) is a crucial private agreement. It officially states that a company is assigning the use of a corporate vehicle to an employee, or vice versa, outlining responsibilities regarding maintenance, insurance, fuel, and traffic fines. Having this document is essential for tax purposes (deductibility of expenses), labor compliance, and avoiding legal headaches with the DGT (Dirección General de Tráfico) in Caldes De Montbui if the vehicle is involved in an infraction.

Instructions on how and where to submit it in Caldes De Montbui

Because this is a private agreement between a company and an employee, it does not need to be physically registered at a DGT office for daily use. However, you must keep a signed copy inside the vehicle at all times alongside the vehicle registration (Permiso de Circulación) and ITV card to present to the Mossos d'Esquadra or Policía Local if stopped. Additionally, you should present a copy to:

• The Company's Gestoría or HR Department: To properly register the vehicle assignment as part of the employee's compensation in kind (retribución en especie), if applicable.
• The Ajuntament de Caldes de Montbui: If you are applying for local resident parking permits (tarjeta de estacionamiento para residentes) for a company car, the local municipal offices may require this assignment document to prove regular use of the vehicle by a resident in Caldes de Montbui.
• The DGT (Jefatura Provincial de Tráfico): While not strictly mandatory for simple use, if the vehicle is registered under a renting or leasing company, or if you need to officially notify a regular driver (conductor habitual) at the DGT, you can do so online via the DGT electronic headquarters (Sede Electrónica) or through a local gestoría in Caldes de Montbui.

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

REUNIDOS / THE PARTIES:

De una parte, la entidad [Nombre de la Empresa], con CIF [CIF de la Empresa] y domicilio social en [Dirección de la Empresa], debidamente representada en este acto por D./Dña. [Nombre del Representante], en adelante la EMPRESA.
On the one part, the entity [Company Name], with Tax ID [Company CIF] and registered office at [Company Address], duly represented by Mr./Ms. [Representative Name], hereinafter the COMPANY.

Y de otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [DNI/NIE del Empleado] y domicilio en [Dirección del Empleado], en adelante el EMPLEADO.
And on the other part, Mr./Ms. [Employee Name], with ID [Employee DNI/NIE] and address at [Employee Address], hereinafter the EMPLOYEE.

Ambas partes se reconocen mutua capacidad legal para otorgar el presente documento y, a tal fin,
Both parties mutually recognize their legal capacity to grant this document and, to that end,

EXPONEN / DECLARE:

PRIMERO.- Que la EMPRESA es propietaria / arrendataria (marcar lo que proceda) del vehículo cuyas características se detallan a continuación:
FIRST.- That the COMPANY is the owner / lessee (mark as applicable) of the vehicle whose characteristics are detailed below:
- Marca / Make: [Marca]
- Modelo / Model: [Modelo]
- Matrícula / License Plate: [Matrícula]
- Bastidor / VIN: [Número de Bastidor]

SEGUNDO.- Que la EMPRESA cede el uso del mencionado vehículo al EMPLEADO bajo las siguientes:
SECOND.- That the COMPANY assigns the use of the aforementioned vehicle to the EMPLOYEE under the following:

CLÁUSULAS / CLAUSES:

PRIMERA. Objeto de la cesión: La EMPRESA cede el uso exclusivo del vehículo descrito al EMPLEADO para el desempeño de sus funciones laborales, así como para su uso particular (si procede), en Caldes de Montbui y cualquier otro territorio.
FIRST. Purpose of the assignment: The COMPANY assigns the exclusive use of the described vehicle to the EMPLOYEE for the performance of their work duties, as well as for private use (if applicable), in Caldes de Montbui and any other territory.

SEGUNDA. Gastos y Mantenimiento: Los gastos derivados del mantenimiento, reparaciones necesarias, seguro obligatorio y [mencionar si incluye combustible/ITV] correrán a cargo de [la Empresa / el Empleado].
SECOND. Expenses and Maintenance: Expenses derived from maintenance, necessary repairs, mandatory insurance, and [mention if it includes fuel/ITV] shall be borne by [the Company / the Employee].

TERCERA. Sanciones y Multas: El EMPLEADO se hace único responsable del pago de cuantas multas, sanciones o tasas le sean impuestas por infracciones de las normas de circulación o estacionamiento cometidas con el vehículo durante la vigencia de esta cesión.
THIRD. Penalties and Fines: The EMPLOYEE is solely responsible for the payment of any fines, penalties, or fees imposed for violations of traffic or parking regulations committed with the vehicle during the term of this assignment.

CUARTA. Vigencia: La presente cesión tendrá validez desde el [Fecha de inicio] hasta la finalización de la relación laboral entre ambas partes o hasta la revocación expresa por parte de la EMPRESA.
FOURTH. Validity: This assignment shall be valid from [Start Date] until the termination of the employment relationship between both parties or until express revocation by the COMPANY.

Y en prueba de conformidad, ambas partes firman el presente documento por duplicado en Caldes de Montbui, a [Día] de [Mes] de [Año].
And as proof of conformity, both parties sign this document in duplicate in Caldes de Montbui, on [Day] of [Month] of [Year].

Fdo.: La Empresa                          Fdo.: El Empleado
Signed: The Company                          Signed: The Employee

Additional documentation required

To ensure total legal compliance when executing this vehicle assignment in Caldes De Montbui, make sure you have the following paperwork ready and archived:

• Permiso de Circulación: The official vehicle registration paper showing the company as the owner (or the leasing company).
• Tarjeta de Inspección Técnica (ITV): Must be completely up to date, including the favorable inspection sticker displayed on the windshield.
• Poliza de Seguros y Recibo de Pago: Proof that the mandatory third-party liability insurance (and optional comprehensive coverage, if applicable) is active and covers the designated employee.
• ID Documents: Photocopies of the company representative's DNI/NIE and powers of attorney, alongside the employee's DNI/NIE.

Expert Tip: If the employee is going to use the vehicle regularly for personal reasons in addition to professional commuting, make sure your company's tax advisor (gestor fiscal) in Caldes de Montbui correctly calculates the "retribución en especie" (benefit-in-kind) to avoid unexpected penalties from the Spanish Tax Agency (Agencia Tributaria). Also, remember that if a traffic fine arrives at the company address, you have a legal obligation to identify the driver promptly using this signed document as your primary backing.