📝 Trámites y Plantillas DGT

Downloadable Vehicle Assignment Agreement for Companies and Employees in Fuentes de Andalucía

If you are a business owner or a professional in Fuentes de Andalucía, you may need to formalize the use of a company vehicle by an employee. This document, known as a Documento de Cesión de Vehículo, is a private contract that clarifies the conditions of use, maintenance, and responsibilities associated with the vehicle. Having this in writing is essential to avoid tax complications with the Spanish Tax Agency (Agencia Tributaria) and to establish clear liability in the event of traffic fines or accidents.

Instructions on how and where to submit it in Fuentes de Andalucía

As this is a private agreement between a company and an employee, it does not necessarily need to be submitted to the local Town Hall (Ayuntamiento) of Fuentes de Andalucía for its validity. However, you should keep it in the following places:

Internal Records: The company must keep a signed copy in the employee’s personnel file.
Inside the Vehicle: It is highly recommended to carry a copy of this document (or a certified copy) inside the vehicle's glove compartment. If the driver is stopped by the Guardia Civil or local police, this document proves that the driver is authorized to use the company-registered vehicle.
Tax Agency: If you are claiming vehicle expenses as a business deduction, you may be required to present this contract to the Agencia Tributaria during an audit.

📄 Modelo Oficial / Official Template

Plantilla / Template

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

EN FUENTES DE ANDALUCÍA, a [Date]

REUNIDOS / THE PARTIES
De una parte, [Company Name], con NIF [Tax ID Number], y domicilio social en [Address], representada por [Name of Representative] (en adelante "La Empresa").
On one side, [Company Name], with Tax ID [Tax ID Number], and registered address at [Address], represented by [Name of Representative] (hereinafter "The Company").

Y de otra parte, [Employee Name], con DNI/NIE [ID Number], con domicilio en [Address] (en adelante "El Empleado").
On the other side, [Employee Name], with ID [ID Number], residing at [Address] (hereinafter "The Employee").

CLÁUSULAS / CLAUSES

PRIMERA: OBJETO / FIRST: OBJECT La Empresa cede al Empleado el uso del vehículo marca [Make], modelo [Model], matrícula [License Plate].
The Company assigns to the Employee the use of the vehicle: [Make], model [Model], license plate [License Plate].

SEGUNDA: FINALIDAD / SECOND: PURPOSE El vehículo se utilizará exclusivamente para fines laborales y [Yes/No] se permite el uso particular.
The vehicle shall be used exclusively for work purposes and private use is [Allowed/Not Allowed].

TERCERA: MANTENIMIENTO / THIRD: MAINTENANCE El Empleado se compromete a mantener el vehículo en buen estado y comunicar cualquier avería a La Empresa.
The Employee agrees to maintain the vehicle in good condition and report any breakdowns to The Company.

CUARTA: RESPONSABILIDAD / FOURTH: LIABILITY El Empleado será responsable de las multas de tráfico derivadas de infracciones cometidas durante el uso del vehículo.
The Employee shall be responsible for traffic fines resulting from infractions committed during the use of the vehicle.

FIRMADO / SIGNED

__________________________ __________________________
La Empresa (Firma/Seal) El Empleado (Firma)

Additional documentation required

To ensure total compliance, you should bundle this agreement with the following documents:

Vehicle Registration (Permiso de Circulación): Ensure it is updated with the company's current address.
Technical Inspection Card (ITV): Ensure the vehicle has passed its most recent inspection.
Insurance Policy: A copy of the current insurance policy, ensuring that the driver is covered if they are not the policyholder.
Power of Attorney (Escritura de Poderes): If you are signing on behalf of a company, ensure your representative powers are up to date.

Expert Tip: If your company allows private use of the vehicle, remember that in Spain, this is considered "retribución en especie" (payment in kind). You must report this correctly in the employee's payroll and tax filings to avoid penalties from the Spanish Tax Office. If you are unsure about the tax implications, consult with a local gestoría in Fuentes de Andalucía to ensure your payroll software is configured correctly.