Downloadable Vehicle Assignment Agreement for Companies and Employees in Ibi (Word/PDF)
Managing company assets in Spain requires strict documentation to avoid tax and traffic penalties. A "Documento de Cesión de Vehículo" (Vehicle Assignment Agreement) is a formal contract used when a company assigns a corporate vehicle to an employee for professional and/or personal use. This document is essential for the Spanish Tax Agency (Hacienda) to justify the benefit-in-kind and for the DGT (Dirección General de Tráfico) to clarify who is responsible for traffic fines incurred while the vehicle is in the employee's possession.
Instructions on how and where to submit it in Ibi
While this is a private contract between the employer and the employee, it must be kept readily available for inspection by tax authorities or traffic officials. In Ibi, you do not need to register this document with the local Town Hall (Ayuntamiento), but you should follow these steps to ensure its legal validity:
- Drafting: Complete the bilingual template provided below with the specific details of the company and the employee.
- Signing: Both parties must sign every page of the document. Electronic signatures are valid if they meet EU eIDAS standards, but wet-ink signatures are still the safest for roadside checks.
- Traffic Fines: If the vehicle receives a fine, the company can use this document to identify the driver, allowing the DGT to redirect the fine to the employee's license rather than the company paying the corporate surcharge.
- Storage: Keep the original in the company’s administrative office and provide a certified copy to the employee to keep in the vehicle's glove compartment alongside the technical inspection card (ITV) and insurance policy.
CONTRATO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
REUNIDOS / THE PARTIES:
De una parte, [Nombre de la Empresa], con NIF [NIF], y domicilio social en [Dirección], en adelante "la Empresa".
(On one side, [Company Name], with Tax ID [NIF], and registered address at [Address], hereinafter "the Company".)
De otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [Número], en adelante "el Empleado".
(On the other side, Mr./Ms. [Employee Name], with ID [Number], hereinafter "the Employee".)
OBJETO / OBJECT:
La Empresa cede el uso del vehículo marca [Marca], modelo [Modelo], matrícula [Matrícula], al Empleado para el desempeño de sus funciones laborales.
(The Company assigns the use of the vehicle, make [Make], model [Model], license plate [Plate], to the Employee for the performance of their work duties.)
CONDICIONES / CONDITIONS:
1. El vehículo se destinará a fines profesionales y [indicar si se permite uso personal]. (1. The vehicle shall be used for professional purposes and [indicate if personal use is permitted].)
2. El Empleado se compromete a mantener el vehículo en buen estado y cumplir con la normativa de tráfico vigente en España. (2. The Employee agrees to keep the vehicle in good condition and comply with current traffic regulations in Spain.)
3. El Empleado será el responsable directo de cualquier sanción de tráfico derivada de su conducción. (3. The Employee shall be directly responsible for any traffic fine derived from their driving.)
Firmado en Ibi, a [Día] de [Mes] de [Año]. / Signed in Ibi, on [Day] of [Month], [Year].
Firma Empresa / Company Signature: ____________________
Firma Empleado / Employee Signature: ____________________
Additional documentation required
To ensure full compliance while driving in Ibi or elsewhere in Spain, the vehicle must always carry the following documents:
- Permiso de Circulación: The vehicle's registration certificate.
- Tarjeta de Inspección Técnica (ITV): Proof that the vehicle has passed its mandatory roadworthiness tests.
- Seguro Obligatorio: A receipt or digital proof that the vehicle is insured.
- Valid Driver's License: The employee must carry their original, valid Spanish or EU/EEA driver's license at all times.
Expert Tip: Always ensure that your company insurance policy explicitly covers "employees" or "authorized third-party drivers." If the insurance only lists the company owner, an accident involving an employee could lead to the insurance company denying coverage. If you are operating in Ibi, keep a digital scan of this signed agreement in your cloud storage so it can be retrieved instantly if the DGT requests proof of vehicle authorization.