How to Draft a Vehicle Assignment Agreement for Employees in Jaén (Downloadable Template)

In Spain, assigning a company vehicle to an employee or vice versa requires clear documentation to avoid tax complications and issues with the DGT (Dirección General de Tráfico). This document serves as a formal "Vehicle Assignment Agreement" (Documento de Cesión de Vehículo), which outlines the responsibilities, usage rights, and liability of both the company and the employee. Whether you are a business owner in Jaén or an employee receiving a company car, this template ensures you are protected against unexpected traffic fines and tax audits.

Instructions on how and where to submit it in Jaén

While this is primarily a private contract, it is essential for your internal corporate records and for justifying the "benefit in kind" (retribución en especie) to the Spanish Tax Agency (Agencia Tributaria). In Jaén, follow these steps:

• Internal Filing: Keep a signed copy in the employee's personnel file.
• DGT Notification: If the vehicle is being used by an employee long-term, you should notify the DGT of the "habitual driver" (conductor habitual). This can be done online via the DGT website using your Digital Certificate or at the Jefatura Provincial de Tráfico de Jaén located at Calle de la Audiencia, 6.
• Tax Agency: Ensure the document clearly states the usage percentage (business vs. private) to correctly calculate the tax impact on the employee's payroll.

CONTRATO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

En Jaén, a [Date] / In Jaén, on [Date].

REUNIDOS / THE PARTIES:
De una parte, [Company Name], con NIF [Tax ID] y domicilio en [Address] (en adelante, la "Empresa"). / On one hand, [Company Name], with Tax ID [Tax ID] and address at [Address] (hereinafter, the "Company").
Y de otra parte, D./Dña. [Employee Name], con DNI/NIE [ID Number] (en adelante, el "Empleado"). / And on the other hand, Mr./Ms. [Employee Name], with ID [ID Number] (hereinafter, the "Employee").

CLÁUSULAS / CLAUSES:
1. La Empresa cede al Empleado el uso del vehículo marca [Brand], modelo [Model], matrícula [License Plate]. / The Company assigns to the Employee the use of the vehicle [Brand], model [Model], license plate [License Plate].
2. El vehículo será utilizado exclusivamente para [Professional/Mixed] fines. / The vehicle shall be used exclusively for [Professional/Mixed] purposes.
3. El Empleado se compromete a mantener el vehículo en buen estado y a comunicar cualquier avería o accidente de inmediato. / The Employee agrees to keep the vehicle in good condition and report any breakdown or accident immediately.
4. Las multas de tráfico serán responsabilidad del conductor en el momento de la infracción. / Traffic fines shall be the responsibility of the driver at the time of the infraction.

FIRMAS / SIGNATURES:
Por la Empresa / For the Company: ____________________
El Empleado / The Employee: ____________________

Additional documentation required

To ensure full compliance in Jaén, attach the following documents to your agreement:

• A copy of the vehicle's "Permiso de Circulación" (Registration Certificate).
• A copy of the current "Tarjeta de Inspección Técnica" (ITV card) showing the vehicle has passed its technical inspection.
• Proof of insurance policy covering the specific vehicle and, if applicable, naming the employee as an authorized driver.
• A copy of the employee's valid Spanish driver's license.

Expert Tip: Always ensure that the "habitual driver" is registered with the DGT. If you receive a fine for a company car, the DGT will send the notification to the company address. Having this agreement signed beforehand makes the process of identifying the actual driver (identificación del conductor) significantly faster and helps avoid the heavy fines associated with failing to identify the driver in Spain.