Vehicle Assignment Agreement for Companies and Employees in Juia (Download Template)
Managing company vehicle fleets in Spain requires clear documentation to avoid tax complications and legal disputes. A Documento de Cesión de Vehículo (Vehicle Assignment Agreement) is a private contract between a company and an employee that defines the terms under which a company vehicle is entrusted to an individual for professional and/or personal use. This template is essential for clarifying responsibilities regarding maintenance, fuel, traffic fines, and the "benefit in kind" tax implications required by the Spanish Tax Agency (Agencia Tributaria).
Instructions on how and where to submit it in Juia
Because this is a private agreement between an employer and an employee, it does not need to be submitted to the local town hall (Ayuntamiento de Juia) or the DGT (Dirección General de Tráfico) for the transfer of ownership. However, you must follow these steps to ensure legal validity:
- Drafting: Complete the bilingual template provided below with the specific details of the vehicle and the employee.
- Signing: Both the company representative and the employee must sign every page of the document.
- Filing: Keep the original signed copy in the company's human resources or fleet management department. A copy should also be provided to the employee.
- Administrative use: If you receive a traffic fine (multa) for a vehicle assigned to an employee, this document serves as the primary evidence to identify the driver, allowing the company to avoid liability for the points loss while ensuring the fine is redirected to the actual driver.
CONTRATO DE CESIÓN DE VEHÍCULO DE EMPRESA / COMPANY VEHICLE ASSIGNMENT AGREEMENT
REUNIDOS / THE PARTIES
De una parte, [Nombre de la Empresa], con NIF [NIF de la empresa] y domicilio social en [Dirección], representada por [Nombre del representante] (en adelante, "la Empresa").
From one part, [Company Name], with Tax ID [Tax ID] and registered address at [Address], represented by [Representative Name] (hereinafter, "the Company").
De otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [DNI/NIE del empleado] (en adelante, "el Empleado").
From the other part, Mr./Ms. [Employee Name], with ID [ID Number] (hereinafter, "the Employee").
OBJETO / OBJECT
La Empresa cede al Empleado el uso del vehículo marca [Marca], modelo [Modelo], con matrícula [Matrícula].
The Company assigns to the Employee the use of the vehicle: make [Make], model [Model], license plate [Plate Number].
CONDICIONES / CONDITIONS
1. El Empleado se compromete a realizar un uso responsable y diligente del vehículo, respetando la normativa de tráfico vigente.
1. The Employee agrees to make responsible and diligent use of the vehicle, complying with all current traffic regulations.
2. El Empleado será responsable del pago de las sanciones de tráfico derivadas de infracciones cometidas durante el uso del vehículo.
2. The Employee shall be responsible for the payment of traffic fines derived from violations committed during the use of the vehicle.
3. La Empresa se hará cargo del seguro, mantenimiento y reparaciones ordinarias, salvo aquellas derivadas de negligencia del Empleado.
3. The Company shall be responsible for insurance, maintenance, and ordinary repairs, except those derived from the Employee's negligence.
4. El presente contrato tiene carácter de retribución en especie, cuya valoración fiscal será comunicada a Hacienda según la normativa vigente.
4. This agreement constitutes a benefit in kind, the tax valuation of which will be reported to the Tax Authorities in accordance with current regulations.
En [Ciudad], a [Día] de [Mes] de [Año]. / In [City], on [Date].
Firma de la Empresa / Company Signature: ____________________
Firma del Empleado / Employee Signature: ____________________
Additional documentation required
To ensure full compliance, keep the following documents attached to this agreement:
- A copy of the vehicle's Permiso de Circulación (Registration Certificate).
- A copy of the current insurance policy.
- An inspection report (check-list) signed by both parties detailing the state of the vehicle (scratches, dents, tire condition) at the moment of handover to avoid disputes upon the return of the vehicle.
- A copy of the employee’s valid driving license (must be checked periodically).
Expert Tip: When dealing with traffic authorities in the Girona province, always keep a digital copy of this signed agreement in the vehicle’s glovebox. If the vehicle is stopped by the Guardia Civil or local police, this document proves that the driver has the express authorization of the owner to operate the vehicle, preventing unnecessary complications regarding the vehicle's legal status.