Vehicle Assignment Document to Company or Employee in Pola de Laviana: Download Free Template (Word/PDF)

Managing vehicle assignments between a company and an employee is a common procedure for tax, labor, and traffic safety compliance in Spain. A Vehicle Assignment Document (Documento de Cesión de Vehículo a Empresa o Empleado) is a private agreement that officially establishes the terms under which a company provides a vehicle to a worker for professional and/or personal use, or conversely, when an employee cedes their personal vehicle for company business. Having this document properly drafted is essential to avoid penalties from the Spanish Traffic Authority (DGT) and to clarify liability regarding fines, maintenance, and insurance.

Instructions on how and where to submit it in Pola De Laviana

Because this is a private agreement regulating the relationship between employer and employee, it does not typically need to be permanently registered at a physical DGT counter unless there is a formal change of ownership on the vehicle's registration certificate (Permiso de Circulación). However, keeping a signed copy in the vehicle and registered with your company's fleet management is mandatory.

If your procedure involves notifying the DGT about a habitual driver or a change in the vehicle's registry details from Pola de Laviana, you can handle it through the following channels:

• Online: The most efficient way is through the DGT Electronic Office (Sede Electrónica de la DGT) using a digital certificate or Cl@ve.
• In Person: For physical paperwork that cannot be done online, you must request an appointment (cita previa) at the nearest Jefatura Provincial de Tráfico in Asturias (located in Oviedo).
• Local Assistance: Local gestorías in Pola de Laviana can also telematically process habitual driver notifications on your behalf.

CONTRATO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

En Pola de Laviana (Asturias), a [Día] de [Mes] de [Año]

REUNIDOS / THE PARTIES:

De una parte, [Nombre de la Empresa], con CIF [CIF de la Empresa], y domicilio social en [Dirección de la empresa], en representación de la misma D./Dña. [Nombre del Representante], en calidad de [Cargo] (en adelante, LA EMPRESA).

And on the other part, D./Dña. [Nombre del Empleado], con DNI/NIE [Número de DNI/NIE] y domicilio en [Dirección del empleado] (en adelante, EL EMPLEADO).

Ambas partes se reconocen mutua capacidad legal para obligarse y, a tal efecto, / Both parties mutually recognize their legal capacity to enter into this agreement and, to this end,

EXPONEN / DECLARE:

Primero. Que LA EMPRESA es titular del vehículo cuyas características se detallan a continuación:
First. That THE COMPANY is the owner of the vehicle detailed below:
- Marca / Brand: [Marca]
- Modelo / Model: [Modelo]
- Matrícula / License Plate: [Matrícula]
- Bastidor / VIN: [Número de Bastidor]

Segundo. Que LA EMPRESA cede el uso de dicho vehículo a EL EMPLEADO, y este lo acepta, bajo las siguientes: / That THE COMPANY assigns the use of said vehicle to THE EMPLOYEE, and the latter accepts it, under the following:

CLÁUSULAS / CLAUSES:

PRIMERA. Objeto de la cesión / Purpose of the assignment.
LA EMPRESA cede el uso del vehículo mencionado a EL EMPLEADO para el desempeño de sus funciones laborales [añadir si procede: así como para su uso particular / as well as for personal use].

SEGUNDA. Gastos y Mantenimiento / Expenses and Maintenance.
Los gastos derivados del carburante, peajes y multas de tráfico cometidas por EL EMPLEADO correrán a cargo de [Especificar: El empleado / La empresa]. Los gastos de seguro obligatorio, ITV y reparaciones mecánicas generales correrán a cargo de LA EMPRESA.
Expenses derived from fuel, tolls, and traffic fines committed by THE EMPLOYEE shall be borne by [Specify: The employee / The company]. Compulsory insurance, ITV (technical inspection), and general mechanical repairs shall be borne by THE COMPANY.

TERCERA. Obligaciones del Empleado / Obligations of the Employee.
EL EMPLEADO se compromete a hacer un uso diligente del vehículo, a mantenerlo en buen estado y a notificar de forma inmediata a LA EMPRESA cualquier incidencia, accidente o daño mecánico.
THE EMPLOYEE undertakes to make diligent use of the vehicle, keep it in good condition, and immediately notify THE COMPANY of any incident, accident, or mechanical damage.

CUARTA. Duración y Devolución / Duration and Return.
Esta cesión tendrá vigencia desde el [Fecha de inicio] hasta la finalización de la relación laboral o hasta que LA EMPRESA lo requiera, momento en el cual EL EMPLEADO deberá devolver el vehículo en las mismas condiciones en las que lo recibió (salvo el desgaste normal).
This assignment shall be valid from [Start date] until the end of the employment relationship or until THE COMPANY requests it, at which time THE EMPLOYEE must return the vehicle in the same condition as received (barring normal wear and tear).

Y en prueba de conformidad, ambas partes firman el presente documento por duplicado en el lugar y fecha indicados al comienzo.
And as proof of conformity, both parties sign this document in duplicate at the place and date indicated at the beginning.

LA EMPRESA / THE COMPANY
Fdo.: ___________________________

EL EMPLEADO / THE EMPLOYEE
Fdo.: ___________________________

Additional documentation required

To ensure total legal compliance in Spain when executing a vehicle assignment, make sure you have the following documentation gathered alongside your signed template:

• Valid Permiso de Circulación (Registration Certificate): Proving the legal ownership of the vehicle.
• Ficha Técnica (ITV Technical Sheet): Ensuring the vehicle has passed its periodic inspections up to date.
• Insurance Policy and Receipt: Proof that the mandatory civil liability insurance is active and explicitly covers the designated driver if required by the insurer.
• DNI/NIE Copies: Photocopies of both the company representative and the employee for internal record-keeping.

Closing expert tips

When drafting and signing a vehicle assignment document in Pola de Laviana, always ensure that the clauses clearly differentiate between professional and private use. This distinction is vital not only for labor law transparency but also for tax purposes (such as valuing payment in kind ("retribución en especie") for personal income tax - IRPF in Spain). Furthermore, in the event of a speeding ticket or traffic violation caught by automated cameras, having this document updated allows the company to instantly identify the responsible driver and properly name them to the DGT, avoiding severe secondary fines for failure to identify the driver.