Downloadable Vehicle Assignment Agreement for Companies and Employees in Requejada
If you are a business owner or an employee based in Requejada, Cantabria, you may need to formalize the use of a company vehicle for private or professional purposes. This document, known as the Documento de Cesión de Vehículo, is a legal private contract that protects both the company (the owner) and the employee (the user) by defining responsibilities, insurance coverage, and tax implications regarding the benefit-in-kind (retribución en especie).
Instructions on how and where to submit it in Requejada
Since this is a private agreement between two parties, you do not need to file it with the DGT (Dirección General de Tráfico) or the Requejada local town hall for it to be valid. However, you must keep the signed document in your corporate records for the following reasons:
- Tax Compliance: The Spanish Tax Agency (Agencia Tributaria) may request this document to verify the "benefit-in-kind" calculation on the employee's payroll.
- Traffic Fines: If a traffic fine is issued while the employee is driving, this document proves who was in possession of the vehicle at the time of the infraction.
- Insurance Claims: In the event of an accident, insurance companies often require proof of the authorized driver.
Ensure both parties sign every page. While notarization is not mandatory, it is recommended to sign it in the presence of a witness or use a digital signature platform for added legal security.
DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
REUNIDOS / THE PARTIES:
De una parte, [Nombre de la Empresa], con NIF [NIF], y domicilio en [Dirección en Requejada], en adelante "la Empresa".
(On one hand, [Company Name], with tax ID [NIF], and address in [Address in Requejada], hereinafter "the Company".)
Y de otra, D./Dña. [Nombre del Empleado], con DNI/NIE [Número], en adelante "el Empleado".
(And on the other, Mr./Ms. [Employee Name], with ID [Number], hereinafter "the Employee".)
EXPONEN / DECLARE:
Que la Empresa es propietaria del vehículo marca [Marca], modelo [Modelo], con matrícula [Matrícula].
(That the Company is the owner of the vehicle [Make], [Model], with license plate [Plate Number].)
CLÁUSULAS / CLAUSES:
1. Objeto: La Empresa cede el uso del vehículo al Empleado para fines [profesionales / profesionales y particulares].
(1. Purpose: The Company assigns the use of the vehicle to the Employee for [professional / professional and private] purposes.)
2. Responsabilidad: El Empleado se compromete a hacer un uso diligente del vehículo, siendo responsable de las multas de tráfico derivadas de su conducción.
(2. Responsibility: The Employee agrees to use the vehicle diligently and shall be responsible for any traffic fines derived from their driving.)
3. Mantenimiento: La Empresa se hará cargo de los gastos de mantenimiento y seguro del vehículo.
(3. Maintenance: The Company shall cover the costs of maintenance and vehicle insurance.)
En Requejada, a [Día] de [Mes] de [Año].
(In Requejada, on [Day] of [Month] of [Year].)
Firma de la Empresa / Company Signature: ____________________
Firma del Empleado / Employee Signature: ____________________
Additional documentation required
To ensure total compliance, you should attach the following documents to your agreement:
- A copy of the vehicle's "Permiso de Circulación" (Registration Certificate).
- A copy of the current insurance policy showing the vehicle is covered.
- A document detailing the current mileage (odometer reading) at the time of the handover.
- Proof of the employee's valid driver’s license (Permiso de Conducir).
Expert Tip: If the vehicle is used for private purposes, remember that this constitutes a "retribución en especie" (payment in kind). You must report this correctly in the employee’s payroll so that the appropriate IRPF (income tax) withholdings are applied. Failure to do so can lead to penalties during a tax audit. Always consult with your local gestoría in Requejada to ensure your payroll software is updated to reflect this vehicle assignment correctly.