How to Transfer Vehicle Usage to an Employee or Company in Ribadesella: Ready-to-Use Template

Managing vehicle assets between a company and its employees in Spain requires proper documentation to avoid tax issues with the Hacienda (Tax Agency) and potential traffic fines. Whether you are a business owner in Ribadesella assigning a company car to a staff member, or an employee using a personal vehicle for professional duties, having a formal "Cesión de Vehículo" (Vehicle Usage Agreement) is essential to clarify liability, insurance coverage, and tax implications.

Instructions on how and where to submit it in Ribadesella

This document is a private contract, meaning it does not necessarily need to be "submitted" to the DGT (Dirección General de Tráfico) unless there is a change in the vehicle's ownership. However, it must be kept on hand at all times for the following reasons:

• Traffic Stops: If a Guardia Civil officer stops you in or around Ribadesella, this document proves you have legal authorization to drive the vehicle if the name on the registration (Permiso de Circulación) differs from the driver.
• Tax Compliance: It serves as proof for the Spanish Tax Agency (Agencia Tributaria) to justify the vehicle as a business expense or as "retribución en especie" (benefit in kind) for the employee.
• Insurance Claims: In the event of an accident, insurance companies will require this document to verify the relationship between the driver and the vehicle owner.

Keep a signed hard copy in the glove compartment and a digital copy in your business files.

DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE USAGE AGREEMENT

En Ribadesella, a ____ de ____________ de 202__ / In Ribadesella, on this ____ day of ____________, 202__

REUNIDOS / THE PARTIES
De una parte, D./Dña. _____________________________, con DNI/NIE ______________, en representación de la empresa _____________________________ con CIF ______________ (en adelante, "El Cedente"). / On one part, Mr./Ms. _____________________________, holder of ID ______________, representing the company _____________________________ with Tax ID ______________ (hereinafter, "The Lender").
Y de otra parte, D./Dña. _____________________________, con DNI/NIE ______________ (en adelante, "El Cesionario"). / And on the other part, Mr./Ms. _____________________________, holder of ID ______________ (hereinafter, "The User").

EXPONEN / DECLARE
Que El Cedente es propietario del vehículo marca ______________, modelo ______________, con matrícula ______________. / That The Lender is the owner of the vehicle make ______________, model ______________, with license plate ______________.
Que ambas partes acuerdan la cesión del uso del vehículo mencionado para fines profesionales y/o personales. / That both parties agree to the assignment of the use of said vehicle for professional and/or personal purposes.

CLÁUSULAS / TERMS
1. El Cedente autoriza al Cesionario a conducir el vehículo mencionado. / The Lender authorizes The User to drive the aforementioned vehicle.
2. El Cesionario se compromete a hacer un uso responsable del vehículo y a cumplir con la normativa de tráfico vigente. / The User agrees to make responsible use of the vehicle and comply with current traffic regulations.
3. Los gastos de combustible, mantenimiento y multas derivadas de infracciones de tráfico serán responsabilidad de: _____________________________. / Expenses for fuel, maintenance, and traffic fines shall be the responsibility of: _____________________________.

Firmas / Signatures:

El Cedente (The Lender) ______________________ El Cesionario (The User) ______________________

Additional documentation required

To ensure your vehicle usage remains compliant in the eyes of Spanish authorities, you should always carry the following documents alongside the agreement:

• Permiso de Circulación: The original registration document of the vehicle.
• Tarjeta de Inspección Técnica (ITV): Proof that the vehicle has passed its mandatory technical inspection.
• Insurance Policy: Proof of valid civil liability insurance.
• Driver's License: The valid Spanish or EU driving license of the assigned user.

Expert Tip: If the vehicle is being assigned as a "benefit in kind" (retribución en especie), ensure your accountant in Ribadesella includes the usage valuation in the employee's payroll (nómina). Failure to declare this correctly can lead to penalties during a tax audit. Always consult with a local 'gestoría' if you are unsure about the specific tax impact of the vehicle assignment on your company's balance sheet.