Download Your Free Vehicle Assignment to Employee Template for San Roman (Word/PDF)

Navigating Spanish bureaucracy can be challenging, especially when a company and an employee need to formalize the use of a company vehicle. Whether you are an employer in San Roman looking to assign a car for professional and personal use, or an employee receiving this benefit, having a proper legal document is crucial. This comprehensive guide explains the process and provides a legally sound, bilingual template to protect both parties.

The "Documento de Cesión de Vehículo a Empresa o Empleado" (Vehicle Assignment Document to a Company or Employee) is a private agreement that clearly establishes the terms, responsibilities, and conditions under which a vehicle is handed over. It outlines who pays for fuel, maintenance, and insurance, and clarifies liability in the event of traffic fines—a critical detail under Spanish traffic law.

Instructions on how and where to submit it in San Roman

Because this is a private agreement between a company and an employee, it does not typically need to be submitted to a physical government window in San Roman for day-to-day operations. However, keeping a signed copy inside the vehicle is highly recommended in case of a roadside control by the Guardia Civil or local police. Furthermore, for tax and labor compliance, it should be made available to your gestor (administrative agent), the Spanish Tax Agency (Agencia Tributaria), or labor authorities if requested. If you need to officially notify the Dirección General de Tráfico (DGT) regarding regular driver changes for administrative or toll purposes, you can do so online via the DGT electronic headquarters (Sede Electrónica de la DGT) or by booking an appointment at the nearest DGT provincial office.

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE USE ASSIGNMENT AGREEMENT

En San Roman, a [Día] de [Mes] de [Año]

In San Roman, on [Day] of [Month], [Year]

REUNIDOS / THE PARTIES:

De una parte, D./Dña. [Nombre del Representante], mayor de edad, con DNI [Número de DNI], en nombre y representación de la empresa [Nombre de la Empresa], con CIF [Número de CIF] y domicilio social en [Dirección de la Empresa], en adelante la EMPRESA.

On the one hand, Mr./Ms. [Representative Name], of legal age, with ID [ID Number], acting on behalf of the company [Company Name], with Tax ID [Tax ID Number] and registered office at [Company Address], hereinafter the COMPANY.

Y de otra parte, D./Dña. [Nombre del Empleado], mayor de edad, con DNI [Número de DNI] y domicilio en [Dirección del Empleado], en adelante el EMPLEADO.

And on the other hand, Mr./Ms. [Employee Name], of legal age, with ID [ID Number] and address at [Employee Address], hereinafter the EMPLOYEE.

Ambas partes se reconocen mutua capacidad legal para otorgar el presente documento y, a tal fin,

Both parties mutually recognize their legal capacity to grant this document and, to that end,

MANIFIESTAN / DECLARE:

PRIMERO. Que la EMPRESA es propietaria (o titular en virtud de contrato de renting/leasing) del vehículo cuyas características son las siguientes:

FIRST. That the COMPANY is the owner (or holder under a renting/leasing contract) of the vehicle with the following characteristics:

• Marca / Brand: [Marca]
• Modelo / Model: [Modelo]
• Matrícula / License Plate: [Matrícula]
• Bastidor / VIN: [Número de Bastidor]

SEGUNDO. Que la EMPRESA cede el uso del referido vehículo al EMPLEADO, quien lo acepta bajo las siguientes

SECOND. That the COMPANY assigns the use of the aforementioned vehicle to the EMPLOYEE, who accepts it under the following

CLÁUSULAS / CLAUSES:

1. OBJETO Y USO: La cesión del vehículo tiene carácter exclusivo para el desempeño de las funciones laborales del EMPLEADO, permitiéndose / no permitiéndose (tachar lo que proceda) su uso particular durante los fines de semana y periodos vacacionales.

1. PURPOSE AND USE: The assignment of the vehicle is exclusively for the performance of the EMPLOYEE's work duties, permitting / not permitting (delete as appropriate) its private use during weekends and holiday periods.

2. GASTOS Y MANTENIMIENTO: Los gastos de combustible, peajes y multas derivadas de infracciones de tráfico correrán a cargo de [Indicar quién asume los gastos, ej: el EMPLEADO durante el uso particular y la EMPRESA durante el horario laboral]. Los gastos de seguro obligatorio, ITV y revisiones mecánicas correrán siempre a cuenta de la EMPRESA.

2. EXPENSES AND MAINTENANCE: Fuel expenses, tolls, and fines resulting from traffic infractions shall be borne by [Indicate who assumes expenses, e.g., the EMPLOYEE during private use and the COMPANY during working hours]. Expenses for mandatory insurance, technical inspection (ITV), and mechanical revisions shall always be borne by the COMPANY.

3. RESPONSABILIDAD: El EMPLEADO se hace responsable de la custodia del vehículo y de cumplir escrupgulosamente con las normas de circulación vigentes en España. Las multas por infracciones de tráfico serán imputadas al conductor responsable.

3. LIABILITY: The EMPLOYEE is responsible for the custody of the vehicle and for strictly complying with current traffic regulations in Spain. Fines for traffic violations will be attributed to the responsible driver.

4. DURACIÓN: La presente cesión tendrá vigencia desde el día [Fecha de Inicio] hasta la finalización de la relación laboral o hasta que la EMPRESA lo revoque expresamente por escrito.

Y en prueba de conformidad, firman el presente documento por duplicado en el lugar y fecha arriba indicados.

In witness whereof, the parties sign this document in duplicate at the place and date indicated above.

Fdo. La Empresa / Signed by the Company
___________________________

Fdo. El Empleado / Signed by the Employee
___________________________

Additional documentation required

To ensure total legal compliance when assigning a vehicle to an employee in Spain, make sure you have the following paperwork assembled alongside your template:

• Permiso de Circulación (Registration Certificate): Proves vehicle registration. Ensure the company name matches the owner details.
• Tarjeta de Inspección Técnica (ITV Card): Valid proof that the vehicle has passed Spain's mandatory technical inspections, complete with the up-to-date ITV sticker displayed on the windshield.
• Proof of Insurance (Póliza y Recibo de Seguro): The mandatory third-party liability insurance policy. It is highly recommended to check with the insurance broker if additional drivers (the employee) need to be explicitly named in the policy.
• Valid Driver's License (Permiso de Conducir): The employee must hold a valid Spanish or recognized foreign driver's license appropriate for the vehicle category.

Expert Tip: Always keep an updated copy of this signed assignment contract inside the glove compartment alongside the vehicle's technical card and insurance proof. If the employee takes the company vehicle across international borders outside of Spain, an explicit authorization clause included in this document—or a specialized international authorization letter notarized if necessary—will prevent potential issues with foreign border authorities.