How to Draft a Vehicle Assignment Agreement for Employees in Sant Pere de Ribes: Downloadable Template
Managing company vehicles in Spain requires clear documentation to avoid tax complications and legal liabilities. A Documento de Cesión de Vehículo (Vehicle Assignment Agreement) is a private contract between a company and an employee that formalizes the handover of a company car for professional and/or personal use. This document is essential for tax purposes (to calculate "payment in kind" or retribución en especie) and for traffic authorities to identify the authorized driver in the event of fines.
Instructions on How and Where to Submit in Sant Pere de Ribes
Since this is a private internal agreement between the employer and the employee, you do not need to submit it to the Town Hall (Ajuntament) of Sant Pere de Ribes for validation. However, you should keep a signed copy in your company’s personnel files. You should also provide a copy to the employee to keep in the vehicle’s glove compartment, as it serves as proof of authorization if the vehicle is stopped by the Local Police (Policía Local) or the Mossos d'Esquadra.
If you need to update the vehicle’s tax address or registration details, you must visit the DGT (Dirección General de Tráfico) provincial office in Barcelona. For local municipal tax (IVTM) queries regarding the company vehicle, you may contact the Oficina de Atención Ciudadana at the Sant Pere de Ribes Town Hall.
DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
En Sant Pere de Ribes, a [Date] / In Sant Pere de Ribes, on [Date]
REUNIDOS / PARTIES:
De una parte, la empresa [Company Name], con NIF [Tax ID], y domicilio en [Company Address], representada por [Name of Representative]. / On one hand, the company [Company Name], with Tax ID [Tax ID], and address at [Company Address], represented by [Name of Representative].
Y de otra, D./Dña. [Employee Name], con DNI/NIE [ID Number], en adelante "el Empleado". / And on the other, Mr./Ms. [Employee Name], with ID [ID Number], hereinafter "the Employee".
EXPONEN / STATEMENT:
Que la empresa es propietaria/arrendataria del vehículo [Make/Model], con matrícula [License Plate Number]. / That the company is the owner/lessee of the vehicle [Make/Model], with license plate [License Plate Number].
Que ambas partes acuerdan la cesión del uso de dicho vehículo al Empleado para el desempeño de sus funciones laborales. / That both parties agree to the assignment of the use of said vehicle to the Employee for the performance of their work duties.
CLÁUSULAS / CLAUSES:
1. El vehículo se entrega en perfecto estado de funcionamiento. / The vehicle is delivered in perfect working condition.
2. El Empleado se compromete a realizar un uso responsable y a respetar las normas de circulación vigentes. / The Employee agrees to make responsible use of the vehicle and to respect current traffic regulations.
3. Los gastos de combustible y mantenimiento serán asumidos por [Company/Employee]. / Fuel and maintenance costs will be covered by [Company/Employee].
4. El Empleado será responsable de las multas de tráfico derivadas de infracciones cometidas durante el uso del vehículo. / The Employee shall be responsible for traffic fines arising from infractions committed during the use of the vehicle.
FIRMADO / SIGNED:
__________________________ (Empresa / Company) __________________________ (Empleado / Employee)
Additional Documentation Required
- Vehicle Registration Certificate (Permiso de Circulación): Always ensure the name on the registration matches the company name.
- Proof of Insurance (Recibo del Seguro): Ensure the insurance policy covers the employee as an authorized driver.
- ITV Card (Ficha Técnica): Must be kept in the vehicle at all times, showing the most recent inspection stamp.
- Company Tax ID (Modelo 036/037): A copy of the company's tax registration document is often useful to prove the vehicle is tied to legitimate business activity.
Expert Tip: If your company allows the employee to use the vehicle for private trips, remember that this is considered a "payment in kind" under Spanish tax law. You must report this in the employee's payroll (nómina) to ensure compliance with the AEAT (Tax Agency). Failure to do so can result in significant penalties during a tax audit. Always consult with a local gestoría in Sant Pere de Ribes to ensure your specific contract complies with current labor regulations.