Vehicle Assignment Agreement: Download Your Template for Serra de Daro (Word/PDF)
Managing a fleet or assigning a company vehicle to an employee in Spain involves specific legal requirements to ensure tax compliance and liability clarity. This document, known as a Documento de Cesión de Vehículo, is a formal agreement that transfers the usage of a vehicle from a business entity to an employee or vice versa. It is essential for defining responsibilities regarding maintenance, fuel, traffic fines, and insurance coverage. If you are operating in Serra de Daro or the surrounding Girona region, having a signed, clear agreement is your primary defense in the event of an audit or a traffic incident.
Instructions on how and where to submit it in Serra de Daro
This document is primarily a private contract between the company and the employee, but it must be ready to be presented to the following authorities if requested:
- DGT (Dirección General de Tráfico): While you do not need to register the assignment with the DGT, you must keep a copy in the vehicle at all times to prove authorized use during police stops.
- Tax Agency (Agencia Tributaria): This document is vital for justifying the "benefit in kind" (retribución en especie) in your payroll records and tax filings.
- Local Administration: If you are required to present this to the local Serra de Daro town hall for parking permits or business registrations, ensure the document is signed by both parties.
Steps:
- Download the template below and fill in the specific details of the vehicle (license plate, VIN) and the driver.
- Print two copies: one for the company archives and one for the employee to keep in the vehicle.
- Ensure both parties sign every page of the document.
DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
EN SERRA DE DARO, a [Día] de [Mes] de 202X.
REUNIDOS / THE PARTIES:
De una parte, [Nombre de la Empresa], con NIF [NIF de la empresa], y domicilio en [Dirección], en adelante "LA EMPRESA".
(On one hand, [Company Name], with Tax ID [Tax ID], and address at [Address], hereinafter "THE COMPANY".)
Y de otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [Número], en adelante "EL EMPLEADO".
(And on the other hand, Mr./Ms. [Employee Name], with ID [Number], hereinafter "THE EMPLOYEE".)
CLÁUSULAS / CLAUSES:
1. LA EMPRESA cede el uso del vehículo [Marca y Modelo], matrícula [Matrícula], al EMPLEADO para fines [profesionales/mixtos]. (THE COMPANY assigns the use of the vehicle [Make and Model], plate [Plate Number], to the EMPLOYEE for [professional/mixed] purposes.)
2. El EMPLEADO se compromete a realizar un uso diligente del vehículo, siendo responsable de las multas de tráfico y sanciones derivadas de su conducción. (THE EMPLOYEE agrees to use the vehicle diligently, being responsible for traffic fines and penalties arising from their driving.)
3. El EMPLEADO deberá notificar a la empresa cualquier avería o siniestro de forma inmediata. (THE EMPLOYEE must notify the company of any breakdown or accident immediately.)
FIRMAS / SIGNATURES:
Por la Empresa / For the Company: ____________________
Por el Empleado / For the Employee: ____________________
Additional documentation required
To ensure full legal compliance, keep the following documents attached to your signed agreement:
- A copy of the current Permiso de Circulación (Vehicle Registration).
- A copy of the valid ITV (Technical Inspection) certificate.
- Proof of the company's insurance policy, specifically confirming that the vehicle is covered for the employee's use.
- A copy of the employee’s valid driver’s license.
Expert Tip: Always verify that your insurance policy covers "authorized drivers" rather than just one named individual. In Spain, insurance companies may deny coverage in the event of an accident if the person driving the car is not explicitly listed or if the assignment agreement is not properly documented. If you are in Serra de Daro, consult with a local gestor if the vehicle is being used for international travel, as additional "Green Card" documentation may be required.