How to Legally Assign a Company Vehicle to an Employee in Vilassar de Mar: Free Downloadable Template
If you are a business owner or a freelancer in Vilassar de Mar, you may frequently need to assign a company-owned vehicle to an employee for professional use. To avoid tax complications with the Spanish Tax Agency (Agencia Tributaria) and to ensure you are covered in the event of traffic fines or accidents, it is mandatory to have a formal document detailing this transfer of responsibility. This template provides a legally binding framework to clarify that the vehicle is being used for professional purposes, protecting both the employer and the employee.
Instructions on how and where to submit it in Vilassar de Mar
While this private contract does not need to be physically submitted to the Vilassar de Mar Town Hall (Ajuntament) for standard usage, you must keep it in the vehicle at all times. In the event of a traffic stop by the Local Police (Policía Local de Vilassar de Mar) or the Mossos d'Esquadra, this document proves that the driver is authorized to operate the company vehicle.
If you are using the vehicle for tax deduction purposes, you must submit a copy of this signed document to your gestor or accountant in Vilassar de Mar so they can include it in your company’s fiscal records. If the vehicle is being used exclusively for professional purposes, this document is essential to avoid the "imputation of income" (retribución en especie) tax penalties.
DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT
En Vilassar de Mar, a [Date] de [Month] de [Year].
REUNIDOS / THE PARTIES
DE UNA PARTE (EMPRESA / THE COMPANY): [Company Name], con NIF [Tax ID], representada por [Name of Representative], con domicilio social en [Business Address in Vilassar de Mar].
DE OTRA PARTE (EMPLEADO / THE EMPLOYEE): D./Dña. [Employee Name], con DNI/NIE [ID Number], con domicilio en [Employee Address].
EXPONEN / DECLARE
1. Que la empresa es propietaria del vehículo marca [Make], modelo [Model], con matrícula [License Plate] y número de bastidor [VIN].
2. Que la empresa cede al empleado el uso del vehículo mencionado anteriormente exclusivamente para el desempeño de sus funciones laborales.
CLÁUSULAS / TERMS
PRIMERA (Uso): El empleado se compromete a utilizar el vehículo exclusivamente para fines profesionales. / The employee agrees to use the vehicle exclusively for professional purposes.
SEGUNDA (Mantenimiento): El empleado es responsable de velar por el correcto estado del vehículo, comunicando a la empresa cualquier avería o incidencia. / The employee is responsible for the proper maintenance of the vehicle and must report any mechanical issues to the company.
TERCERA (Multas): El empleado será responsable de todas las infracciones de tráfico cometidas durante el uso del vehículo. / The employee shall be responsible for all traffic fines incurred while using the vehicle.
CUARTA (Duración): La presente cesión tendrá vigencia desde [Start Date] hasta [End Date]. / This assignment is valid from [Start Date] until [End Date].
FIRMAS / SIGNATURES
Por la Empresa / For the Company: ____________________
Por el Empleado / For the Employee: ____________________
Additional documentation required
To ensure total compliance, you should keep the following documents attached to the template within the vehicle’s glove compartment:
- A copy of the "Permiso de Circulación" (Vehicle Registration).
- Proof of valid "ITV" (Inspección Técnica de Vehículos) for the vehicle.
- A copy of the current insurance policy showing the company as the policyholder.
- If the employee is driving outside of Spain, a formal authorization letter (Certificado de Autorización) is highly recommended.
Expert Tip: Always ensure that your company insurance policy explicitly covers "authorized employees" as drivers. If the policy only covers the business owner, an accident may result in the insurance company denying coverage. If you are unsure about your policy details, contact your local insurance broker in Vilassar de Mar to request an "Anexo de Conductores" (Driver Annex) to include your staff members.