How to Legally Assign a Company Vehicle to an Employee in Villarrubio: Downloadable Template

Managing a company fleet in Spain involves strict compliance with the General Directorate of Traffic (DGT) and tax authorities. When a business assigns a vehicle to an employee for professional or personal use, it is essential to have a written agreement. This document, known as a Documento de Cesión de Vehículo, serves as legal proof of the transfer of responsibility, which is crucial for identifying drivers in case of traffic fines and for justifying tax deductions for business expenses in the municipality of Villarrubio.

Instructions on how and where to submit it in Villarrubio

While this private contract does not need to be physically filed with the DGT to be valid, it must be kept on hand by the employee at all times while driving. If you receive a traffic fine, this document is the legal basis used to identify the actual driver, preventing the company from being held liable for points deductions or administrative penalties.

• Keep a physical copy: The employee should carry a signed copy in the glove compartment.
• DGT Notification: If your company has a high volume of vehicles, you should register the driver in the DGT's "DNI/NIE de conductor habitual" database online via the DGT website (Sede Electrónica).
• Local Administration: If you need to present this document for local tax purposes (e.g., IVTM - Vehicle Tax) or to request parking permits in Villarrubio, you can visit the local town hall or the nearest DGT Provincial Traffic Headquarters (Jefatura Provincial de Tráfico) in Cuenca.

DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

En Villarrubio, a [Día] de [Mes] de [Año]. / In Villarrubio, on [Day] of [Month], [Year].

REUNIDOS / THE PARTIES
De una parte, la empresa [Nombre de la Empresa], con NIF [NIF de la empresa], representada por [Nombre del representante]. / On one side, the company [Company Name], with Tax ID [Tax ID], represented by [Representative Name].
Y de otra, D./Dña. [Nombre del Empleado], con DNI/NIE [DNI/NIE del empleado]. / And on the other, Mr./Ms. [Employee Name], with ID [ID Number].

EXPONEN / AGREEMENT
Que la empresa cede al empleado el uso del vehículo cuyas características se detallan a continuación: / That the company assigns to the employee the use of the vehicle detailed below:
Marca/Modelo: [Marca y Modelo] | Matrícula: [Matrícula] / Make/Model: [Make/Model] | Plate: [Plate Number].

CLÁUSULAS / TERMS
1. El vehículo se destinará exclusivamente a fines profesionales/personales. / The vehicle shall be used exclusively for professional/personal purposes.
2. El empleado se hace responsable del correcto mantenimiento y de las sanciones de tráfico que se produzcan durante el periodo de cesión. / The employee is responsible for proper maintenance and any traffic fines incurred during the assignment period.
3. La presente cesión tendrá validez desde [Fecha inicio] hasta [Fecha fin o indefinido]. / This assignment is valid from [Start Date] until [End Date or indefinite].

Firmas / Signatures:
[Firma Empresa] ____________________ [Firma Empleado] ____________________

Additional documentation required

To ensure full legal compliance, you should keep the following documents attached to the assignment agreement:

• Copy of the Vehicle Registration Certificate (Permiso de Circulación): Proving the company is the owner.
• Valid ITV Card (Inspección Técnica de Vehículos): Ensuring the vehicle has passed its mandatory roadworthiness tests.
• Insurance Policy: A copy of the current insurance policy, ensuring that the employee is covered as an authorized driver.
• Copy of the Employee’s ID: To verify the identity of the person signing the contract.

Expert Tip: Always ensure that your company's insurance policy allows for secondary drivers or "employee use." Many commercial policies have specific clauses regarding who is authorized to drive the vehicle. If the employee is not covered, the company could face significant financial liability in the event of an accident. If you are operating in the Cuenca province, keep digital scans of these documents for quick access during routine roadside checks.