Can you use your personal vehicle for the needs of an association?
Verified 04 April 2023 - Directorate for Legal and Administrative Information (Prime Minister)
Yes, the volunteers and employees of an association may use their car or another vehicle for the purposes of the association activity.
They and the association must ensure that take out the necessary insurance to cover damage in the event of an accident.
Volunteers and employees of an association may receive compensation for their expenses.
Association leaders and volunteers who use their personal vehicle for the purposes of the association's activity agree on the conditions of use of the vehicle. In particular:
- The driver must have a valid driving license
- The vehicle must be insured
- The roadworthiness test must have been carried out (if the vehicle is subject to it)
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Insurance for volunteers and employees
Insurance taken out by an individual for non-professional use of his vehicle generally guarantees a occasional use as part of an associative activity.
However, it is advisable to check this coverage with your insurer, especially as regards damage to equipment carried.
FYI
theft from inside a vehicle is not covered by personal motor insurance contracts.
The individual who regularly uses his personal vehicle for the needs of the association duty make the declaration to his insurer.
Insurance of the association
When an association uses the personal vehicles of its volunteers and employees, it can subscribe to an extension of its civil liability guarantee (auto-mission insurance).
The signing of this contract requires the establishment of the list of vehicles used and the keep proof of reimbursement of mileage expenses correspondents.
Self-assignment insurance complements or corrects the absence of guarantees on the volunteer's or employee's car insurance policy in the event of an accident and damage to property or persons.
In addition to civil liability insurance, the association can also subscribe to optional guarantees for vehicles (theft, ice breakage, ...) and for drivers.
If the association plans to organize the transport of minors with the personal vehicles of volunteers or employees, it must check that their insurance contract provides for this use.
The costs incurred by volunteers and employees for the purposes of associative activity may be refunded by the association.
The employee is reimbursed on the basis of of kilometric allowances.
Volunteers may be reimbursed on the basis of actual costs incurred if he can provide all the supporting documents correspondents. Alternatively, he may be compensated on the basis of mileage allowances:
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Motor vehicle
Administrative power | Up to 5,000 km | From 5,001 to 20,000 km | Beyond 20,000 km |
|---|---|---|---|
3 HP or less | d * 0.529 | (d *0.316) + 1065 | d * 0.370 |
4 HP | d * 0.606 | (d * 0.340) + 1330 | d * 0.407 |
5 HP | d * 0.636 | (d * 0.357) + 1395 | d * 0.427 |
6 HP | d * 0.665 | (d * 0.374) + 1457 | d * 0.447 |
7 HP or more | d * 0.697 | (d *0.394) + 1515 | d * 0.470 |
d is the distance traveled in kilometers
Motorcycle
Administrative power | Up to 3,000 km | From 3,001 to 6,000 km | Over 6,000 km |
|---|---|---|---|
1 or 2 HP | d * 0.395 | (d * 0.099) + 891 | d * 0.248 |
3, 4 or 5 HP | d * 0.468 | (d * 0.082) + 1158 | d * 0.275 |
More than 5 CV | d * 0.606 | (d * 0.079) + 1583 | d * 0.343 |
d is the distance traveled in kilometers
Warning
these amounts, retained by the tax authorities, are disseminated in the 2022 Practice Brochure - 2021 Income Tax Return.
Moped
- Up to 3,000 km: d * 0.315
- From 3 001 km to 6 000 km: (d * 0,079) + 711
- Beyond 6 000 km: d * 0,198
d is the distance traveled in kilometers
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