Surviving Spanish Bureaucracy: The 2025 Expat Guide to Spain’s Most Important Administrative Offices

Anyone who has been through the immigration process knows how daunting and overwhelming it can be.

Moving to another country means dealing with a completely different administrative structure, confusing procedures and, let's face it, a lot of paperwork - especially if you don't speak the language. It took us a little longer than average because we were determined to do every single procedure ourselves - just to really understand how it all worked.

But don't panic! This guide is your lifesaver, breaking down Spain's main administrative bodies, what they do and how to deal with them without losing your mind.

The institution that administers Spain's social benefits, including health care, pensions, maternity leave and unemployment benefits.

If you work in Spain, you must register with Seguridad Social as this is a requirement for legal employment. Employers automatically enroll their employees in the system and deduct contributions from their salaries, while self-employed individuals (autónomos) must take care of this registration and payment themselves. 

One of the biggest benefits of contributing to Seguridad Social is access to Spain's public healthcare system, which allows you to apply for a Tarjeta Sanitaria (TSI) - a health card that gives you access to doctors, hospitals and prescriptions at a reduced cost.

Note: Expats moving from the UK or other EU countries may be able to transfer their social security contributions from their home country to Spain through international agreements.

Spain’s tax authority that manages income tax (IRPF), VAT (IVA), and all other fiscal responsibilities.

Agencia Tributaria is the government body responsible for all things tax-related in Spain, which means that if you work, own property, or run a business, you will have to deal with it at some point.

If you are employed, taxes are deducted automatically from your salary, but you may still need to file a personal tax return (Declaración de la Renta) every year between April and June. 

For non-residents renting out property in Spain, the AEAT requires quarterly non-resident tax (IRNR) payments, even if you don’t live in Spain full-time. 

If you’re self-employed (autónomo), you must register with AEAT to pay income tax and submit quarterly VAT (IVA) declarations. 

The agency also handles the application of international tax agreements, which means that if you’re from the UK or the US and want to avoid being taxed in both Spain and your home country, you’ll need to check whether a double taxation agreement applies to your situation.

The Financial Department of Social Security, responsible for managing contributions and issuing social security numbers.

TGSS is the part of Spain’s Social Security system that deals with money—it collects contributions from workers and employers. If you're moving to Spain for work, your first step is getting a Social Security Number (Número de Afiliación a la Seguridad Social) , which is essential for signing a contract or registering as self-employed. 

Need proof of your contributions? You can request a vida laboral , a handy report showing your payment history—useful for pensions, unemployment claims, or even mortgage applications. If you're not working but still want access to public healthcare, the Convenio Especial lets you voluntarily pay into the system.

Note: Freelancers Must Pay Social Security Even When They Earn Nothing – Autónomos pay a minimum monthly fee of around €230, regardless of income.

The branch of Seguridad Social that manages pensions, sick leave, maternity benefits, and disability payments.

INSS is responsible for handling most of Spain’s welfare benefits, making it an essential institution for expats who plan to work long-term or retire in Spain. 

If you are an employee or self-employed, your contributions go toward your state pension , which INSS calculates based on the number of years you’ve contributed. In the event of illness or injury, workers may be eligible for temporary sick leave payments , while parents can apply for maternity or paternity leave benefits . 

For expats looking to retire in Spain, INSS determines whether your home country’s pension can be transferred to Spain under international agreements.

This guide will continue with key administrative centers like DGT (Driving Licenses), Policía Nacional (Residency Permits), and Ministry of Justice (Marriage & Criminal Records). 

Stay tuned to make your Spanish bureaucracy experience as smooth as possible!