Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier FLEET Tool:
Data Collection Overview and
Workbook ^^H
Part 2 ^
&EPA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier FLEET Tool:
Data Collection Overview and
Workbook
Part 2 ^
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-12-008
Agency
January 2012
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Introduction to Part 2: DATA COLLECTION OVERVIEW AND
WORKBOOK
This guide is Part 2 of a three-part series to help trucking companies participate in the SmartWay
Transport Partnership.
In this guide you will learn about:
1. The general organization of the SmartWay Truck Carrier FLEET Tool, and
2. Data needs for each section of the tool.
You will also have the opportunity to collect your data using our data collection worksheets in
preparation for the data entry step (Part 3).
Please review this guide carefully BEFORE attempting to use the tool or enter data. Understanding the
data requirements and gathering all data in advance will save considerable time and frustration while
completing your tool submission.
If you wish to explore the Truck Carrier FLEET tool in preparation for joining the program, please
review Part 3: Data Entry Guide and return to this workbook to prepare for gathering your data.
Please note that each fleet/division that you operate will be characterized separately. If you have
multiple fleets/divisions with different operations modes, or you contract segments of your freight
operations to other companies, you may need to complete additional tools (e.g., Logistics FLEET and/or
Multimodal FLEET tools) to accurately assess your operations.
In the event that you have a question about any of the data collection activities, you can contact
SmartWay Email Support at smartway transport@epa.gov and a member of our SmartWay Partner
Support Team will assist you.
WARNING!
Completing the Truck Carrier FLEET tool requires a considerable amount of information
about your company, the divisions that are joining SmartWay, and the fleets within those divisions.
There are multiple sections and screens to complete for each fleet/division that you operate.
While you will have the ability to save your tool along the way and return to it at anytime, we
STRONGLY ENCOURAGE you to review Part 1 to understand key information about joining the
partnership. Then, use Part 2 of this series to learn about the data requirements and gather your data
BEFORE attempting to use Part 3 to complete the tool.
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Overview of Data Collection Requirements
The SmartWay Truck Carrier FLEET tool is the data collection and calculation system for truck carriers
that join the SmartWay Transport Partnership. There are four sections of the SmartWay Truck Carrier
FLEET Tool that require data about your company's operations:
1. Specify Official Partner Name
2. Enter Company Contact Information
3. Characterize Your Fleets/Divisions
4. Enter Activity and Fuel Information for Each of Your Fleets/Divisions
This guide will explore the data required for completing these four sections. Part 3 of the three-part user
guide series explains more about the structure of the tool and the data entry process; this guide will
focus primarily on what you need to do to prepare for completing the tool.
Section 1: Specify Official Partner Name
To begin, you must specify you company's Partner name, exactly as you want it to appear on the
SmartWay website. For example, if your company's name includes "Inc." or "Ltd.", you may choose not
to include that in your Partner name. Please also pay special attention to proper capitalization,
abbreviations, and punctuation.
Section 2: Enter Company Contact Information
SmartWay needs complete contact information for correspondence, web posting, press releases, and
awards and recognition (where applicable). The SmartWay tool asks for:
General company information (e.g., location, web address, etc.)
A primary contact1 for any questions about your company's participation and tool submissions
An executive contact2 for participation in awards and recognition events
Additional contacts (optional): Additional contacts may include your press/media contact, your
fleet manager, etc.anyone who is not the primary contact for tool and participation issues but
may be involved in your involvement with SmartWay.
Please use Worksheet #1 in this guide to prepare for filling out the Contact Information Screen in the
Truck Carrier FLEET Tool.
The primary contact is the individual designated by the Executive Contact to directly interface with SmartWay regarding specific tasks
involved in the timely submission of the tool. The Primary Contact is responsible for coordinating the assembly of information to
complete/update fleet/division data; completing and updating the tool itself; maintaining direct communication with SmartWay; and keeping
interested parties within the company apprised of relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA
are not blocked, new primary contacts may need to add SmartWay/EPA to their preferred list of trusted sources.)
The executive contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership
Agreement, overseeing the Primary Contact (as appropriate), and ensuring the timely submission of the tool to SmartWay. The executive
contact also represents the company at awards/recognition events. This person should be a Vice President or higher level representative for
the company.
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Section 3: Characterize Your Fleets/Divisions
The SmartWay Truck Carrier FLEET Tool allows you to characterize your operations at the fleet/division
level. In the Truck Carrier FLEET tool, a fleet/division is defined as any business unit that a customer has
discretion to hire. For example, if your customers can hire your truckload dry van fleet/division
separately from your flatbed fleet/division, you will need to enter each separately.
If you are an owner-operator with one truck you will only have one fleet/division
If you are a large national trucking company, you may have several fleets/divisions
NOTE: You may enter multiple fleets/divisions into a single tool submission.
SmartWay highly recommends developing your list of fleets/divisions offline using a company
organization chart or perhaps a customer interface webpage. The best strategy is to have a clear idea of
how to define your fleets/divisions before filling out the tool.
Your company's name and your fleet/division name(s) will be listed on the SmartWay website to
indicate your participation in the SmartWay Transport Partnership. Your shipper and logistics customers
can also use the SmartWay Online Database to search for your company by the name you submit in the
tool, your SCAC number and/or your Motor Carrier Number.
Therefore, it is critical that you identify your company and fleet(s)/division(s) in the tool as
you would have them appear on the SmartWay website.
The "Characterize Your Fleets/Divisions" section of the tool has four subsections:
1. Identify Fleets/Divisions
2. Fleet/Division Details
3. Operation Categories
4. Body Types
The data requirements for each tabbed section are described below.
Please use the Worksheet #2 provided in this guide to prepare for filling out the Characterize
Fleets/Divisions section in the Truck Carrier FLEET Tool.
NOTE: You may wish to print multiple copies of page 18 if you have multiple fleets/divisions.
Data Requirements for "Identify Fleets/Divisions" Screen
For each fleet/division, you will need to specify:
Fleet/Division Prefix (Partner Name): On the SmartWay website, each of your fleet/division
names will begin with the name of your company. This fleet "prefix" will be whatever you enter
in the Partner Name field on the Identify Fleets/Divisions screen. By default, the Partner Name
for your first fleet/division on the Identify Fleets/Divisions screen is automatically populated
with the first 50 characters of the partner name that was entered on the Home screen. You
should specify the Partner Name so that it appears EXACTLY as it you want it to show within
each fleet/division name. (For example, if your company's name includes "Inc." or "Ltd.", you
Truck Carrier FLEET Tool Users Guide Part 2 I P. 5
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may choose not to include that in your fleet names.) Please pay special attention to proper
capitalization, abbreviations, and punctuation. Remember that this name will be automatically
inserted at the start of each of your fleet/division names on the SmartWay website.
Fleet/Division Suffix: Please make sure to specify each fleet suffix name exactly as you want it
displayed on the SmartWay website, including proper capitalization, any abbreviations, and
punctuation. Remember that it will automatically be combined with your Partner name. NOTE:
If you have only one fleet/division, you may leave the Fleet Name field blank, in which case your
fleet/division name will simply be your Partner Name.
Data Requirements for "Fleet/Division Details" Screen
For each fleet/division, you will need to specify:
Percent Operational Control: "Control" means that you operate/route the vehicles, regardless
of ownership status. Control includes dedicated fleets that you operate for other parties.
Specify if your company controls over 95% of the operation of each fleet/division, weighted by
miles. If you contract out more than 5% of the fleet's operation, the SmartWay Logistics Tool
should be used for that fleet.
Standard Carrier Alpha Codes (SCACs) and/or Motor Carrier Numbers (MCNs): The Standard
Carrier Alpha Code is a unique 2-4 alphabetic character code used by the transportation industry
to identify transportation companies. The Motor Carrier Number is a 6 or 7 digit number
provided by the Federal Motor Carrier Safety Administration. These are optional fields and may
be left blank in the Truck Tool.
Fleet Type: Fleet Type is defined as the service type for your fleet/division. There are two
options accepted by the tool"For-Hire" and "Private/Dedicated." If your company has only
one division, your "Fleet Type" selection will reflect your company's operations as a whole. If
there are multiple divisions, each will have its fleet type defined separately.
Fleet/Division Contact: This contact should be one of the contacts you already identified in the
Contact Information section as the contact for each fleet/division. NOTE: A drop-down menu in
the tool will supply this information; if there is a contact for the fleet/division that is not already
listed in the Contacts worksheet, you will need to go back to that screen to add the required
contact information.
Data Requirements for "Operation Categories" Screen
For each fleet/division, you will need to specify:
Operation Category: Determine the percent of each operation type based on approximate
mileage for the reporting year. The percentages for each fleet must sum to 100%. This
percentage calculation does not need to be exact but should be reasonably reflective of your
fleet/division operations. Operation categories include:
o Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous
cargo, generally the amount necessary to fill an entire semi-trailer or intermodal
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container. A truckload carrier is a trucking company that generally contracts an entire
trailer-load to a single customer.
Less-than-truckload (LTD - Less-than-truckload carriers collect freight from various
shippers and consolidate that freight onto enclosed trailers for line-haul to the
delivering terminal or to a hub terminal where the freight will be further sorted and
consolidated for additional line-hauls.
Dravage (Dray) - Predominantly associated with port, or rail head connections where
freight is picked up, and moved to another transfer facility or transport mode terminal.
Often these moves are short in nature, but can be longer depending on specific
situations.
Package delivery (PD) - Covers operations characterized by residential or business
package delivery/pickup consisting primarily of single or small groups of
packages. It does not include larger scale pickup delivery operations that are more
properly characterized as LTL operations. Common examples of this type of operation
are the brown UPS and white FedEx delivery vehicles.
Expedited - Time-sensitive freight shipments, with trucks typically on stand-by.
NOTE: Define your fleets/divisions based on the ability of your customers to choose them. If
a fleet is a mix of TL and LTL, you will indicate the percentages of each. If customers can
choose to hire your TL fleet/division, your LTL fleet/division, or your dray fleet/division
separately, then each should be regarded as a separate fleet/division.
Data Requirements for "Body Types" Screen
For each fleet/division, you will need to specify:
Body Type (by percentage of vehicles): Determine the percent of each body type represented
in the fleet. Percentages can be approximate, based on vehicle populations, but must sum to
100%. Body type categories include:
o Dry van/box van
o Refrigerated (Reefer)
o Flatbed
o Tanker
o Intermodal chassis containers (pooled and owned)
o Heavy-Bulk hauler
o Auto Carrier
o Moving
o Utility3
o Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
NOTE: Again, define your fleets/divisions based on the ability of your customers to choose
them. If customers can choose to hire your dry van fleet/division, or your reefer
3 The utility category encompasses class 2B to 8B vehicles that do not carry typical commercial freight. Examples include garbage,
recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payload so as to make the emissions
per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category.
Truck Carrier FLEET Tool Users Guide Part 2 I P. 7
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fleet/division, or your flatbed fleet/division, then create each as a separate fleet/division.
The percentages for each fleet/division must sum to 100%.
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Section 4: Enter Activity and Fuel Information for Each of Your Fleets/Divisions
Once you have identified and characterized your fleets/divisions, you will be asked to provide additional
information for EACH fleet/division separately.
NOTE: If you are a new SmartWay partner you should enter the most recent 12 months of
data into the tool. If you do not have a full year of operational data, please collect a
minimum of three months' data for input into the SmartWay tool. In your next update year,
you will be required to submit a full year's data.
Please use the Worksheet #3 provided in this guide to prepare for filling out the General Information
section in the Truck Carrier FLEET Tool (make one copy for each fleet/division).
To begin, you will need to provide the following general information about the selected fleet/division:
Long- versus short-haul split (%): A long haul is defined as any haul over 200 miles. A
short haul is defined as any haul that is 200 miles or fewer. You will need to define the
percentage of all hauls for this fleet/division that are either short haul or long haul.
Types of fuel used: You will be able to track your use of diesel/biodiesel,
gasoline/ethanol, propane (LPG), liquefied natural gas (LNG) and compressed natural
gas (CNG). For each type of fuel you use, you will need to know total amount of fuel
used and the amount of fuel used by vehicle class.
Use of participate matter (PM) control equipment: If you employ particulate matter
reduction technologies for trucks with diesel engines that were built in 2006 or earlier,
check the box indicating this; later, you will be asked to specify the type of equipment
from the following three options: Diesel Oxidation Catalyst (DOC); Closed Crankcase
Ventilation (CCV); and Particulate Matter Filter (PM Trap) and/or Flow-through Filter.
Cube out percentage: Enter the percentage of truckloads utilizing 100% of available
cargo capacity while remaining within allowable weight limits. This value represents the
percentage of your fleet's/division's truckloads that "cube out". This value is different
from the "% Capacity Utilization" value on the Activity Information screen, which
represents the average fraction of available capacity utilized for all loaded trips. For
example, if 50% of your truckloads cube out, and 50% of your truckloads utilize only half
of the available capacity, your entry here would be 50%, but your entry for"% Capacity
Utilization" on the Activity screen would be 75% (50% x 100% + 50% x 50%).
Commodity descriptions: You will be asked to indicate al| of the commodities that each
fleet carries on a checklist screen.
Port Dray Program participation and characterization: Those fleets with 75% or more
of their operation in the Dray category are eligible to participate in SmartWay's Port
Drayage Program. This voluntary program recognizes Partners for reducing diesel
emissions from port drayage trucks. Appendix A to this document provides the data
submittal requirements for participation in this program.
Fuel Type-Specific Data Requirements
In the general information section, you identified the types of fuel used, amounts of fuels used, and
associated vehicle classes using each fuel type.
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You will need to gather data for each fuel type you use. This data will be entered in the tool under
separate screens, including:
Diesel and biodiesel, entered under the same screen.
Gasoline and ethanol, entered under the same screen.
LPG, LNG, and CNG, each entered under separate screens.
For each fuel type, you will need to provide:
Model Year and Truck Class Information
Activity Information
PM Reduction (if applicable): In the case of diesel trucks, if you selected the PM Reduction box
on the General Info screen, you will also need to provide information about the types of devices
used.
Data requirements for each of these sections are described below.
Data Requirements for "Model Year and Truck Class" Screen
For each fleet/division, you will need to define the fuel type used and the engine model years and
classes represented.
/ f\ NOTE: You will need data for ENGINE model years, not tractor model years.
U-J
You will need to report data for vehicles with 1988 - 2012 model year engines. The number of engines
older than 1988 are grouped together for reporting and analysis. You will need to enter both the total
number for each model year and truck class.
NOTE: If you defined multiple fleets/divisions in the Fleet/Division Characterization section,
and if you operate certain trucks across multiple fleets/divisions, please distribute your
vehicle counts across the fleets/divisions to avoid double counting of your trucks. For
example, if you operate the same 100 trucks across two fleets/divisions, with 20% of the truck
mileage attributable to the first fleet/division, then enter 20 trucks for fleet #1, and 80 trucks for
fleet #2.
Worksheet 4 in this guide will help you collect model year and class data for each fleet/division; this
worksheet is included on pages 21-22. You will need to print multiple copies of this worksheet if you
have more than one fuel type in your fleet/division or multiple fleets to account for.
Data Requirements for "Activity Information" Screen
For each fuel type, you will now be asked to complete detailed activity information.
To complete the activity screens, you will need to gather the data described below including information
about the data source. Worksheet # 4A will help you gather the information required for
characterizing your fleet's activity.
I
^»
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NOTE: EPA is collecting this information about data sources as a way of validating data and
establishing the accuracy of data inputs within the tool. This data is treated as confidential
business information, but certain data may be used for aggregated analysis of data from
multiple companies. Please enter your selected data sources in Worksheet #5Aa helpful
reference table with recommended sources is included in this guide on pages 12-15.
The following provides detailed information for each required data type under the Activity Information
section:
Total Miles Driven: Enter the total miles driven by this fleet/division by vehicle class in the
worksheet. Include all out-of-route, positioning, and other miles driven. Once specified for
each class, the total fleet/division mileage will be summed and displayed within the tool in the
Overall Fleet column.
Revenue Miles Driven: Enter the number of miles your fleet/division drove that were charged
to a customer account. (If you have a private fleet/division that does not track revenue miles for
internal cost accounting, set revenue miles equal to total miles - DO NOT SET REVENUE MILES
EQUAL TO ZERO.) This information is not used to calculate your SmartWay carbon score, but will
be used determine an adjustment factor for shippers' carbon inventories4.
Empty Miles Driven: Enter the total number of empty miles traveled by your fleet. Empty is
defined as zero cargo. NOTE: The number of empty miles will not affect your SmartWay score.
Companies in categories with high empty miles, such as tanker operations, will not be negatively
affected by high empty-mile values.
Gallons of Fuel Used: Enter all gallons of fuel used by your fleet in the past 12 month reporting
period. This includes any gallons of biofuels (biodiesel for diesel vehicles, ethanol for gasoline
vehicles). It also includes gallons used for refrigeration, bunk heaters, yard moves, or any other
gallons directly attributable to transportation. It does NOT include gallons used in heating
buildings, forklifts, or other non-transportation uses.
NOTE: Gallons of fuel may be input directly or may be allocated based on class-level MPG
estimates using the Allocate Using Class MPG worksheet in the tool. Total miles for each
truck class must be specified for each truck class before you can open the worksheet. The
Fuel Allocator Worksheet requires you to input your estimate of total fuel consumption for
your entire fleet/division across all vehicle classes, as well as an MPG estimate for each
truck class. You can gather this data in Worksheet #5A. The total fleet-level fuel
consumption values will provide the basis for estimating carbon performance metrics for
your fleet/division.
Gallons of Biodiesel (Diesel Vehicles only): If your fleet/division consumed any amount of
biodiesel during the reporting period, you can specify your biodiesel volumes by blend level in
the tool. Use your best estimates when completing the worksheet. Worksheet #5B in this guide
will help you estimate biodiesel data by blend level.
4 Since shippers determine their carbon inventory based on revenue miles charged by their carriers, shippers collectively must also
include the non-revenue miles in their carbon inventory. Thus shippers will be charged the carbon for the non-revenue miles that
carriers have to travel. This will be calculated on an industry basis and will not affect individual carriers.
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Gallons of Ethanol (Gasoline Vehicles only): If your fleet consumed any amount of ethanol
during the reporting period, specify your ethanol volumes by blend level (E10 or E85) in the
Ethanol Blend Worksheet. If you do not know the volume of ethanol used by your fleet, you
can select "Use national average" in the tool. In either case, the total volume of ethanol at each
blend level will be allocated across the different truck classes in your fleet/division in proportion
to the total gallons of gasoline used. Worksheet #5B in this guide will help you estimate
ethanol data by blend level.
Average Pavload (tons or pounds) - Cargo Weight Only: You may enter your calculated average
payloads into the tool by selecting one of the two Bills of Lading data source options within the
SmartWay Payload Calculator. In this case, you must input your specific payload information by
truck class and general body type.
Potential payload allocation methods include:
# miles by class (PREFERRED)
Strips by class
% of operation by class
# vehicles by class (LEAST PREFERRED)
NOTE: Payloads should represent the average cargo weight per LOADED trip -while
empty backhauls should be excluded from the calculation, account for all other (non-
empty) trips. In addition, users should obtain average payload data from their
company's bills of lading records if at all possible.
Average payload values are required for each body type you select and can be entered in short
tons or pounds. If you do not have precise payload estimates for a specific vehicle class you
should select the "Used ranges provided by the calculator" in the Data Source selection. Then
you may select from pre-defined Ranges 1-5(1 being the lowest payload values available, 5
being the highest.)5 If you need to use different sources of data to characterize different body
types, select the "Other - list all that apply" Data Source option within the Payload Calculator.
If you provide exact payload information, an explanation describing how the value was
estimated will be required. In addition, if Range 1 (extreme low) or Range 5 (extreme high)
values are selected, similar explanations must be provided summarizing the reasons for the
unusual payload value (e.g., you may explain that a flatbed fleet is regularly used to transport
heavy construction equipment). Worksheet # 5C in this guide will help you gather the data for
the payload calculations.
5 Specific range values were determined based on reported industry payload distributions, and are discussed in detail in the Truck Tool
Technical Documentation http://epa.gov/smartwav/documents/partnership/trucks/techdoc.pdf).
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Average Capacity Volume (cubic feet or TEU): Volume refers to the total cargo carrying
capacity of your vehicles, not the utilized space on the vehicles. Volumes are specific to each
major body type/configuration, and can be expressed in cubic feet or twenty-foot equivalent
units (TEU). Similar to payload data entry, you may enter your calculated volume capacity
information by selecting the "Determined using company records" Data Source option within
the SmartWay Volume Calculator. Alternatively, you may select default values for each body
type by selecting the "Used defaults provided by calculator" Data Source option. Finally, if you
need to use different sources of data to characterize different body types, select the "Other -
list all that apply" Data Source option within the calculator. Worksheet #5C in this guide will
help you gather volume data for this section.
% Capacity Utilization (excluding empty miles): Percent capacity utilization applies only to
loaded (non-empty) miles. For most carriers, this will reflect your loaded volumetric fill rate.
LTL carriers should estimate the weighted average fill rate over the span of operations. Flatbed
haulers may estimate fill rate based on deck area covered. Auto carriers may estimate based on
percent of car slots filled. Worksheet #5A in this guide will help you gather capacity data.
NOTE: Do not factor in empty miles for percent capacity utilization.
% Highway or Rural Driving: Indicate the percentage of total miles spent driving in highway vs.
rural conditions (e.g., on restricted access roads such as freeways, or in non-urban areas) by
truck class. Worksheet #5D will help you gather data for highway or rural driving.
Average Urban Speed Distribution: Input the percent of total miles, by class, spent driving in
urban conditions (e.g., on unrestricted access surface streets in urban areas), by speed category
(0 - 25 / 35 - 50 / 50+ mph). This data should be available from your vehicles' electronic control
modules (ECM).6 Worksheet #5D will help you gather data for urban speed distribution.
Average Annual Idle Hours per Truck: Input the average annual idle hours per truck by class. If
you need assistance estimating these values, the tool provides a calculator to help you calculate
estimates based on daily averages. Separate values should be input for short duration (less than
15 consecutive minutes) and long-duration (greater than 15 minutes) idling.7 Worksheet #5D
will help you gather data for annual idle hours per truck.
Diesel PM Reduction: If you have installed retrofit equipment on pre-2007 model year engines
within your fleet, you will need to provide information on the PM Reduction section of the tool.
You will be asked to select the type of device (DOC, CCV, or PM trap), and then enter the
number of trucks equipped with these devices by engine (not vehicle) model year. You will be
allowed to input data for multiple devices. Worksheet #5E will help you gather data for this
section.
6 If you do not know your speed distribution for urban areas, you may check the box labeled "Populate the urban driving fields with default
values." Default percentages will be calculated based on data from EPA's MOVES model, adjusted for the Highway/Rural Driving percentage
you specified. (For additional details see the Truck Tool Technical Documentation available at
http://epa.gov/smartwav/transport/documents/fleet-models/truckingmodel-technicaldoc-recent.pdf).
7 NOxand PM emission rates are different for short-and long-duration idling, reflecting the varying engine loads and operating temperatures
for these events. At this time the SmartWay emission calculations do not distinguish between these events, although different emission factors
may be integrated in future versions of the tool.
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Table 1 summarizes the standard Data Source categories available for selection for each data type.
Table 1. Data Source Detail Selection Options
Data Type
Total Miles Driven
Revenue Miles Driven
Data Source
As reported to IFTA Form 441
for tax reporting (interstate)
As reported to individual
states for tax reporting
(intrastate)
Determined using software
Vehicle-based data collection
As used in Federal tax
reporting
Financial data
Data Source Detail
Collected via fleet-wide GPS reporting software
Collected via odometer readings
Collected via maintenance records
Collected via driver trip sheets
Collected via standard mileage routes, e.g. PC Miler,
Household Goods Guide
Collected via fleet-wide GPS reporting software
Collected via odometer readings
Collected via maintenance records
Collected via driver trip sheets
Collected via standard mileage routes, e.g. PC Miler,
Household Goods Guide
Dispatching Software*
Transportation Management System (TMS)*
Determined via Electronic Control Module (ECM)
data recorder/logger*
Collected via electronic Transportation Management
System (TMS)
Collected via GPS-enabled TMS
Collected via manual input into company database
Collected via non-electronic company records
Accounting/billing software*
Tax reports/IRS and State*
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Data Type
Revenue Miles Driven
(cont'd)
Empty Miles Driven
Gallons of Fuel Used
Data Source
Determined using software
Based on total mileage
Collected automatically/
electronically/ manually
Financial Data
Determined using software
Based on total mileage
As reported to IFTA Form 441
for tax reporting (interstate)
As reported to individual state
for tax reporting (intrastate)
Data Source Detail
Dispatching Software*
Transportation Management System (IMS)*
Equal to total miles
Total miles less empty miles
Calculated as a percentage of total miles*
Collected via electronic Transportation Management
System (TMS)
Collected via GPS-enabled TMS
Collected via manual input into company database
Collected via non-electronic company records
Collected via odometer readings
Collected via driver trip sheets
Accounting/billing software*
Tax reports/IRS and State*
Dispatching Software*
Transportation Management System (TMS)*
Total miles less revenue miles
Calculated as a percentage of total miles*
collected via electronic fuel receipt
collected via paper fuel receipt
collected via driver trip sheets
collected via electronic expenditure data
collected via paper expenditure data
collected via electronic fuel receipt
collected via paper fuel receipt
collected via driver trip sheets
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Data Type
Gallons of Fuel Used
(cont'd)
Average Payload
Average Volume
Capacity Utilization
Road Type / Speed
Categories
Data Source
Determined using software
Vehicle-based data collection
Based on MPG estimates*
Bills of Lading - electronic
records (preferred)
Bills of Lading -manual
records
Ranges provided by calculator
Determined using company
records*
Defaults from calculator
Collected automatically/
electronically / manually
Determined using software
Collected automatically/
electronically
Transportation Management
System (TMS)
Data Source Detail
collected via electronic expenditure data
collected via paper expenditure data
Dispatching Software*
Transportation Management System (TMS)*
Determined via Electronic Control Module (ECM)
data recorder/logger*
User-provided
Based on actual miles traveled by specific payloads*
Trip-weighted (total payload weights /total trips)*
Based on actual miles traveled by specific payloads*
Trip-weighted (total payload weights /total trips)*
N/A (calculator)
User-provided
N/A (calculator)
Collected through load volume information
Dispatching Software*
Transportation Management System (TMS)*
Driver trip reports*
Governed speed*
Determined via GPS
Determined via Electronic Control Module (ECM)
data recorder/logger*
Driver trip reports*
Governed speed*
Determined via GPS
Truck Carrier FLEET Tool Users Guide Part 2 I P. 16
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Data Type
Average Annual Idle
Hours per Truck
Data Source
Vehicle-based data collection
Driver trip reports*
Idle reduction strategy
Determined using software
Data Source Detail
Determined via Electronic Control Module (ECM)
data recorder/logger*
Determined via Electronic Control Module (ECM)
data recorder/logger*
User-provided
Company "No Idle" policy in place*
Local/State idle regulation in place*
Dispatching Software*
Transportation Management System (TMS)*
* User must provide additional description regarding data collection system and calculation method.
Truck Carrier FLEET Tool Users Guide Part 2 I P. 17
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Worksheets for Data Collection
List of Worksheets
#1: Contact Worksheet 19
#2: Fleet/Division Characterization Worksheet 20
#3: General Fleet/Division Information 21
#4: Model Year/Class Worksheet 23
#5A: Activity Data Sources and Information 25
#5B: Biodiesel Blends and Ethanol Blends Worksheet 27
#5C: Payload and Volume Worksheets 28
#5D: Speed and Idle Hours Worksheet 40
#5E: Diesel PM Worksheet 41
#A1: Port Dray Program Data 43
Truck Carrier FLEET Tool Users Guide Part 2 I P. 18
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Worksheet #1: Company Contact Information
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
State/Province Zip Country
Toll-free Number Cell Web Address
number
Primary Contact Information
Primary Contact Name
Primary Contact Mailing
Address
City
Primary Contact Phone
Number
State/Province Zip Country
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Zip Country
Email
Address
Other Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
Contact's role in program
State/Province
Email
Address
Zip Country
Truck Carrier FLEET Tool Users Guide Part 2 I P. 19
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Worksheet #2: Fleet/Division Characterization
Complete this worksheet for each fleet/division you will be submitting in the Truck Carrier FLEET Tool.
Specify Company/ Division Name (exactly as it should appear on the SmartWay website):
Fleet/Division Prefix (Partner Name)
Fleet/Division Suffix
95% Control SCAC: MCN: FLEET TYPE:
Fleet/Division Contact:
Operation Category Percentages:
Truckload LTL Drayage Package Delivery Expedited
Body Type Percentages:
Dry Van Reefer Flatbed Tanker Chassis
Heavy-Bulk Auto Carrier Moving Utility Special Hauler_
Truck Carrier FLEET Tool Users Guide Part 2 I P. 20
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Worksheet #3: General Fleet/Division Information (page 1 of 2)
Long- versus Short-haul split (%): Short Haul Long Haul
Types of Fuel Used:
diesel/biodiesel gasoline/ethanol propane (LPG)
liquefied natural gas (LNG) compressed natural gas (CNG)
Use of Particulate Matter (PM) Control Equipment:
Diesel Oxidation Catalyst (DOC)
Closed Crankcase Ventilation (CCV)
Particulate Matter Filter (PM Trap )
Cube Out Percentage:
Truck Carrier FLEET Tool Users Guide Part 2 I P. 21
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Worksheet #3: Fleet Characterization (page 2 of 2)
Commodity Descriptions: Select all that apply to this fleet:
Live Animals and Fish
Cereal Grains (including seed)
Other Agricultural Products, except for Animal Feed
Animal Feed and Products of Animal Origin, n.e.c.
Meat, Fish, and Seafood, and Their Preparations
Milled Grain Products and Preparations, and Bakery Products
Other Prepared Foodstuffs, and Fats and Oils
Alcoholic Beverages
Tobacco Products
Monumental or Building Stone
Natural Sands
Gravel and Crushed Stone
Non-Metallic Minerals, n.e.c.
Metallic Ores and Concentrates
Coal
Crude Petroleum Oil
Gasoline and Aviation Turbine Fuel
Fuel Oils
Coal and Petroleum Products, n.e.c.
Basic Chemicals
Pharmaceutical Products
Fertilizers
Chemical Products and Preparations, n.e.c.
Plastics and Rubber
Logs and Other Wood in the Rough
Wood Products
Pulp, Newsprint, Paper, and Paperboard
Paper or Paperboard Articles
Printed Products
Textiles, Leather, and Articles of Textiles or Leather
Non-Metallic Mineral Products
Base Metal in Primary or Semi-Finished Forms and in Finished Basic Shapes
Articles of Base Metal
Machinery
Electronic and Other Electrical Equipment and Components, and Office Equipment
Motorized and Other Vehicles (including parts)
Transportation Equipment, n.e.c.
Precision Instruments and Apparatus
Furniture, Mattresses and Mattress Supports, Lamps, Lighting Fittings, and
Illuminated Signs
Truck Carrier FLEET Tool Users Guide Part 2 I P. 22
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Worksheet #4 Model Year/Class (page 1 of 2)
NOTE: Print multiple copies of this worksheet to gather data for each fuel type within each fleet/division.
Fleet/Division Name:_
Fuel Type:_
Engine Model Year(s) and Class(es):
Class 2b Class 3 Class 4 Class 5 Class 6 Class 7 Class 8a Class 8b
8,501-10,000 10,001-14,000 14,001-16,000 16,001-19,500 19,501-26,000 26,001-33,000 33,001-60,000 60,001 & above
ENGINE
MODEL
YEAR
2012
2011
2010
2009
2008
2007
2006
2005
2004
2003
2002
2001
2B
8A
8B
23 | P a g e
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Class 2b Class 3 Class 4 Class 5 Class 6 Class 7 Class 8a Class 8b
8,501-10,000 10,001-14,000 14,001-16,000 16,001-19,500 19,501-26,000 26,001-33,000 33,001-60,000 60,001 & above
ENGINE
MODEL
YEAR
2B
8A
8B
2000
1999
1998
1997
1996
1995
1994
1993
1992
1991
1990
1989
1988
Pre-1988
Truck Carrier FLEET Tool Users Guide Part 2 I P. 24
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Worksheet #5A: Activity Data Sources and Information (page 1 of 2)
Fleet/Division-Level Data Sources
Total Miles Driven
Revenue Miles Driven
Empty Miles Driven
Gallons of Fuel Used (incl. Biofuel - biodiesel or ethanol)
% Capacity Utilization (excluding empty miles)
Road Type / Speed Category
Idle Hours
Truck Class-Level Data Sources (payload and volume only)
Average Payload (tons or pounds - circle one)
Cargo Weight Only
Average Capacity Volume (cubic feet or TEUs -
circle one)
2B
3
4
5
Average Payload (tons or pounds - circle one)
Cargo Weight Only
Average Capacity Volume (cubic feet or TEUs -
circle one)
6
7
8A
8B
Truck Carrier FLEET Tool Users Guide Part 2 I P. 25
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Worksheet #5A: Activity Data Sources and Information (page 2 of 2)
Activity Data by Truck Class
Total Miles Driven (exact values)
Revenue Miles Driven (exact values)
Empty Miles Driven (exact values)
Gallons of Fuel used, including biofuels and
Reefer used (exact values)
% Capacity Utilization (excluding empty miles)
2B
3
4
5
6
7
8A
8B
Truck Carrier FLEET Tool Users Guide Part 2 I P. 26
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Worksheet#5B: Activity- Biodiesel and Ethanol Blends (If Applicable)
For each of the biodiesel blends used by your fleet, note the appropriate number of gallons used.
Bl
B2
B3
B4
B5
B6
B7
B8
B9
BIO
Bll
B12
B13
B14
B15
B16
B17
B18
B19
B20
B21
B22
B23
B24
B25
B26
B27
B28
B29
B30
B31
B32
B33
B34
B35
B36
B37
B38
B39
B40
B41
B42
B43
B44
B45
B46
B47
B48
B49
B50
B51
B52
B53
B54
B55
B56
B57
B58
B59
B60
B61
B62
B63
B64
B65
B66
B67
B68
B69
B70
B71
B72
B73
B74
B75
B76
B77
B78
B79
B80
B81
B82
B83
B84
B85
B86
B87
B88
B89
B90
B91
B92
B93
B94
B95
B96
B97
B98
B99
B100
Actual ethanol usage figures:
Blend percentage:
EO
E10
E85
Total Gallons Used
27 | P a g e
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To determine average payload for the entire fleet you will need to select an allocation method to
determine the amount each truck class/vehicle type contributes to the overall total. Four allocation
methods are provided, listed from most preferred to least preferred. You will also need to specify the
data source(s) used to develop your estimates, and select the units for Payload (short tons or pounds)
and Volume (cubic feet or TED).
28 I P a s e
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Worksheet #5C: Payload and Volume (page 2 of 12)
Class 2b Vehicles
Select allocation method # of
for this class (circle one): miles
# of % of # of
trips operation vehicl
es
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
2B
2B
2B
2B
2B
Vehicle Type
IB*
-^W*
Flatbed
Vfc4
^^^^
Step vjn
b
^^^^
UMtln
^^^
Conventional van
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
29 | P a g e
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Worksheet #5C: Payload and Volume (page 3 of 12)
Class 3 Vehicles
Select allocation method # of
for this class (circle one): miles
# of % of # of
trips operation vehicl
es
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
3
3
3
3
Vehicle Type
(^
Sie(i van
^^^^""^
Waft In
^^^
Conventional van
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 30
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Worksheet #5C: Payload and Volume (page 4 of 12)
Class 4 Vehicles
Select allocation method # of
for this class (circle one): miles
# of % of # of
trips operation vehicl
es
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
4
4
4
4
4
Vehicle Type
IB*
-^W*
Flatbed
Vfc4
^^^^
Step vjn
Ek
Large walk-in
^^v
Conventional van
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 31
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Worksheet #5C: Payload and Volume (page 5 of 12)
Class 5 Vehicles
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
5
5
5
Vehicle Type
Ek
Large walk-in
^^^
Conventional van
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 32
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Worksheet #5C: Payload and Volume (page 6 of 12)
Class 6 Vehicles
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
6
6
6
6
6
Vehicle Type
.y»
V -li*
Flatbed
^L.
V ~^^P
Reefer
|^H^H~L
Large walk-in
Single axle van
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 33
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Worksheet #5C: Payload and Volume (page 7 of 12)
Class 7 Vehicles - Straight Trucks
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
7
7
7
7
7
7
Vehicle Type
fieveiage
iiSi
-ll*
Flatbed
^U*
V -^^^
Reefer
Tanker
Single axle van
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 34
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Worksheet #5C: Payload and Volume (page 8 of 12)
Class 7 Vehicles - Combination Trucks
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
7
7
7
7
Vehicle Type
-««*>
Combination
Flatbed
fe^
Combination
Reefer
JJK
Dry Van - Single
7
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 35
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Worksheet #5C: Payload and Volume (page 9 of 12)
Class 8a Vehicles - Straight Trucks (payload data only)
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons
Pounds
Vehicle
Class
8A
8A
8A
8A
Vehicle Type
JBi
Flatbed
Tanker
^^^j^i
Single axle van
OTHER
Allocation
factor (#miles,
trips, etc.)
Average Payload
Describe Payload Data
Source/Calculation Method
36 | P a g e
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Worksheet #5C: Payload and Volume (page 10 of 12)
Class 8a Vehicles - Combination Trucks (payload data only)
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons
Pounds
Vehicle
Class
8A
8A
8A
8A
Vehicle Type
W
^-^ ssA
Combination
Flatbed
^^J^
Dry Van - SinglQ
7
OTHER
Allocation
factor (#miles,
trips, etc.)
Average Payload
Describe Payload Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 37
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Worksheet #5C: Payload and Volume (page 11 of 12)
Class 8b Vehicles - Combination Trucks (payload data only)
Select allocation method
for this class (circle one):
#of
miles
# of
trips
% of
operation
# of
vehicles
Select payload unit (circle one): Tons
Pounds
Vehicle
Class
8B
8B
8B
8B
8B
8B
8B
8B
8B
Vehicle Type
Dry Van - Single
Dry Van - Double
Dry Van - Triple
Combination
Reefer
Combination
Flatbed
Combination
Tanker
SpnSLfcbi
Chassis
<5_
£AAU*t
Specialty
7
OTHER
Allocation
factor (#miles,
trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Truck Carrier FLEET Tool Users Guide Part 2 I P. 38
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Worksheet #5C: Payload and Volume (page 12 of 12)
The volume worksheet for Class 8A/B reflects a range of standard trailer and container configurations. This worksheet will help you prepare for completing the
worksheet in the Truck Carrier FLEET Tool.
Please specify your data source:
Please specify your reporting basis:
Percent Usage Number of Truckloads/Year Number of Trailers
Enter the numbers by type of trailer or container; the tool will calculate an average capacity volume for your fleet:
Trailer Size
20ft
40ft
42ft
45ft
48ft
53ft
57ft
28 + 28
40 + 28
40 + 40
48 + 48
28 + 28+28
Percentage/ft
Truckloads/#
Trailers
Container Size
20ft
40ft
53ft
Bulk Carrier Size
Large (42" X 8.5" X 11.5")
Medium (32" X 8" X 11")
Small (22" X 8" X 10.25")
Liquid Tanker Size
Large (7,500+ gallons)
Medium (3,001-7,499 gallons)
Small (3,000 and under gallons)
Percentage/ft
Truckloads/#
Trailers
Other Trailers
Cubic Feet per Truck
Number/Percent
39 | P a g e
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Worksheet #5D: Road Type/Speed Distribution and Idle Hours Worksheet
ROAD TYPE /SPEED
DISTRIBUTION
% Highway vs. Rural Driving
% Urban Driving Under 25 mph
% Urban Driving 25 to 50 mph
% Urban Driving 50 mph+
2B
3
4
5
6
7
8B
8B
AVERAGE DAILY IDLE HOURS
PER TRUCK
Daily Long Duration Idle Hours
Per Truck
Daily Short Duration Idle Hours
Per Truck
Average Days in Service Per
Truck
40 I P a s e
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Worksheet #5E: Diesel PM Worksheet
Trucks with PM Controls by truck class - Note # of trucks by control type (CO/, DOC, PM Trap, Flow-
through Filter)
ENGINE MODEL YEAR
2006
2005
2004
2003
2002
2001
2000
1999
1998
1997
1996
1995
1994
1993
1992
1991
1990
1989
1988
Pre-1988
2B
3
4
5
6
7
8B
8B
41 I P a e e
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Next Steps
Now that you understand the data collection requirements for the SmartWay Truck Carrier FLEET Tool,
and you have collected the data you need in the worksheets, you are ready to download the tool and
begin the data entry process. Part 3 of the user guide series will guide you through the tool screens, and
help you enter the data and troubleshoot any problems you may have with your submission. Please visit
http://www.epa.gov/smartway/partnership/trucks.htm to download "Part 3: Data Entry Guide "and the
Truck Carrier FLEET Tool if you haven't already.
Remember! You must gather data regarding Model Year & Class and Activity Information for each of
the fuel types you operate. Please make copies the Worksheets #3 through #5F provided in this guide
and complete them for each fuel type before moving on to data entry.
Truck Carrier FLEET Tool Users Guide Part 2 I P. 42
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Appendix A: Port Drayage Program Data Requirements
Provide the following additional information for each fleet/division participating in the SmartWay Port
Drayage Program.
# of trucks equipped with auxiliary power units (APUs):
# of trucks equipped with SmartWay tires:
Truck Carrier FLEET Tool Users Guide Part 2 I P. 43
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