Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier Partner 2.O.I4Tool:
Quick Start Guide ^^B^^
2OI4 Data Year - United States Version
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SEPA
Unilc-d Stales
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier Partner 2.O.I4Tool:
Quick Start Guide
2OI4 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
:«J Stales Office ofTransportation and Air Quality
PnotBdion EPA-420-B-15-001
, „„._
January 2015
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Table of Contents
OVERVIEW 5
SECTION 1-BASIC INFORMATION FOR TRUCK CARRIERS 6
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP? 6
WHY Do TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 6
How Do TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 7
How Do I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS? 7
WHAT DATA Do I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL? 8
WHAT is INCLUDED IN THE SMARTWAY TRUCK CARRIER PARTNERSHIP AGREEMENT? 9
WHAT SOFTWARE AND HARDWARE is REQUIRED FOR COMPLETING THE SMARTWAY TRUCK CARRIER
PARTNER TOOL? 10
SECTION 2- OVERVIEW OF DATA COLLECTION REQUIREMENTS 11
DATA REQUIREMENTS FOR INTRODUCTORY SCREENS 11
DATA REQUIREMENTS FOR PROVIDING US/CANADA OPERATIONS INFORMATION 11
DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR 11
DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME 12
DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION 12
DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS is
DATA REQUIREMENTS FOR SECTION 4: FLEET DATA 14
SECTION 3-STEP BY STEP INSTRUCTIONS FOR DATA ENTRY 16
DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL 16
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 16
STEPS FOR ENTERING PARTNER NAME 17
STEPS FOR ENTERING CONTACT INFORMATION: 17
STEPS FOR COMPLETING "IDENTIFY FLEETS" SCREEN: is
STEPS FOR COMPLETING "FLEET DETAILS" SCREEN 19
STEPS FOR COMPLETING "OPERATION CATEGORIES" SCREEN : 19
STEPS FOR COMPLETING "BODY TYPES" SCREEN: 19
STEPS FOR SELECTING A FLEET TO REVIEW: 20
STEPS FOR COMPLETING "GENERAL INFORMATION" SCREEN 20
STEPS FOR COMPLETING THE "ENGINE MODEL YEAR & CLASS" SCREEN 21
STEPS FOR COMPLETING THE FUEL DATA POINTS ON "ACTIVITY INFORMATION" SCREEN 21
STEPS FOR COMPLETING THE "FUEL ALLOCATOR WORKSHEET" 22
STEPS FOR COMPLETING THE "BIODIESEL BLEND WORKSHEET " 22
STEPS FOR COMPLETING THE "ETHANOL BLEND WORKSHEET " 22
STEPS FOR COMPLETING THE PAYLOAD SECTION ON THE "ACTIVITY INFORMATION" SCREEN 23
STEPS FOR COMPLETING AVERAGE CAPACITY VOLUME (CUBIC FEET) SECTION ON THE "ACTIVITY
INFORMATION" SCREEN 24
STEPS FOR COMPLETING THE % CAPACITY UTILIZATION SECTION ON THE "ACTIVITY INFORMATION"
SCREEN 25
STEPS FOR COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION ON THE "ACTIVITY INFORMATION"
SCREEN 25
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STEPS FOR COMPLETING THE AVERAGE ANNUAL IDLE HOURS PER TRUCK SECTION ON THE "ACTIVITY
INFORMATION" SCREEN 25
STEPS FOR COMPLETING THE "PM REDUCTION" SCREEN 27
OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL
INFORMATION 27
STEPS FOR SUBMITTING YOUR TOOL To EPA 28
APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA 29
APPENDIX B: WORKSHEETS FOR DATA COLLECTION 33
WORKSHEET #1: US/CANADA OPERATION INFORMATION 34
WORKSHEET #2: CONTACT INFORMATION 35
WORKSHEET #3: FLEET CHARACTERIZATION 36
WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 1 OF 2) 37
WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 2 OF 2) 38
WORKSHEET #5A MODEL YEAR/CLASS 40
WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 1 OF 2) 43
WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 2 OF 2) 44
WORKSHEET #5C: ACTIVITY- BIODIESELAND ETHANOL BLENDS (IFAPPLICABLE) 45
WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 1 OF 12) 46
Class 2b—Worksheet #5D: Payload and Volume (page 2 of'12) 47
Class 3—Worksheet #5D: Payload and Volume (page 3 of 12) 48
Class 4—Worksheet #5D: Payload and Volume (page 4 of 12) 49
Class 5—Worksheet #5D: Payload and Volume (page 5 of 12) 50
Class 6—Worksheet #5D: Payload and Volume (page 6 of 12) 51
Class 7 Straight Trucks—Worksheet #5D: Payload and Volume (page 7 of 12) 52
Class 7 Combination Trucks—Worksheet #5D: Payload and Volume (page 8 of 12) 53
Class 8a Straight Trucks—Worksheet #5D: Payload and Volume (page 9 of 12) 54
Class 8a Combination Trucks—Worksheet #5D: Payload and Volume (page 10 of 12)...55
Class 8b Combination Trucks—Worksheet #5D: Payload and Volume (page 11 of 12)...56
Volume—Worksheet #5D: Payload and Volume (page 12 of 12) 57
Worksheet #5E: Road Type/Speed Distribution and Idle Hours Worksheet 58
Worksheet #5F: Diesel PM Worksheet 59
Worksheet #5G: Port Drayage Program Data Requirements 60
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Overview
In this guide you will learn about:
1) SmartWay Basic Information
2) Joining SmartWay Transport Partnership as a truck carrier
3) Understanding the details of the SmartWay Partnership Agreement
4) Meeting software/hardware requirements for participating in the program
5) Gathering the data necessary for participation in SmartWay.
Please review this guide carefully BEFORE attempting to gather your company data, or enter data into
the Truck Carrier Tool. Understanding the basics of the program will simplify your SmartWay
experience.
WARNING:
***Before beginning, use this chart to make sure you are choosing the right tool for your operations! ***
Is this the right SmartWay tool for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
YES
Use Truck Tool
NO
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker, freight
forwarder or n on-asset based carrier.
YES
Use Logistics Tool
NO
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
10% of your freight via rail, barge, and/or
air.
YES
Use Multi-modal Tool
NO
Contact SmartWay for
more information
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance.
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Section 1—Basic Information for Truck Carriers
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how truck carriers can participate.
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP?
Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between the
EPA and the freight industry to improve fuel efficiency, increase environmental performance, and
encourage supply chain sustainability.
Five types of freight transport companies can join SmartWay.
• Freight shippers
• Logistics companies (including 3PLS/4PLS1)
• Truck carriers
• Rail carriers
• Barge carriers
• Multi-modal carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The
SmartWay Tools (1) assess freight operations; (2) calculate fuel consumption and carbon footprints; and
(3) track fuel-efficiency and emission reductions. SmartWay Tools must be submitted each year for the
company to remain a Partner in good standing. Tools submitted and approved on time qualify partners
to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance and recognizes superior
performance through the SmartWay Excellence Awards.
WHY Do TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
The SmartWay Transport Partnership provides truck carriers with ways to reduce the environmental
impact of their freight operations and address costs. Designed with and for the freight sector, the
SmartWay Transport Partnership delivers solutions to marketplace needs and challenges. With access to
the latest in EPA-tested technologies and peer-provided success stories, carriers that join the SmartWay
Transport Partnership can gain a better understanding of their environmental footprint and assert their
corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected brand
that symbolizes cleaner, more efficient transportation choices.
1 3PLs/4PLs Third party logistics/fourth-party logistics companies.
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How Do TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Truck Carriers join SmartWay by submitting a SmartWay Truck Carrier Tool (hereafter known as the
"Truck Carrier Tool.")
Truck Carriers that submit tools that are approved by EPA are known as "SmartWay Truck Carrier
Partners."
When a truck carrier submits a Truck Carrier Tool to EPA, they agree to the requirements stipulated in
the SmartWay Truck Carrier Partnership Agreement-notably, that they will measure and report the
emissions performance of their company annually and provide supporting documentation to EPA upon
request.
All SmartWay Truck Carrier Partners agree to complete and submit the SmartWay Truck Carrier Tool to:
• define company composition
• characterize company activity
• individually benchmark fleets
• track annual changes in performance.
Upon approval of a Truck Carrier Tool submission, truck carriers will be identified as SmartWay Truck
Carriers Partners on EPA's website on the SmartWay Partner List and in a database used to identify
companies that meet SmartWay's annual requirements.
How Do I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?
Companies that join the SmartWay Partnership should include all of their fleets and trucks in their
submission. If a company wishes to list multiple fleets in the Truck Carrier Tool, they should list these
fleets as their customers can hire them. Internal fleets invisible to a customer should not be listed
separately. Companies will be listed at the Company level in the SmartWay Partner list on the
SmartWay website, and each individually defined fleet will appear as a separate entity in the SmartWay
Carrier Data file that customers use to identify which fleets they do business with in the Shipper and/or
Logistics Tools.
SmartWay highly recommends developing your list of fleets before
beginning your data entry process. Any fleet that a shipper or logistics
company could hire directly should be listed as a separate fleet in your
Truck Carrier Tool submission.
The best strategy is to have a clear idea of how to define your companies
before filling out the Tool.
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WHAT DATA Do I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL?
To participate in SmartWay, truck carriers need to gather the following essential information to
complete the Truck Carrier Tool:
• The official company name EXACTLY as you would like it presented on the EPA website
• Company contact information
• Contact details for your Working Contact
• Contact details for an Executive and/or Other Contact(s) (cannot be the same as the Working
Contact)
• Split between US/Canada operations
• Quarterly IFTA statements2 (for activity data) for the reporting calendar year
• Fleet details for all fleets you control:
o SCACs, MCNs, and/or DOT number information
o Total inventory of vehicles in your fleet(s), sorted by vehicle class and engine model
year, body type, and operational category for the reporting calendar year
o Total miles, revenue miles and empty miles
o Total diesel, biodiesel and/or other fuel use by class
o Reefer fuel use by class (if applicable)
o Average payload, average capacity volume, and percent capacity utilization by class
o Average idle hours per truck
o Use of particulate matter control equipment by truck class and engine model year (if
applicable)
• Data sources for all data to be entered
• SmartWay ID number (if this is not your first tool submission)
This data must be provided for all of your company's fleets. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.
2 If applicable - for Class 7, 8a and 8b trucks only.
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WHAT is INCLUDED IN THE SMARTWAY TRUCK CARRIER PARTNERSHIP
AGREEMENT?
To join the SmartWay Transport Partnership as a truck carrier, you must agree to the language on the
"Partnership Agreement for Truck Carriers." When you begin working within the Tool, you will be asked
to check a box stating that you agree to the terms of the Partnership Agreement. This agreement must
be renewed annually.
Please review this language with the appropriate personnel within your organization before completing
or submitting a Tool to EPA.
Partnership Agreement for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s)
using EPA's SmartWay Truck tool. (Existing fleets must report the 12 months of data for the prior
year ending December 31. Newly formed companies require a minimum of 3 months of
operational data.)
2. Have performance results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and
agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay
Website and in related educational, promotional, and media materials. EPA will obtain express
written consent from the Partner before using the Partner's name other than in the context of
increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.3
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government
Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered
null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any
further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish
the specific actions to which it committed in the SmartWay Transport Partnership Agreement and
subsequent annual Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Truck Tool annually constitutes agreement to all terms in this
Partnership Agreement. No separate agreement need be submitted.
3 Individual corporate data will be treated as sensitive business information.
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WHAT SOFTWARE AND HARDWARE is REQUIRED FOR COMPLETING THE
SMARTWAY TRUCK CARRIER PARTNER TOOL?
The Truck Carrier Tool was designed in "Microsoft Excel Forms." Completing the Truck Carrier Tool
requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system (The Tool does not currently work using the Mac
operating system)
• A minimum of 10 megabytes of free disk space. More disk space may be required based
on the number of companies you define in your Tool
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Please check with the user guides for your computer, online support, or your company's IT department
to make sure your system is set up to use the Truck Carrier Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Truck Carrier Tool.
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Section 2— Overview of Data Collection Requirements
This section will explore the data needed for completing the required sections of the Truck Carrier Tool.
The Truck Carrier Tool Data Entry and Troubleshooting Guide explains more about the structure of the
Tool and the data entry process; this guide will focus primarily on the essentials for completing the Tool.
DATA REQUIREMENTS FOR INTRODUCTORY SCREENS
There are five screens which orient you to the Tool, the Introduction, the Partnership Agreement, Tool
selection guidance, data collection needs, and the SmartWay Partner Schedule for 2015. These are
general information screens; however, note that you MUST click the box indicating that you agree to the
terms of the Partnership Agreement before moving on to the next screen.
DATA REQUIREMENTS FOR PROVIDING US/CANADA OPERATIONS INFORMATION
To begin, you must indicate your company's percent operation in the U.S. and Canada. Acceptable
metrics include miles, fuel consumption, or any reasonable quantitative means of allotting the
approximate percentage of operations in the two countries.
DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of
the same year. If you are submitting for the first time and do not have a full year of operational data,
please collect o 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.
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DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME
Your Partner Name is the official name that your customers would recognize for your company—in
other words, the name someone hiring you would look for.
You must specify you company's official Partner Name, exactly as you want it to appear on the
SmartWay website.
For example, if you enter:
• ABC Company
• ABC Company, Inc.
• ABCCOMPANYLLC
Your company will be listed exactly as you've entered above. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION
The SmartWay Tool asks for:
• General company information such as location, web address, phone number, etc.
• A Working Contact4 for any questions about your company's participation and Tool submissions
• An Executive Contact5 for participation in awards and recognition events
• Additional contacts (optional): Additional contacts may include anyone who is not the Working
contact but may be involved with SmartWay (e.g., press/media contact, fleet manager, etc.).
Note that you MUST have at least two contacts listed in the contact information section of the Tool, and
the Working and Executive Contacts must be different. SmartWay recommends developing an internal
succession plan to make sure that your Truck Carrier Tool submission schedule is maintained, in the
event that a Working Contact is reassigned, or leaves the company for any reason.
4 The Working 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 Working Contact is responsible for coordinating the assembly
of information to complete/update company 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 Working contacts may need to add SmartWay/EPA to their
preferred list of trusted sources.)
5 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Agreement, overseeing the Working 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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DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS
The Truck Carrier Tool tracks fleet-level operations. Most carriers should create one fleet i.e., one line.
However, if you have multiple fleets that can be hired by customers individually, you should create
multiple fleet records in the Tool and characterize their operations individually. You should not include
internal company fleet definitions or designations—only separate fleets as they would be identified and
hired by your customers.
There are five screens in the Fleet Characterization section of the Tool:
• Identify Fleets: For each fleet that a customer can hire, you will be asked to establish names for
each of your fleets. Each fleet name will begin with your Partner Name, and will be include a
fleet identifier. Use a fleet identifier that is recognizable by your customers.
• Fleet Details: You will need to confirm control of the fleet. "Control" means that you
operate/route the vehicles, regardless of ownership status, and you must confirm that you
have at least 95% control of the fleet to include it in the SmartWay Truck Carrier Tool. You will
also be asked to provide SCACS, MCN, or DOT numbers (for fleet identification), define the fleet
as "for-hire" or "private," and identify a point of contact for the fleet.
• Operation Categories: You will need to provide a reasonable estimate of the fleet's split
between truckload, less-than-truckload, drayage, package delivery, and expedited operations.
• Body Types: You will need to provide a reasonable estimate of the fleet's split between the
following body types:
o Dry van
o Refrigerated (Reefer)6
o Flatbed
o Tanker
o Intermodal chassis containers (pooled and owned)
o Heavy/Bulk hauler
o Auto carriers
o Moving
o Utility7
o Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
• SmartWav Category: The SmartWay Category designation for each of your fleets will be shown
on the fifth screen, based on your selections on the Operation and Body Type screens. For
example, SmartWay Categories include Truckload/Dry Van, LTL, Mixed, etc. Your fleet's
performance will be measured against other carriers with the same category designation, so
please ensure you have characterized your fleet correctly before proceeding.
If you specify reefer body types in your fleet you must also provide your estimated reefer fuel use in the Activity section of the Tool.
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 payloads 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. Users
may experience yellow or red warning labels on the Activity screen due to the unique nature of Utility "payload." In the case of red
alerts, simply input text defining your special conditions in the required text boxes that appear.
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DATA REQUIREMENTS FOR SECTION 4: FLEET DATA
In Section 4 of the Truck Carrier Tool, you will enter detailed activity and fuel consumption data for
each of the fleets you identified and characterized in Section 3.
General Information Screen Requirements
This screen asks you to provide information for six key indicators, including fuel types used.
The first section asks you to determine your short-haul split vs. long-haul split. This requires you to
estimate the percentage of your fleet's operations that are short haul or long haul. A short haul is
defined as any haul less than 200 miles; a long haul is defined as any haul in excess of 200 miles.
Percentages should be reasonable estimates.
Next, you must select the fuel types found in this fleet. This requires you to define all fuels the fleet
used from a list of:
a. Diesel/biodiesel: petroleum diesel and/or biodiesel made from any renewable
feedstock
b. Gasoline/Ethanol: conventional and reformulated gasoline, including blends of 10%
ethanol(ElO) and 85% ethanol (E85)
c. Liquefied Petroleum Gas (LPG): also know as LP Gas, Liquid Propane Gas, and propane
d. Liquefied Natural Gas (LNG)
e. Compressed Natural Gas (CNG)
f. Electric: vehicles exclusively using battery electric power
g. Hybrid: vehicles with hybrid electric or hydraulic hybrid powertrains, using either
gasoline or diesel
NOTE: Once you check these boxes, the appropriate fuel type tab (along the top of the screen next to
the General Information tab) will become active. You will need to complete additional screens for
each fuel type you select.
You will be asked to determine whether you will need to enter data for Particulate Matter Reduction.
Check the Particulate Matter Reduction box only if you have truck engines that are model year 2006 or
earlier and are equipped with diesel retrofit particulate matter control devices (i.e., diesel oxidation
catalysts (DOCs), particulate filters, or closed crankcase ventilation (CCV)).
Next you will be asked to determine what is known as your "Cube-Out" Percentage. Your "cube out"
percentage is the percentage of truckloads using 100% of their available cargo capacity while remaining
within allowable weight limits. You must provide a reasonable estimate.
Next you will go to the View/Select Commodities button to view a list of potential shipment types and
select all of the ones that you move with this fleet.
You also have the option of choosing to participate in Smarts/ay's Port Dray Program. Appendix A to
the Truck Carrier Tool Data Entry and Troubleshooting Guide provides the data entry requirements for
participation in this program, as well as details regarding Dray Program Scoring.
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Fuel-Specific Sections: Engine Model Year and Class, and Activity Information Screens
This section looks at truck classes and engine model years. Under each fuel-type tab (Diesel, Gasoline,
LPG, LNG, CNG, Electric, and Hybrid) there are as many as four screens requiring data inputs:
1. the Engine Model Year & Class8 screen
2. the Activity Information screen
3. the PM Reduction screen will appear for diesel vehicles if you checked the
Particulate Matter Reduction box on the General Information screen
4. the Port Dray Program screen will also appear for diesel vehicles if you checked the Port Dray
Program box on the General Information screen.9
To complete these screens, you will need to know
• the number of trucks in each fleet split out by engine model year and truck class.
• total miles by vehicle class
• revenue miles by vehicle class
• empty miles by vehicle class
• gallons of fuel used by vehicle class (or kWhrs for electric trucks)
• payload information by class and body type (if available; if not, use the Payload Calculator
defaults)
• average capacity volume by body type and truck class for straight trucks (if available; if not, use
the Volume Calculator defaults) or by trailer/container type for combination trucks
• road type/speed category splits by truck class
• average idling hours (short duration and extended) per truck for all classes
• the number of trucks by class and engine model year for which you are using particulate matter
retrofit control devices
For electric trucks, this screen is known as the "Motor Model Year and Class Screen".
9 The Port Dray Program box will only appear if your fleet is predominantly defined as Dray - i.e., defined as greater than or
equal to 75% Dray on the Operations Screen under Fleet Characterization.
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Section 3—Step by Step Instructions for Data Entry
DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL
To download the Truck Carrier Tool, visit: http://www.epa.gov/smartway/forcarriers/index.htm. Save
the Tool in a folder on your hard drive; this folder will house copies of your data and future updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
In some cases, Microsoft Excel will ask you to adjust your security settings before opening the Tool.
Instructions should appear on your screen //you need to change your security settings before running
the Tool. The instructions differ depending upon what version of Excel you use (Excel 2003, 2007, 2010,
or 2013).
If you need additional assistance with your security settings, download the guidance document labeled
"Truck Carrier Partner 2.0.14 Tool: Data Entry and Troubleshooting Guide.2014 Data Year—United
States Version" from http://www.epa.gov/smartway/forcarriers/index.htm and review the screen-by-
screen guidance in Part 1: Downloading and Setting Up the Tool.
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STEPS FOR ENTERING PARTNER NAME
1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the
field as indicated.
2. Proceed to Section 2 to enter contact information.
STEPS FOR ENTERING CONTACT INFORMATION:
1. Enter the Partner Information details in Section 1 of the Contact Information screen.
2. Enter Working Contact details in Section 2. If the Working Contact's address is the same as the
company, you can select the ^••••••••••••l button to automatically fill in the address
section of this record.
3. Enter the Executive Contact details in Section #3 by selecting the
Add/Edit Executive Contact
I button to the right; enter the required data. Note that you MUST have
at least two different contacts on the Contact Information screen and the Working and Executive
Contacts must be different.
4. Enter Other Contacts (if applicable) in Section 4 by selecting the
Add New Contact
button. A new contact field will appear, labeled Other Contact Information. Enter the first Other
Contact then select OK when done. You can add more contacts by selecting "Add New Contact"
again. If you wish to edit an existing contact's information, highlight the name you wish to edit and
then select the
Edit Selected Contact
button. You can remove an existing contact by
highlighting the contact and then selecting the
Delete Selected Contact
button.
5. Select
VALIDATE
SCREEN
at the bottom of the screen. If any information is missing, a dialogue box will
appear informing you what additional information is required.
6. When finished, select the
Section 3.
button to return to the Home screen and proceed to
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STEPS FOR COMPLETING "IDENTIFYFLEETS" SCREEN:
1. On the Home screen, select the
Characterization screens.
Characterize your fleets
I button to display the Fleet
2. Confirm that the Fleet (Partner Name) that appears automatically is correct and appropriate for
your fleets. If not, make changes in the field under the heading "Fleet (Partner Name)."
3. Enter the "Fleet Identifier" for your first (or only) fleet. This field may be left blank if you only have
one fleet. In this case your final Fleet Name will simply be your Partner Name.
4. Enter additional fleets as needed:
Add Another Fleet
a. To enter another fleet, select the ^smmiyjiiijii^ button.
b. To delete a fleet, select the box next to the row you wish to delete, and then select the
button.
Delete Checked Rows
c. Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers,
the full Fleet Names will be displayed on the screen to the right, exactly how they will be
displayed on the SmartWay website.
5. To proceed, select the Fleet Details tab at the top, or simply select the
bottom of the screen.
button at the
6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with your
fleet name(s).
Please note that your Fleet name(s) will appear on the SmartWay website exactly as you have entered them here,
IMPORTANT: Remember that fleet names will automatically begin with the Partner Name.
OK
7. Verify that the fleet name(s) show exactly what you want customers to find in the SmartWay
website and Carrier Data File.
8. Select OK to proceed to the next screen. You may return to this screen later to revise your fleet
name(s) if necessary.
Truck Carrier Tool Quick Start Guide I P. 18
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STEPS FOR COMPLETING "FLEET DETAILS" SCREEN
1. For each fleet, if you control over 95% of the operation of the vehicles (weighted by miles) check the
box labeled "95+% Control."
2. Enter SCAC, MCN, and/or DOT identifiers (optional) for each fleet listed. If you have a single fleet
that has multiple SCACs, enter all of them into the SCAC field, and separate them with commas.
• While it is not required to enter SCAC, MCN, or DOT information for each fleet, it will help
shippers and logistics companies searching by those parameters in the SmartWay database
to easily find your fleet for inclusion in their Tool.
3. Select your Fleet Type (either "For-Hire," "Private," or "Dedicated") for each fleet listed.
4. Select a Fleet Contact from the drop-down menu for each fleet listed. If the appropriate fleet
contact is not listed, go back to the Contact Information screen (see Section 2), and enter that name
under "Other Contacts." Then return to this screen to add the name from the drop-down menu.
5. Click the ' button or select the Operation Categories tab at the top to proceed to the
next section.
STEPS FOR COMPLETING "OPERATION CATEGORIES" SCREEN:
1. For each fleet identified, estimate the percentage of mileage each fleet spends in the five defined
operation categories and enter your estimates in the fields provided. Leave the field blank if no
mileage is associated with that operation category for that fleet.
2. Click the ' button or select the Body Types tab at the top to proceed to the next
section.
STEPS FOR COMPLETING "BODY TYPES" SCREEN:
1. For each fleet, enter an estimate of the percentage of fleet mileage associated with each body type.
The percentages specified can be approximate, based on vehicle populations. The percentages for
each fleet must sum to 100%.
Describe
NOTE: If you specify activity for Special Haulers, a — I button will appear next to the cell entry.
You must select this button and provide a text description of your specialty haulers.
2. Once you are sure your information is input correctly, you may select the
CREATE
FLEET(S)
button at
the bottom of the page. You will be prompted then to confirm that you have identified all of your
fleets. Return to the Identify Fleets screen if nei
automatically be returned to the Home screen.
OK
fleets. Return to the Identify Fleets screen if needed, otherwise select U > and you will
Truck Carrier Tool Quick Start Guide I P. 19
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STEPS FOR SELECTING A FLEET TO REVIEW:
1. Using your mouse, on the Home screen select and highlight the name of the fleet for which you wish
to enter data.
2. Double click the name; you will then be taken to the General Information data entry screen for that
fleet.
STEPS FOR COMPLETING "GENERAL INFORMATION" SCREEN
1. Enter your percentage short-haul vs. long-haul operations.
• Inputting a value in one cell automatically populates the other cell to add up to 100.
2. Check the boxes for the fuel types you use.
• Once you check these boxes, the appropriate fuel type tab (along the top of the screen next
to the General Information tab) will become active. If you select the Diesel/Biodiesel box,
the grayed-out Part 3: Particulate Matter Reduction section will also become active.
3. Determine whether you will need to enter data for Particulate Matter Reduction; if yes, check the
box.
• Check the Particulate Matter Reduction box only if you have truck engines that are model
year 2006 or earlier and are equipped with diesel retrofit particulate matter control devices
(i.e., diesel oxidation catalysts (DOCs), particulate filters, or closed crankcase ventilation
(CCV)).
4. Enter the percentage of trailers utilizing 100% of available cargo capacity while remaining within
allowable weight limits.
5. Click the HH!0iiUiiil3illiMlH^9lbutton and select which commodity categories you typically
carry. Select all categories that apply to your fleets.
6. FOR FLEETS WITH 75% OR MORE OF TRUCKS IN THE DRAYAGE OPERATIONS CATEGORY: Check the
box and enter the additional requested information on APUs and SmartWay tire use if you wish to
participate in the Port Dray Program.
7. Select the
VALIDATE
SCREEN
button to make sure you have filled out everything on this screen
VALIDATE
FLEET
properly. You can also select — —to check your data entries across all screens for the
given fleet.
8. Click ' or select the next available fuel tab at the top to begin entering fuel and activity
data for this fleet.
Truck Carrier Tool Quick Start Guide | P. 20
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STEPS FOR COMPLETING THE "ENGINE MODEL YEAR & CLASS" SCREEN
***NOTE: The following guidance will use the Diesel Fuel sections as an example.
Similar procedures are followed for all other fuel types.***
Select the boxes at the top (i.e., 2b, 3, 4, 5, 6,1, 8a, 8b) for each of the truck classes you operate
in this fleet.
Input the number of vehicles you have in each class, specifying the corresponding engine years
(rather than the tractor model years).
• Use the scroll bar to the right if you need to enter information for older model years.
Check the box at the bottom of the screen to hide any unused truck classes if you wish.
Select
or select the Activity Information tab at top of the screen to proceed to the
next section.
• Before leaving the Engine Model Year & Class screen, you will be prompted to confirm the
accuracy of your model year and truck class selections. You may review previous years'
selections by selecting the Year-to-Year Comparison Report on the Home screen.
STEPS FOR COMPLETING THE FUEL DATA POINTS ON "ACTIVITYINFORMATION"
SCREEN
1. Select the •••I button under the Overall Fleet & Data Source section to specify where you
obtained your data for each row. For each data type, specify the general type of data source and any
additional data source detail information, as applicable.
2. Enter the exact value for total miles driven collectively by this fleet by vehicle class. Include all out-
of-route, positioning, empty, and other miles driven.
3. Enter the exact value for the revenue miles—the number of miles your fleet drove that were
charged to a customer account.
4. Enter the exact value for the total number of empty miles traveled by your fleet.
5. Enter the exact value for all the gallons of fuel used by your fleet in the past 12-month reporting
period, including any gallons with biofuels (biodiesel for diesel vehicles, ethanol for gasoline
vehicles).
6. If you specified any use of reefer body types under the Fleet Characterization section, the
Refrigeration Unit Fuel Con sumption
button will appear. Select this button and provide your best
estimate of your reefer fuel use in gallons for each truck class. Diesel, LPG, and electric trucks are
assumed to use diesel reefers, gasoline trucks to use gasoline reefers, and CNG/LNG trucks to use
CNG reefers. Enter zero for any truck classes/fuel types that do not utilize reefer units. If you do
not know your reefer fuel use at the truck class level you may enter a total value which will be
distributed across your truck classes proportional to your vehicle fuel consumption entries.
Truck Carrier Tool Quick Start Guide I P. 21
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7. NOTE: On the Electric Vehicle Activity screen, "fuel inputs" are expressed in kWhrs rather than
gallons.
STEPS FOR COMPLETING THE "FUEL ALLOCATOR WORKSHEET"
Allocate Diesel Using class MPG
1. Select the
2. Enter total gallons of diesel for all truck classes.
3. Enter MPG estimates for each truck class.
button on the Activity Information screen.
4. If "Match" appears in blue next to the "Calculated Gallons Used" field, select
5. If "No Match" appears in red next to the "Calculated Gallons Used" field, adjust the MPG values as
necessary to get a match, and then select I ••• I.
STEPS FOR COMPLETING THE "BIODIESEL BLEND WORKSHEET "
1. If this fleet has used biodiesel, select the lUiiiiliiliimUH button and specify your biodiesel
volumes by blend level in the Biodiesel Blend Worksheet.
2. For each of the blends used by your fleet, enter the appropriate number of gallons used.
3. Select OK.
STEPS FOR COMPLETING THE "ETHANOL BLEND WORKSHEET "
1. If this fleet has used ethanol, select the
Input Ethanol
button and specify your ethanol volumes
by blend level (E10 or E85) in the Ethanol Blend Worksheet.
2. For each of the blends used by your fleet, enter the appropriate number of gallons used.
3. Select OK.
Truck Carrier Tool Quick Start Guide I P. 22
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STEPS FOR COMPLETING THE PAYLOAD SECTION ON THE "ACTIVITY
INFORMATION" SCREEN
Calc Payload
1. Enter your average payloads into the Tool for each truck class by selecting the
button.
2. Under the "Step 1: Getting Started Tab/' select your activity Allocation Method.
3. Select your Units, from the drop-down.
4. Select the * " button next the "Data Source." A Data Source Description box will appear.
5. Using the drop-down menus, select your data source and details and enter any comments about
your data source.
6. Select
7. Select the "Step 2: Body Types" tab or
8. Check the box(es) next to the body types used in this Truck Class.
9. For each body type selected, enter the activity associated with this body type.
10. For each body type selected, use the drop-down to select a range OR enter the exact payload if
available. Make sure to include any pallet and packaging weight in your payload estimates.
11. Validate the screen to determine if there are any errors to correct; if yes, correct the errors and/or
enter comments using the •muilifclia kUtf;On to explain your data inputs.
12. Select I ••• I to perform a final validation check and return to the Activity Information
screen.
Truck Carrier Tool Quick Start Guide | P. 23
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STEPS FOR COMPLETING AVERAGE CAPACITY VOLUME (CUBIC FEET) SECTION
ON THE "ACTIVITYINFORMATION" SCREEN
For truck classes 8a and 8b follow these steps:
1. Select the •£3Em | button to open the Volume Calculator screen.
2. Select — 'to enter your data source for average capacity volume data.
3. Select one of the three reporting basis options using the radio check boxes.
4. Enter the requested metrics for the trailers, containers, tankers, bulk carrier, or other trailers used in
this truck class.
5. Select I ••• I to return to the Activity Information Screen.
For truck classes 2b through 7, follow these steps:
Calc Volume
1. Select •fiua*iUJiM| to open the Volume Calculator screen.
2. Under the "Step 1: Getting Started Tab," select your activity Allocation Method.
3. Select your Units, from the drop-down.
4. Select - " next the "Data Source." A Data Source Description box will appear.
5. Using the drop-down menus, select your data source and details and enter any comments about
your data source.
6. Select
7. Select the "Step 2: Body Types" tab or
8. Check the box(es) next to the body types used in this Truck Class.
9. For each body type selected, enter the activity associated with this body type.
10. For each body type selected, use the drop-down to select the default average volume OR enter the
exact volume if available.
11. Validate the screen to determine if there are any errors to correct; if yes, correct the errors and/or
enter comments using the •^JUttyflfclia button to explain your data inputs.
12. Select I BlH I to perform a final validation check and return to the Activity Information
screen.
Truck Carrier Tool Quick Start Guide I P. 24
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STEPS FOR COMPLETING THE % CAPACITY UTILIZATION SECTION ON THE
"ACTIVITY INFORMATION" SCREEN
1. Next to the % Capacity Utilization (excluding empty miles) data entry box, select the |uUJ button.
A Data Source Description box will appear.
2. Using the drop-down menus, select your data source and details and enter any comments about
your data source.
3. If you specified drayage activity under the Operation Types screen, you may select the data source
"Unknown to dray carriers - use industry average" option, in which case the industry average
capacity utilization value will be auto-populated for you.
4. Select I Bifl I to return to the Activity Information screen.
5. Enter your % capacity utilization for each truck class.
STEPS FOR COMPLETING THE ROAD TYPE/SPEED CATEGORY SECTION ON THE
"ACTIVITY INFORMATION" SCREEN
1. Select |LI±I next to the data entry box next to "Road Type/Speed Categories." A Data Source
Description box will appear.
2. Using the drop-down menus, select your data source and details and enter any comments about
your data source.
3. Select I ••• I to return to the Activity Information screen.
Enter Speeds
4. For each truck class, select the - " button to open the ""Road Type/Speed Categories"
box.
5. Enter the requested metrics for Highway or Rural Driving and Urban Driving for each of the speeds
listed (if applicable). If you only know Highway or Rural driving, you can select the box next to
"Populate the urban driving fields with default values" to complete the screen.
6. Select I •!!• I to return to the Activity Information screen.
STEPS FOR COMPLETING THE AVERAGE ANNUAL IDLE HOURS PER TRUCK
SECTION ON THE "ACTIVITYINFORMATION" SCREEN
1. Select ILiliJ next to the data entry box next to "Average Annual Idle Hours per Truck." A Data
Source Description box will appear.
2. Using the drop-down menus, select your data source and details and enter any comments about
your data source.
3. Select I ••• I to return to the Activity Information Screen.
Truck Carrier Tool Quick Start Guide I P. 25
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4. Select the
Calculator.
Calculate Idle Hours Per Truck (All Classes)
button to open the Idle Hours
5. Enter daily long-duration idling hours per truck, daily short-duration idle hours per truck, and
average days in service per year for each vehicle class represented in this fleet.
6. Select
to return to the Activity Information Screen.
Next Steps
You have now completed the Activity Information Screen for this fuel type.
Select
VALIDATE
SCREEN
to verify that you have completed the screen properly.
*** If you are using PM reduction equipment on model year 2006 or earlier trucks,
select the PM Reduction tab at the top of the screen to proceed to this section.
Instructions for data entry are provided below this box. ***
If you have finished entering data for this fuel type, select the tab for the next fuel type and complete all
screens as indicated above.
to return to the Home
If you have finished inputting data for all of your fuel types, select
screen.
REMEMBER:
*** If additional fuel types are represented in this fleet,
you must complete the Engine Model Year & Class and Activity Information screens for each of the fuel
types you operate.
Select the tab for the next fuel type and complete the Engine Model Year & Class and Activity Information
screens as indicated above—the steps will be the same or similar to those for the Diesel Tab. Do NOT move
on if you have not completed the data input for each of your fuel types. ***
Once finished entering data for all of your fuel types, select
and follow the instructions to submit your Tool to EPA.
to return to the Home screen
Truck Carrier Tool Quick Start Guide I P. 26
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STEPS FOR COMPLETING THE "PM REDUCTION" SCREEN
1. Select the radio button next to a device (DOC, CCV, or PM trap) you have used for your fleet.
2. Enter the number of trucks equipped with the device by engine (not vehicle) model year.
3. If other devices have been used with this fleet, select the radio box(es) next to each device and
enter the number of trucks equipped with the device by engine (not vehicle) model year.
4. When done, select
screen.
5. Select
VALIDATE
SCREEN
to make sure you have filled out everything properly on this
to return to the Home screen.
OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND
PROVIDE ADDITIONAL INFORMATION
After completing Steps 1 - 4 on the Home screen, you have access to three optional sections of the Tool.
The Year-to-Year Comparison Report allows the user to compare the fleet characteristics and activity
values from your current reporting year, as well as CO2 performance metrics, with your prior reporting
year. This report is particularly helpful in identifying any changes that may have occurred since your last
reporting period, determining trends in activity and performance, and performing general quality
assurance of the inputs used for your current Tool. You can access this report by selecting
Review Year-to-Year Comparison
under item #5 on the Home screen.
The Partner Profile/Logo Info/Suggestions section allows you to provide EPA with additional
information about your company, potential use of the SmartWay Logos, and general feedback regarding
the SmartWay program. This information is optional and is not required in order to submit your Truck
Partner Profile / Logo Info / Suggestions
Carrier Tool data to EPA. Selecting the
item #6 on the Home screen will open the Partner Information forms.
button under
The View Your Data Reports section gives you access to 13 reports to help you understand your data
and use it to make better performance decisions. You can access these reports by selecting
View Your Data Reports
under item #7 on the Home screen.
"Once you've reviewed these sections, you will be ready to submit your Tool to EPA.91
Truck Carrier Tool Quick Start Guide I P. 27
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STEPS FOR SUBMITTING YOUR TOOL To EPA
Generate File to Send to EPAH
1. Select the •••••••••••••••••••••••*• I button, which will open a new
screen.
2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
3. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year.
a. If so, you can then enter your Annual Submission ID, which has been sent to you by your
SmartWay PAM via email. The SmartWay ID is 8 digits in length.
b. If you cannot locate your submission ID you can select the link "Email me my annual
submission ID" to have your ID sent to you.
4. When ready, select NEXT to create a file with the following naming convention:
Truck_PartnerName_Year_VO.xml10
For example, Truck_ABCompany_ 2014 _VO.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
5. Next specify the folder where you would like to save the xml file, and a screen will appear.
6. Follow these instructions for submitting your xml and xls files to SmartWay. Note that the .xml
file is approximately 10 times smaller than the .xls file.
7. Upon selecting NEXT, a screen will appear that allows you to close the Truck Carrier Tool or
return to the Home screen.
• NOTE: DO NOT ZIP the .xls and .xml files. Send them to EPA as normal files attached in
an e-mail. EPA security will not allow zipped files through the EPA firewall.
• NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLS FILES.
Please visit http://www.epa.gov/smartway/forcarriers/index.htm for additional resources, including
printable data collection worksheets, technical documentation, and the Truck Carrier Tool Data Entry
and Troubleshooting Guide for more in depth exploration of each section of the Truck Carrier Tool.
10 If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2014_Vl.XML for
the second iteration, etc.
Truck Carrier Tool Quick Start Guide I P. 28
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APPENDIX A; RECOMMENDED DATA SOURCES FOR ACTIVITY DATA
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) -
Class 7, 8a and 8b trucks only
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
with driver trip sheets
Collected via non-electronic company records
Accounting/billing software*
Tax reports/IRS and State*
Truck Carrier Tool Quick Start Guide I P. 29
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Data Type
Revenue Miles Driven
(cont'd)
Empty Miles Driven
Gallons of Fuel UsedA
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) -
Class 7, 8a and 8b trucks only
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
Collected via electronic expenditure data
Truck Carrier Tool Quick Start Guide | P. 30
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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 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 sheets*
Governed speed*
Determined via GPS
Determined via Electronic Control Module (ECM)
data recorder/logger*
Driver trip sheets*
Governed speed*
Determined via GPS
Determined via Electronic Control Module (ECM)
data recorder/logger*
Truck Carrier Tool Quick Start Guide | P. 31
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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*
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.
A For electric vehicles, in lieu of gallons, use kWhrs. Common data sources for kWhrs include metering at charging dock, vehicle
data acquisition units, and smart-meter applications.
Truck Carrier Tool Quick Start Guide | P. 32
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APPENDIX B; WORKSHEETS FOR DATA COLLECTION
List of Worksheets
#1: US/Canada Operations Worksheet 34
#2: Contact Information Worksheet 35
#3: Fleet Characterization Worksheet 36
#4: General Fleet Information 37
#5A: Model Year/Class Worksheet 40
#5B: Activity Data Sources and Information 43
#5C: Biodiesel Blends and Ethanol Blends Worksheet 45
#5D: Payload and Volume Worksheets 46
#5E: Speed and Idle Hours Worksheet 58
#5F: Diesel PM Worksheet 59
#5G: Port Dray Program Data 60
Truck Carrier Tool Quick Start Guide I P. 33
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WORKSHEET #1: US/CANADA OPERATION INFORMATION
% of fleet(s) operation in the United States:
% of fleet(s) operation in Canada:
Truck Carrier Tool Quick Start Guide I P. 34
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WORKSHEET #2: CONTACT INFORMATION
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City State/Province Zip Country
Main Phone Toll-free Number Cell Web Address
Number number
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Working 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
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's role in program
State/Province
Email
Address
Zip Country
Truck Carrier Tool Quick Start Guide I P. 35
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WORKSHEET #3: FLEET CHARACTERIZATION
Complete this worksheet for each fleet you will be submitting in the Truck Carrier Tool.
Specify Fleet Name: This will be a combination of your Partner Name and a Fleet Identifier you create.
Use a Fleet Identifier that a company hiring your fleet would recognize. Enter it exactly as it
should appear on the SmartWay website):
Partner Name
Fleet Identifier (suffix)_
95% Control SCAC: MCN: DOT #:
FLEET TYPE: (for hire, private, dedicated)
Fleet 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_
If Special Hauler is selected, please describe type:
Truck Carrier Tool Quick Start Guide I P. 36
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WORKSHEET #4: GENERAL FLEET 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)
electric hybrid electric (diesel/gasoline)
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 Tool Quick Start Guide | P. 37
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WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 2 OF 2)
Commodity Descriptions: Select all that apply to this fleet:
Animals and Fish (Live)
Cereal Grains (including seed)
Agricultural Products except for Animal Feed
Animal Feed and Products of Animal Origin
Meat, Fish, and Seafood, and their Preparations
Milled Grain Products and Preparations, and Bakery Products
Other Prepared Foodstuffs, and Fats and Oils
Alcoholic Beverages and Tobacco Products
Stone and Sands, Except Metal Bearing Sands
Other Non-Metallic Minerals
Metallic Ores and Concentrates
Coal
Crude Petroleum, Gasoline, Fuel Oils, and Aviation Turbine Fuel
Other Coal and Petroleum Products
Basic Chemicals
Pharmaceutical Products
Fertilizers
Other Chemical Products and Preparations
Plastics and Rubber
Logs and Other Wood in the Rough
Wood Products
Pulp, Newsprint, Paper, and Paperboard
Paper or Paperboard Articles
Printed Products
Truck Carrier Tool Quick Start Guide I P. 38
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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
Precision Instruments and Apparatus
Furniture, Mattresses and Mattress Supports, Lamps, Lighting Fittings, and
Illuminated Signs
Miscellaneous Manufactured Products
Waste and Scrap (except for agriculture or food)
Mixed Freight
Truck Carrier Tool Quick Start Guide | P. 39
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WORKSHEET #5A MODEL YEAR/CLASS
NOTE: Print multiple copies of this worksheet to gather data for each fuel type within each fleet.
Fleet Name:
Fuel Type:_
Engine Model Year(s) and Class(es):
ENGINE
MODEL
YEAR
2015
2014
2013
2012
2011
2010
Class 2b Class 3Class 4 Class 5 Class 6 Class 7 Class 8aClass 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
2B
8A
8B
Truck Carrier Tool Quick Start Guide I P. 40
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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
2009
2008
2007
2006
2005
2004
2003
2002
2001
2000
1999
1998
Truck Carrier Tool Quick Start Guide I P. 41
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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
1997
1996
1995
1994
1993
1992
1991
1990
1989
1988
Pre-1988
Truck Carrier Tool Quick Start Guide I P. 42
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WORKSHEET #58; ACTIVITY DATA SOURCES AND INFORMATION (PAGE 1 OF 2)
Fleet -Level Data Sources:
Total Miles Driven
Revenue Miles Driven.
Empty Miles Driven
Gallons of Fuel Used (incl. Biofuel - biodiesel or ethanol).
Gallons of Reefer Fuel Used (diesel, gasoline, CNG - by vehicle class).
% Capacity Utilization (excluding empty miles)
Road Type / Speed Category.
Average Idle Hours per Truck.
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 Tool Quick Start Guide I P. 43
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WORKSHEET #58; 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 Tool Quick Start Guide I P. 44
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WORKSHEET #5C: ACTIVITY- BIODIESEL AND ETHANOL BLENDS flF
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
Truck Carrier Tool Quick Start Guide I P. 45
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WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 1 OF 12)
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).
Truck Carrier Tool Quick Start Guide I P. 46
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CLASS 2B—WORKSHEET#50: PAYLOAD AND VOLUME (PAGE 2 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
2B
2B
2B
2B
2B
Vehicle Type
jg^
Flatbed
^^^k
Step vjrl
^^^^V^L
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 Tool Quick Start Guide I P. 47
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CLASS 3—WORKSHEET#50: PAYLOAD AND VOLUME (PAGE 3 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
3
3
3
3
Vehicle Type
»
^^^^H*"R
Wafc 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 Tool Quick Start Guide I P. 48
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CLASS 4—WORKSHEET#50: PAYLOAD AND VOLUME (PAGE 4 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
4
4
4
4
4
Vehicle Type
jg^
Flatbed
itep vjn
La'-i? walk-in
_•_.!.. ri r.i;. J 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 Tool Quick Start Guide I P. 49
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CLASS 5—WORKSHEET#50: PAYLOAD AND VOLUME (PAGE 5 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
5
5
5
Vehicle Type
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 Tool Quick Start Guide I P. 50
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CLASS 6—WORKSHEET#50: PAYLOAD AND VOLUME (PAGE 6 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
6
6
6
6
6
Vehicle Type
jg^
Flatbed
^•^
Reefer
^^^^I~L
large walk-in
Single axle 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 Tool Quick Start Guide I P. 51
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CLASS 7STRAIGHT TRUCKS—WORKSHEET#5D: PAYLOAD AND VOLUME (PAGE 7 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
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
^•^h
SfVL-l-Jt:
JJL
Flatbed
Reefer
Tanker
JHi^p
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 Tool Quick Start Guide I P. 52
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CLASS 7 COMBINATION TRUCKS—WORKSHEET#5D: PAYLOAD AND VOLUME (PAGE 8 OF 12)
Select allocation method
for this class (circle one):
# of miles
# of trips
% of operation
# ofvehicles
Select payload unit (circle one): Tons Pounds
Select volume unit (circle one): Cubic Ft TEU
Vehicle
Class
7
7
7
7
Vehicle Type
-™— Ti*>
Combination
Flatbed
•^•fet
Combination
Reefer
JHM*
Dry Van - Single
2
OTHER
Allocation factor
(#miles, trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Average
Volume
Describe Volume Data
Source/Calculation Method
Truck Carrier Tool Quick Start Guide I P. 53
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CLASS SA STRAIGHT TRUCKS—WORKSHEET#5D: PAYLOADAND VOLUME (PAGE 9
OF 12)
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
Ji*
V -^**
Flatbed
Tanker
.^^^Hu
Single axle van
7
OTHER
Allocation
factor (#miles,
trips, etc.)
Average Payload
Describe Payload Data
Source/Calculation Method
Truck Carrier Tool Quick Start Guide I P. 54
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CLASS SA COMBINATION TRUCKS—WORKSHEET#5D: PAYLOADAND VOLUME
(PAGE 10 OF 12)
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
V4bi
Beveiage
-™— --BB-Ri
Combination
Flatbed
•••hK
Dry Van - Single
*9
OTHER
Allocation
factor (#miles,
trips, etc.)
Average Payload
Describe Payload Data
Source/Calculation Method
Truck Carrier Tool Quick Start Guide I P. 55
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CLASS SB COMBINATION TRUCKS—WORKSHEET#5D: PAYLOADAND VOLUME
(PAGE 11 OF 12)
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
jj^Hr
Dry Van - Single
HBfipmit
Dry Van - Double
™"^U*
Dry Van - Triple
•^•fe^
Combination
Reefer
-™— -^SmA
Combination
Flatbed
'^^^•'
Combination
Tanker
Chassis
1WU*
/\/\/\fJ'J[n
Specialty
^
OTHER
Allocation
factor (#miles,
trips, etc.)
Average
Payload
Describe Payload Data
Source/Calculation Method
Truck Carrier Tool Quick Start Guide I P. 56
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VOLUME—WORKSHEET#5D: 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 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 -
Box, Reefer,
Std. Flatbed
20ft
40ft
42ft
45ft
48ft
53ft
57ft
28 + 28
40 + 40
48 + 28
48 + 48
28 + 28 + 28
Percentage/
#Truckloads/
# Trailers
Container Size
20ft
40ft
45ft
48ft
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")
Percentage/
#Truckloads/
# Trailers
Other Trailers (e.g., low-boy, drop
deck flatbed, etc.)
Cubic Feet per Truck
Number/Percent
Auto Carriers
Number/Percent
Avg. # Vehicles/trailer
Liquid Tanker Size
Large (7,500+ gallons)
Medium (3,001-7,499
gallons)
Small (3,000 and under
gallons)
Truck Carrier Tool Quick Start Guide I P. 57
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WORKSHEET #5E: ROAD TYPE/SPEED DISTRIBUTION AND IDLE HOURS WORKSHEET
ROAD TYPE /SPEED
DISTRIBUTION
^^^H
AVERAGE DAILY IDLE HOURS
PER TRUCK
% Highway vs. Rural Driving
% Urban Driving Under 25 mph
% Urban Driving 25 to 50 mph
% Urban Driving 50 mph+
^^^^H
Daily Long Duration Idle Hours
Per Truck
Daily Short Duration Idle Hours
Per Truck
Average Days in Service Per
Truck Per Year
2B
3
4
5
6
7
8B
8B
Truck Carrier Tool Quick Start Guide I P. 58
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WORKSHEET #5F: DIESEL PM WORKSHEET
Trucks with PM Controls by truck class - Note # of trucks by control type (CCV, 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
SB
SB
Truck Carrier Tool Quick Start Guide I P. 59
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WORKSHEET#5G: PORTDRAYAGE PROGRAM DATA REQUIREMENTS
Provide the following additional information for each fleet participating in the SmartWay Port Drayage
Program.
# of trucks equipped with auxiliary power units (APUs):
# of trucks equipped with SmartWay tires:
Truck Carrier Tool Quick Start Guide I P. 60
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