Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Multimodal Carrier
Partner Tool:
Quick Start Guide
U. S. Version 2.0.16 (Data Year 2016)
United States
Environmental Protection

Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Multimodal Carrier
Partner Tool:
Quick Start Guide
U. S. Version 2.0.16 (Data Year 2016)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
Office ofTransportation and Air Quality
May 2017

Table of Contents
What is the SmartWay Transport Partnership?	7
Why Do Multimodal Carriers Join the SmartWay Transport Partnership?	i
How Do Multimodal Carriers Join the SmartWay Transport Partnership?	8
How Do I Join if My Parent Company Has Multiple Fleets?	9
What Data Do I Need to Gather to Complete the Multimodal Tool?	9
What is Included in the SmartWay Multimodal Carrier Partnership Agreement?	10
What Software & Hardware is Required for Completing the SmartWay Multimodal Tool?..,.ii
Introductory Screens	12
Section 1: Specify Official Partner Name	12
Section 2: Enter Contact Information	13
Section 3: Define Your Component Fleets	13
Understanding Component and Composite Fleets	13
Defining Component Fleets:	15
Steps for Completing "Identify Fleets" Screen	15
Adding and Deleting Component Fleets	16
Adding Comments/Notes	16
Steps for Completing "Fleet Details" Screen	16
Steps for Completing "Operation" Screen	18
Steps for Completing "Body Types" Screen	18
Data Requirements for Business Unit Characterization Screen (Logistics Only)	19
Data Requirements for Other Components (Air, Barge, and Rail Modes)	20
Section 4: Download Latest SmartWay Carrier Data File	20
Section 5: Data Entry for Component Fleets	21
Select Component Fleet for Data Entry	21
Section 6 Data Entry: Define Your Composite Fleets	21
Identify Composite Fleets	22
Allocate Component Fleets	22
Composite Fleet Details	23
Section 7: Providing Additional Information	23
Section 8: Submitting Data to SmartWay	24
Viewing Your Data Reports	25
Reviewing Your Year-to-Year Performance	25
Visit the SmartWay Partner Portal	25
Office 2010	26
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Office 2007	27
Office 2013 Text Display	27
Worksheet #1: Company and Contact Information	32
Worksheet #3A: Identify Composite Fleets and Composite Fleet Details	34
Worksheet #3B: Allocate Component Fleets	35
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In this guide you will learn about:
1)	SmartWay Basic Information
2)	Joining SmartWay Transport Partnership as a multimodal 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 entering data
into the Multimodal Tool. Understanding the basics of the program will simplify your SmartWay
***Before beginning, use this chart to make sure you are choosing the right tool for your operations! **
If you think you might be a Multimodal Carrier, but are not certain, the chart below can help.
Is this the right SmartWay tool forme?
Use Truck Tool
Use Logistics Tool
Use Multi-modal Tool
Review other Partner
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker, freight
forwarder or non-asset based carrier.
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
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
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If none of the above seem applicable, contact EPA SmartWay at 734-214-4647 for assistance.
SPECIAL CASE: Freight carried by a partner's component truck fleet (A) for their composite intermodal
business unit (B) should be allocated to business unit (B) in the "Allocate Component Fleets" tab
(accessed through Section 6. of the Home screen). It should not be added in the Logistics section of the
tool, which would create a risk of "double-counting" that freight
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Section 1—Basic Information for Multimodal Carriers
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how multimodal 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.
Seven types of freight transport companies can join SmartWay.
•	Freight shippers
•	Logistics companies (including 3PLS/4PLS1)
•	Truck carriers
•	Rail carriers
•	Barge carriers
•	Air carriers
•	Multimodal 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 Multimodal Carriers Join the SmartWay Transport
The SmartWay Transport Partnership provides multimodal 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.
Multimodal carriers that join SmartWay move significant amounts of freight with SmartWay Carriers.
The higher efficiency of carriers in SmartWay compared to non-SmartWay carriers gives SmartWay
1 3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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multimodal carriers an opportunity to improve corporate freight efficiency, reduce their carbon
footprint, and voluntarily advance freight sustainability for themselves and their customers.
Participation in SmartWay helps SmartWay Multimodal Partners
•	identify opportunities to improve efficiency,
•	demonstrate efficiency to customers and stakeholders,
•	evaluate and compare carrier performance, and
•	determine the company's transportation carbon footprint.
SmartWay provides multimodal carriers with free tools that help assess and compare various freight
transportation options with detailed reports and analyses that support better business decision making.
How Do Multimodal Carriers Join the SmartWay Transport
Multimodal carriers join SmartWay by submitting a SmartWay Multimodal Tool (hereafter known as the
"Multimodal Tool," or simply, the "Tool.")
Multimodal carriers that submit tools that are approved by EPA are known as "SmartWay Multimodal
Carrier Partners."
When a multimodal carrier submits a Multimodal Tool to EPA, they agree to the requirements stipulated
in the SmartWay Multimodal 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 Multimodal Carrier Partners agree to complete and submit the SmartWay Multimodal
Tool to:
•	define fleet(s) composition
•	characterize fleet activity
•	individually benchmark multiple fleets
•	track annual changes in performance
Upon approval of a Multimodal Tool submission, a multimodal carrier will be identified as a SmartWay
Multimodal Carrier Partner on EPA's website, on the SmartWay Partner List, and in a database used to
identify companies that meet SmartWay's annual requirements. The Carrier will also receive
information on how to access its current SmartWay registration document.
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How Do I Join if My Parent Company Has Multiple Fleets?
Companies that join the SmartWay partnership should include all of their fleets in their submission. If a
company wishes to list multiple fleets in the Multimodal 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 Multimodal Tool.
SmartWay highly recommends developing your list of	ire
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
Multimodal Tool submission.
The best strategy is to hm ar idea of how to define your companies
before filling out the Tool.
What Data Do I Need to Gather to Complete the Multimodal Tool?
To participate in SmartWay, multimodal carriers need to gather the following essential information to
complete the Multimodal 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 Contact (cannot be the same as the Working Contact)
•	Fleet details
o Types of equipment
o Vehicle/vessel/aircraft use by type
o Fuel types and amount used
o Engine information, total ton-miles and total miles) plus:
o Operation categories
o Body Types
o Business Unit Focus (e.g., logistics provider, freight forwarder, freight broker, or truck
carrier) for the Logistics Tool only
o Composite fleet names and associated component fleets
o Component fleet allocation percentages
o SCAC, Motor Carrier Numbers (MCNs), DOT numbers, and/or National Safety Codes
(NSCs, for Canadian-registered trucks) for composite fleets
o Split between US/Canada operations for composite fleets
•	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.
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What is Included in the SmariWay Multimodal Carrier Partnership
To join the SmartWay Transport Partnership as a multimodal carrier, you must agree to the language on
the "Partnership Agreement for multimodal 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. Your company's Executive Contact must approve this agreement.
Partnership Agreement for Multimodal 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 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
2.	Have performance results and Tool submittal status posted on the EPA SmartWay
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.2
3.	Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government
4.	Treat individual corporate data as sensitive business information.
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 Partner.
2 Individual corporate data will be treated as sensitive business information.
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6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership
Agreement. No separate agreement need be submitted.
What Software & Hardware is Required for Completing the SmartWay
Multimodal Tool?
The Multimodal Tool was designed in "Microsoft Excel Forms." Completing the Multimodal Tool
requires the following software and hardware:
•	A 2007 or later version of Microsoft Excel
•	Excel security level set at Medium or lower
•	A PC running Windows XP or a 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 15 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 Multimodal Tool.
We encourage you to make sure that you virus software is up to date, and to scan your PC before
putting data in the Multimodal 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 Multimodal Tool.
Introductory Screens
Upon opening the 2017 Multimodal Tool you will see a Welcome screen. (The 2017 Tool is called
"Version 2.0.16" because it uses 2016 data.) Next you will find three Introduction screens. If you are
not familiar with the Tool, or if you wish to review the basic organization and functions of the Tool,
these three screens can help you get oriented. The Assistance for New Users screen appears first, and
allows users to view an orientation video. Additional screens may be accessed from this screen,
including Tool selection guidance, data collection needs, Tool help and navigation, and the SmartWay
Partner Schedule for 2017. These are general information screens and may be skipped if you are already
familiar with the Tool. However, upon proceeding you MUST select the box at the bottom of the
Partnership Agreement screen, indicating that you agree to the terms of the Partnership Agreement.
Before proceeding to the Home screen you will see an "auto-population" screen. This screen allows
partners to input their SmartWay ID and automatically upload the information for the initial steps of the
tool (Partner Name, Contact Information, and, for existing partners, Truck and Logistics Fleet
Information), based on the prior year's submittal or, for new partners, information submitted through
the online application found in the Partner Portal. This option can save time and ensure naming
consistency for your contacts and fleet(s) from year to year. If you do not have a SmartWay ID, or prefer
to enter this data manually, you may skip this step.
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 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.
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.
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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.
If you selected the auto-populate option please review the Partner Name as it appears on the screen,
revising it as necessary.
Section 2: Enter Contact Information
The SmartWay tool asks for:
•	General company information such as location, web address, phone number, etc.
•	A Working Contact3 for any questions about your company's participation and tool submissions
•	An Executive Contact4 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.
Section 3: Define Your Component Fleets
Understanding Component and Composite Fleets
Multimodal companies are somewhat more complicated to characterize than truck, rail, air, or barge-
only companies. Often, multimodal services are comprised of a wide range of truck, rail, barge, and/or
dray services that may be provided by the company or purchased from third party providers by the
company. To properly characterize the emission rates for multimodal companies, one must account
for this wide variety of operations and service levels.
3	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 primary contacts may need to add SmartWay/EPA to their preferred list of trusted sources.)
4	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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Note: Multimodal mil freight is defined as any freight transported by a
multimodal carrier, which may include intermodai containers as well as
other cargo configurations such as boxcars, tanker cars, etc.
To accomplish this SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entities that your customers can hire to move their freight. For example you may
have a Truckload Division and an Intermodai Division, whereas Component fleets are organized around
your internal management of the company.
In the Multimodal Carrier Tool you will be asked to input data for all of your component fleets which will
include those you own and manage as well as any hired services you purchase. Once these component
fleets have been characterized you will be asked to build your composite fleets (the ones the public sees
and can hire) from your component fleets. This process will attribute the appropriate weighted
emission factors to your composite fleets, and demonstrate to your customers the benefits of using your
multimodal freight services.
Example: Company "J" has a Truckload Division, an Intermodai Division, and a Dray Division that the
public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it
has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet.
The Dray Division's services are provided by its own dray fleet and hired dray services
The Intermodai Division's services are provided for by its own truckload fleet, its own dray fleet, its hired
rail services, and its hired dray services.
Therefore the partner defines the following component fleets:
1.	For its truckload fleet (using the Truck Mode selection)
2.	For its dray fleet (using the Truck Mode selection)
3.	For its 3PL fleet and hired dray operations (using the Logistics Mode selection)
4.	For its rail operations (using the Rail Mode selection)
The partner will then assign the appropriate operations of these component fleets to define the
composite fleets that the public can hire:
Composite Fleet One: Truckload Division
60% of its truckload fleet, 70% of its 3PL fleet
Composite Fleet Two: Intermodai Division
40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet,
and 40% of its own dray fleet
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Composite Fleet Three: Dray Division
20% of its hired dray fleet, 60% of its own dray fleet
NOTE: Drayage operations should be included in the SmartWay
Multimodal Carrier Tool if your company controls drayage movements
(e.g., receives payments directly to move the freight using your own
draya :ks, or purchases drayage services directly from a third party}.
Defining Component Fleets:
On the Home screen select the pull-down menu next to "Define Your Component Fleets" to display the
available component fleet modes. The Multimodal Carrier Tool currently allows users to define truck,
logistics, rail, barge, and air component fleets. A commercial marine module will be added to the Tool in
the future.
Note that some terminology on the Define Component Fleets screens are slightly inconsistent between
the Truck Mode and the Logistics Mode, however the two modes work and act the same. For example,
"fleets" within the Truck Mode are referred to as "Business Units" within the Logistics Mode.
When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to
characterize your fleet(s) for that mode.
There are four screens in the Truck Fleet Characterization section of the Tool. The first two screens are
also common to the Logistics Mode:
1.	Identify Fleets
2.	Fleet Details
3.	Operation
4.	Body Types
Screen 1: Identify Fleets is shown below for the Truck Mode. Note that the data entry screens for
Logistics Carriers contains the same required fields as for the Truck Mode, with the exception of the
"95+% Control" field, as discussed below.
Steps for Completing "Identify Fleets" Screen
Enter data for your first component fleet including:
• Fleet (Partner Name): Each of your component fleet names will begin with the name of your
company. This fleet name will be whatever you enter in the Fleet Name (Partner Name) field on
the Identify Fleets screen. By default, this field is automatically populated with the first 50
characters of the Partner Name that was entered on the Home screen. Whatever you enter for
Fleet Name for the first fleet will automatically be used for any additional fleets you add.
Similarly, any edits you make to the Fleet Name for the first fleet will automatically be reflected
on each subsequent fleet. Note that this field is called Company Name for Logistics component
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• Fleet Identifier: Please make sure to specify each fleet identifier 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 the Fleet Name (Partner
Name) field. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in
which case your fleet name will simply be your Partner Name. Note that this field is called the
Business Unit Identifier for Logistics component fleets.
Adding and Deleting Component Fleets
To enter another component fleet, select the	button. To delete a
component fleet, select the box next to the row you wish to delete, and then select the
Delete Checked Rows
button. 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 of the
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your business model. Any details that you can
provide related to your business operations will speed up approval time.
Please note the 1^22^3 button located at the bottom of the screen. This allows you to enter
notes about the collection process, your assumptions and methods, data, or other information.
These details could prove useful for your reviewer when you or someone else fills out the Tool
next year. If comments have been added for a particular screen, the
button will now read
to indicate to your reviewer that there are comments to be read.
button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When clicked, these icons provide additional
information about specific items located on the screen.
To proceed, select the Fleet Details tab at the top of the screen, or simply select the
button at the bottom of the screen.
Steps for Completing "Fleet Details" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in Appendix C, enter data
for your fleets. For each you will need to specify:
• 95% Control: Select this box if your company controls over 95% of the operation of each fleet,
weighted by miles. "Control" means that you operate/route the fleet, regardless of ownership
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status. Control includes dedicated fleets that you operate for other parties. If you contract out
more than 5% of the fleet's operation, the Logistics mode should be selected instead for that
fleet. (Note this box is not included in the Fleet Details screen for the Logistics Mode selection.)
The key question regarding definition of "control" is: Am I able to influence the fuel efficiency of
the trucks, and can I collect data on the trucks? SmartWay understands that control within the
trucking business exists along a continuum. On one hand, some fleets purchase their own trucks,
spec, maintain, and route the trucks, and have full operational control over the trucks, for
example controlling the speed the trucks are allowed to drive, when and where they can idle,
etc. These fleets have a high degree of control. On the other end of the continuum, some
companies hire other parties to move the freight, and other than assigning a load with a
pickup/destination point, have no interaction with the freight delivery, or ability to influence the
fuel efficiency of the truck or the collection of data on the truck.
If you can actively affect the fuel efficiency of the truck and collect the data necessary on that
truck to include in this Tool, you have control. SmartWay understands that there are many
organizational/operational permutations in the trucking industry and there may be "gray" areas
that need further clarification. If you still have questions, you may contact your assigned
SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4
alphabetic character code used by the transportation industry to identify transportation
companies. If your fleet has a SCAC, please input that information. If you have a single fleet that
has multiple SCACs, enter all of the codes into the SCAC field, and separate them with commas.
It is not required to enter SCAC information for each component fleet. SCACs are assigned by
the National Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your
SCAC(s), please contact NMFTA before proceeding. You can find NMFTA contact information at
Motor Carrier Number (MCN): The Motor Carrier Number is a 5, 6, or 7 digit number provided
by the Federal Motor Carrier Safety Administration. If your fleet has a Motor Carrier Number,
please input that information. It is not required to enter MCN information for each component
Department of Transportation.(DOT) Numbers: The carrier identification number issued to all
carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits
in length.
National Safety Code (NSC) Numbers are carrier identification numbers issued to fleets with
Canadian registration.
NOTE; Entering SCACs, MCNs, DOT, and NSC numbers are optional;
however, if you heme this information you are encouraged to supply it to
make sure SmartWay Shippers and Logistics companies can identify you,
Fleet Type: Fleet Type is defined as the service type for your fleet. There are three options
accepted by the Tool—"For-Hire," "Private," and "Dedicated." If your company has only one
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fleet, your "Fleet Type" selection will reflect your company's operations as a whole. If there are
multiple fleets, each will have its fleet type defined separately.
Steps for Completing "Operation" Screen
For each component fleet, fill out the Operation Category (%) information by indicating the percentage
of operation on a mileage basis. Operational categories include:
•	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 container. A truckload
carrier is a trucking company that generally contracts an entire trailer-load to a single customer.
•	Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and
consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub
terminal where the freight will be further sorted and consolidated for additional linehauls.
•	Drayage - 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
•	Expedited - Time-sensitive freight shipments, with trucks typically on stand-by.
Enter the percent of each operational category based on approximate mileage. This percentage
calculation does not need to be exact but should be reasonably reflective of your fleet.
Steps for Completing "Body Types" Screen
Next, fill out the Body Type fields, indicating the percentage by body type for each component fleet.
Body Type categories include:
•	Dry van/box van
•	Refrigerated (Reefer)
•	Flatbed
•	Tanker
•	Intermodal chassis containers (pooled and owned)
•	Heavy/Bulk hauler
•	Auto carriers
•	Moving
•	Utility5
5 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.
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• Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
Once you are sure your information is input correctly, you may select the
(button near bottom of the page.
If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Fleets screen. To add a new fleet, follow all of the
instructions on the screen regarding defining your fleets, including selecting the
I button. When you select this button, the system will create blank
data entry forms only for the new fleet(s) you have added; the existing fleets will not be affected.
If you need to delete an existing fleet, simply select the box next to the fleet and then select the
Delete Checked Rows
button. Note that, if you have already generated data entry forms
for the fleet you are deleting, the system will prompt you to confirm the deletion.
If you choose to delete a component fleet, and if you have allocated any of
this fleet's activity to a composite multimodal fleet (defined under Step 6
on the Home screen) then you must re-allocate your composite fleet
activity to reflect this change. Similarly, adding a new component fleet
may require modifying your composite fleet activity allocations under Step
As on the other screens there is a	button as well as an	button. Selecting J
will take you back to the Home screen. At this point you may define another component fleet following
the same process, or proceed to Step 4 on the Home screen.
Data Requirements for Business Unit Characterization Screen (Logistics Only)
For each Logistics business unit you will need to specify the percent of total activity associated with the
different Business Unit Focus categories, listed below.
•	Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross dock, kitting, packaging, and sub assembly processes.
•	Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
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.
Multimodal Carrier Tool Quick Start Guide | P. 19

• Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
•	Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
•	Rail Freight Broker: Freight broker specializing in rail mode services.
Data Requirements for Other Components (Air, Barge, and Rail Modes)
The Air, Barge, and Rail component tools require similar information to identify and characterize
individual fleets. The Air component requests information on:
•	Fleet Type (dedicated freight, mixed operations, or passenger).
•	Service area (international, national, or regional).
•	Revenue category (large <$lB/yr; medium $100M - $lB/yr; small $20M - $100M/yr; and micro <
•	Number of aircraft.
The Barge component requests:
•	Fleet Type (open water or river barge).
•	Number of barges.
•	Number of tugs.
•	Annual tons of cargo shipped by commodity type.
The Rail component requests:
•	Class of the fleet (1, 2, or 3).
Please use Worksheet #2 in Appendix C of this document to help you prepare your company's
component fleet information.
Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Multimodal Tool gives you the most current list of SmartWay carriers to select from,
you must click the I
Download Latest SmartWay Carrier Data File
button on the Home screen. A new
Multimodal Carrier Tool Quick Start Guide | P. 20

box will appear next to the button indicating the "Date of Current Carrier File." You are now ready to
select carriers and enter activity data for each fleet.
You will not be able to input the required logistics fleet data in Step 5 without this file. You must have
an active Internet connection to perform this step.
Section 5: Data Entry for Component Fleets
Select Component Fleet for Data Entry
On the Home screen, you will now see all the fleets you created listed in the window below item # 5:
Select Component Fleet for Data Entry.
There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete. The following information may appear beside a fleet name:
•	Not checked - Data has not been entered yet.
•	Incomplete - Some data is still missing and/or inconsistent.
•	Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
•	Errors will prevent you from defining your composite fleet under Step 6, and must be addressed
before you can submit your Tool to EPA.
•	Warnings will still allow you to proceed and submit your data to EPA. However, it is strongly
recommended that you carefully review each warning message before sending your data to EPA
so that you can anticipate questions that may come from a Partner Account Manager as a result
of your data being outside the expected ranges. The method addressing errors and warnings is
described for subsequent input screens in the following sections.
To add data to a particular fleet file, highlight the fleet name and then double-click. You will then
proceed to the Tool Data Entry Screens.
Section 6 Data Entry: Define Your Composite Fleets
Now that you have identified and characterized your component fleets, you will be asked to provide
information for EACH composite fleet. In this section, you will be asked to allocate component fleet
miles and ton-miles across the different composite fleets.
Multimodal Carrier Tool Quick Start Guide | P. 21

The "Define Your Composite Fleet" section of the Tool has three subsections:
1.	Identify Composite Fleets
2.	Allocate Component Fleets
3.	Composite Fleet Details
The requirements for each subsection are described below.
Once you have entered data for all of your component fleets, and resolved any error notifications, you
may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component
fleets into larger, composite fleets operating across one or more modes. Composite fleets are entities
that your customers can hire to move their freight. For example you may have a Truckload Division and
an Intermodal Division for hire.
Identify Composite Fleets
First, enter the name of your composite fleets on the first screen, Identify Composite Fleets. Names
include your Partner Name combined with your Composite Fleet Identifier. Remember to enter your
composite fleet names exactly as you want them to be seen on the SmartWay website.
Note: Your company's name and your composite fleet(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, yourSCAC, Motor Carrier Number, DOT Number, and/or
NSC. Therefore, it is critical that you identify your company and composite
fleet(s) in the Tool as you would have them appear on the SmartWay website
and within other SmartWay Tools.
You may add more fleets by selecting the Add Another composite Fleet button. To proceed to the
next screen, select the Allocate Component Fleets tab or select	^
Please use Worksheet #3A in Appendix C of this document to help you prepare your company's
composite fleet information.
Allocate Component Fleets
Proceed to the Allocate Component Fleets screen to see a list all of the component fleets you defined
under Step 3 (Define Your Component Fleets). All of the miles and ton-miles associated with each of
these fleets must be assigned across one or more of the composite fleets you defined on the previous
screen. You must allocate component fleet activity based on the percentage of total miles and total ton-
miles attributable to each composite fleet. The total miles and ton-miles listed for each component
fleet is automatically calculated from Step 5 where you entered the activity data for your component
fleets. (Note that Total Miles refers to truckload miles for the Truck mode, railcar-miles for the Rail
mode, barge-miles for the Barge mode, and aircraft miles for the Air mode.)
Multimodal Carrier Tool Quick Start Guide | P. 22

Note that the percentage allocations must sum to 100 for each component fleet. In addition, if you enter
a non-zero percentage for a particular total miles assignment, and zero percent for the corresponding
ton-mile assignment (or vice versa), the Tool will display an error and you will not be allowed to proceed
until reconciling the discrepancy.
The ^ow Allocations button located below the component fleet list allows you to view a summary
of your composite fleet percentage allocations across all of your different component fleets, in order to
confirm the accuracy of your assignments.
The ftttiiil button will validate the information you enter on this screen. The ratio of total allocated
ton-miles to total miles is checked for each composite fleet. If any of these ratios differ substantially
from industry average payload standards, you will receive a warning message. These warning messages
are intended to flag possible data entry errors; however these warning messages will not prevent you
from submitting your completed Multimodal Carrier Tool to EPA.6
Please refer to Appendix B for a description of the procedure used to calculate the gram per mile and
gram per ton-mile performance metrics for composite fleets.
Select the Return to Entry Form button to leave the spreadsheet and return to the allocation
Composite Fleet Details
First proceed by entering the SCAC, MCN, DOT, and NSC values for each composite fleet if available.
Separate multiple values by a comma if necessary. These values are not mandatory but will assist
Shippers and Logistics Companies in identifying your fleets. For each composite fleet, enter the
percentage of operations that occur in the United States and Canada.
Once you have allocated all of your component fleets across the composite fleets, select the
button to return to the Home screen.
Please use Worksheet #3B in Appendix C of this document to help you allocate your composite fleet
Section 7: Providing Additional Information
After completing Steps 1 - 6 on the Home screen, you may provide EPA with feedback regarding the
SmartWay program. This information is optional and is not required in order to submit your Multimodal
6 Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5 tons (based on the out of
range warning for Class 8b TL/Dry Vans - see Truck Tool Technical Documentation for details). Warnings are issued at the high
end if the average composite fleet payloads are > 60 tons. This value was chosen based on the distribution of payloads reported by
Multimodal Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff.
Multimodal Carrier Tool Quick Start Guide | P. 23

Carrier Tool data to EPA. Selecting the m
screen will open the Give Us Feedback form.
Give us Feedback
button on the Home
You may respond to some or all of these questions in order to provide feedback regarding the various
aspects of the SmartWay program. SmartWay values your feedback. Any information you provide will
be used to improve the program, and will be kept confidential. Use the scroll bar to the right to display
additional questions.
Once you have completed these screens, select the	button to return to the Home screen.
Section 8: Submitting Data to SmartWay
Once you have completed the prior sections select the	button.
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking for your Annual Submission ID, which has been sent to you by your
SmartWay Partner Account Manager via email. If you cannot locate your submission ID you can select
the	button to have your ID sent to you. Submission of the SmartWay ID
is optional.
If you are not an existing SmartWay Partner you will be asked how your company initially heard about
SmartWay, and possibly some follow-on questions.
Select w to create a file with the following naming convention:
Multimodal_PartnerName_ Year_ VO.xml7
For example, Multimodal_ABCompany_ 2016 _V0.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.
Next specify the folder where you would like to save the xml file. Follow the instructions for submitting
your .xml and .xlsx files to SmartWay. Note that the .xml file is approximately 10 times smaller than the
.xlsx file itself. Upon selecting ¦¦¦¦¦¦, a screen will appear that allows you to close the Multimodal
Carrier Tool or return to the Home screen.
NOTE: DO NOT ZIP the Files. Send them to EPA as a normal file attached in an e-mail. EPA security will
not allow zipped files through the EPA firewall.
7 If you create the XML file multiple times the file name will increment each time (e.g., Multimodal_ABCompany_2016_V1.XML for
the second iteration, etc.
Multimodal Carrier Tool Quick Start Guide | P. 24

Optional Data Review Sections
Viewing Your Data Reports
Once you complete allocating component fleet activity across your composite fleets and return to the
View Your Data Reports
Home screen, you may select the	button. Selecting any
of the report menu options will display data for the selected fleet type (component by mode, or
composite). You vsn then proceed to another screen where you can choose how to view the results.
Selecting any of the summary report types will take you to a screen allowing you to preview, print, and
export your reports. These reports will prove useful for your company's evaluation and improvement
Reviewing Your Year-to-Year Performance
The Year-to-Year Performance Report is another optional section of the Tool, allowing the user to
compare the fleet characteristics and activity values, as well as emission performance metrics for the
current reporting year with the previous 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 over multiple years, and performing general quality assurance of the inputs used for your
current Tool. You can access this report by selecting the
under the "Your Results" section on the Home screen.
Review your Year-to-Year Performance
Note that your most recent year's data is already "loaded," including the data you have entered for your
current fleet(s). In order to load data for the previous year fleets, select the
Load Data from Previous rear,,,	| button. A screen will appear allowing you to specify
the location of your prior year file, using the
, button.
Once your prior year data is loaded into the Multimodal Carrier Tool, select the I
view the line-item data entry comparisons.
I button to
Visit the SmartWayPartner Portal
Visit the SmartWay Partner Portal
You may select the	button which will open a web browser to
the login page of the EPA SmartWay Portal. Logging into the SmartWay Partner Portal allows you to
access your Registration Document, Logo information and files, and SmartWay Press Releases.
Multimodal Carrier Tool Quick Start Guide | P. 25

Appendix A: Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the Tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition,
make sure that your computer is using a system and application version validated for use with the
SmartWay 2013 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2007, 2010, or 2013.)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation" section to view
the drop-down list of options. Choose "Automatic" from the list of options to switch to automatic
Si A
Insert Page Layout
Insert AutoSum Recently Financial Logical Text Date St Lookup & Math More
Used *
Time* Reference Trig *¦ Functions * Manager^
Function Library


Multimodal Carrier Tool Quick Start Guide | P. 26

Bookl - Microsoft Excel
'Trace Precedents ^ Show Formulas
Trace Dependents *1 Error Checking *

Watch calculation! jHTi Calculate Sheet
Remove Arrows * Evaluate Formula window Options "
J| Calculate Now
Formula Auditing

Automatic Except for Data Tables



Office 2007
Select the Office button at the top left. Then select the Excel Options button and the Excel Options
dialog box will appear. Select the Formulas tab and the Formulas options will appear in the right pane.
Select the "Automatic" radio button in the Calculation options section.

a AutoiutK
MltCHWtK CKCtpt 1c jJalJ tlMl
Wpcfcsng Wfllh frpomulji
Efiable [te'irtr*e ca.cjlition.
Maximum KHartiafts: 100
hUatittum fhtnft: 0-00t
EL CI f«feeen<* Hyte
(fj Eornuu AuieComplfif
/ Use jable nanes in ronnulas
J Use &«tPvDlCjLi functus™ for Prvc-TTable ^reference*
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J Enable £ackgieur*d ttic-i checking
tr>dic«if jftews uf*ng this coins w
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IItM	ftg|f
Cf|U «$Maming f arayUi En#j i «iy!J in an rir tii>lei
Cells carflatning ^eari rejjresente-d *i 2 dig-ts
Humbert Karnatted as Te«t o» preceded Vqr »n
f omuMs iji<0nititen1 w*h «
Users of MS Office 2013 may encounter problems displaying text entries. The example below shows
how the information typed into the "Goal for SmartWay participation" text box is barely visible. This is
due to a bug in the MS Office system itself.
Goal for SmartWay participation: (3000 characters max)
EPA has corrected the display problem in certain locations within the Tool, but if you encounter this
problem we recommend opening a different word processor such as MS Word, typing the desired entry
in the word processor, then cutting and pasting the entry back into the text box within the Tool. This
should allow you to view your entry properly within the Tool.
Multimodal Carrier Tool Quick Start Guide | P. 28

Appendix B - Calculating Composite Fleet Performance Metrics
The Multimodal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for
composite fleets using the carrier-specific performance metrics associated with the component fleets.
The percentage distributions provided for miles and for ton-miles are used as weighting factors in
developing these composite values.
The following example illustrates how the composite metrics are calculated for C02 grams per mile.
1.	Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2
2.	Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3
3.	Component fleet activity is allocated across the composite fleets as summarized below:
Total Miles Allocation

Component Fleets
Total Miles
Composite 1
Composite 2
Composite 3
Logistics 1
Truck 1
Logistics 2

1) The mileage associated with each component/composite fleet combination is calculated by
multiplying the total miles in the table above by the associated fraction, with the results
summarized as follows:
Logistics 1
Truck 1
Logistics 2
Composite 1
Composite 2
Composite 3
2) The corresponding composite-based mileage fractions are as follows:
Logistics 1
Truck 1
Logistics 2
Composite 1
Composite 2
Composite 3
3) The C02 grams per mile values calculated for each component fleet are as follows:
• Logistics 1: 2,261 g/mi
Multimodal Carrier Tool Quick Start Guide | P. 29

•	Truck 1: 1,649 g/mi
•	Logistics 2: 1,163 g/mi
4) Using the composite-based mileage distributions and component fleet grams per mile values,
the grams per mile value for Composite Fleet 1 is calculated as follows:
Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi
Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the
corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion.
Note: Class 2 and 3 Rail component fleets do not report railcar miles. Accordingly, grams per mile values
cannot be calculated directly from their fleet inputs and must be estimated. In order for the Multimodal
Carrier Tool to calculate gram per mile values for composite fleets containing Class 2 or 3 component rail
fleets, SmartWay assumes these fleets have gram per mile emission rates equal to those assumed for
modal average rail carriers.
Emission factors for all rail fleets within the Multimodal Carrier Tool are reported in grams per truck-
equivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile values
for Rail Carriers are converted to grams per truck-equivalent mile, using the fleet average rail car volume
value of 6,091 cubic feet and the average truck trailer volume of 3,180 cubic feet, resulting in the
following modal average gram per mile factors used for all rail fleets:
C02 g/mi = 1,072
NOx g/mi = 18.6
PMio g/mi = 0.52
PM2.5 g/mi = 0.50
Please see the Rail Tool Technical Documentation for details.
Multimodal Carrier Tool Quick Start Guide | P. 30

Appendix C: Worksheets for Data Collection
Multimodal Carrier Tool Quick Start Guide | P. 31

Worksheet §1: Company and Contact Information
#1. Enter your Contact Information:
General Company Contact Information
Company Name

Mailing Address



Zip Country
Main Phone
Toll-free Number

Web Address
Working Contact Information
Working Contact Name

Working Contact Mailing


Zip Country
Working Contact Phone


Executive Contact Information
Executive Contact Name

Executive Contact Mailing


Zip Country
Executive Contact Phone


Other Contact Information
Other Contact Name

Other Contact Mailing


Zip Country
Other Contact Phone Number


Other Contact's role in

Multimodal Carrier Tool Quick Start Guide | P. 32

Worksheet #2: Component Fleet Characterization
Complete this worksheet for each component truck and/or logistics fleet you will be submitting in the
Multimodal Carrier Tool.8
#2: Define vour Fleets
Partner Name and Fleet Identifier
FLEET TYPE:	95% Control*	
Operation Percentages (must sum to 100):
Truckload	 LTL	Drayage	Package Delivery	Expedited	
Body Type Percentages (must sum to 100):
Dry Van	Reefer	Flatbed	Tanker	 Chassis	Heavy Bulk
Auto Carrier	Moving	Utility	Special Hauler	
If Special Hauler is selected, please describe type:
Business Unit Characterization Percentages (Logistics Only):
Logistics Provider	Freight Forwarder	Freight Broker	Truck Carrier
Rail Freight Broker	
* Applicable for Truck fleets, not Logistics fleets
8 Component Rail fleets only require Partner Name, Fleet Identifier and Rail Class (1, 2, or 3).
Multimodal Carrier Tool Quick Start Guide | P. 33

Worksheet §3A: Identify Composite Fleets and Composite Fleet
Complete the following for each composite fleet you will be submitting in the Multimodal Carrier
#3A: Define Your Composite Fleets
Company Name / Component Fleet Identifier
Motor Carrier Number:	
DOT Number:	
Percent US Operation:	
Percent Canadian Operation:	
Multimodal Carrier Tool Quick Start Guide | P. 34

Worksheet §3B: Allocate Component Fleets
Complete the following table for each component fleet you will be assigning to the composite fleets
listed in Worksheet 3A.
#3B: Allocate Your Component Fleets
List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy
the table multiple times if necessary.
"% Miles" and "% Ton-Miles" columns must each sum to exactly 100% for each component

Composite Fleet Name
% Miles
% Ton-Miles




















Multimodal Carrier Tool Quick Start Guide | P. 35