"*\xSmartWay
Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Logistics, Multimodal,
and Shipper Partner Tools:
Guide to Importing Carrier Data Using
the Outside Data Import Function
U.S. Version 2.0.16 (Data Year 2016)
www.epa.gov/smartway
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Environmental Protection
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vxSmartWay
Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Logistics, Multimodal,
and Shipper Partner Tools:
Guide to Importing Carrier Data Using
the Outside Data Import Function
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
\r ^1 Jf %Agency
Office ofTransportation and Air Quality
EPA-420-B-17-031
October 2017
-------
Table of Contents
TABLE OF CONTENTS 3
OVERVIEW 4
HOW THE OUTSIDE DATA IMPORT FUNCTION WORKS 5
PREPARING YOUR CARRIER DATA TO IMPORT INTO YOUR TOOL 7
Step 1: Enter Company Level Data 8
Step 2: Create Your Carrier CSV File 8
Option 1: Export a Master CSV File 10
Option 2: Manually Build a CSV File 11
Option 3: Create a Carrier CSV File from Scratch 15
Step 3: Populate the CSV file with Carrier Data from Your In-house Computer Systems 15
Step 4: Carrier Matching (OPTIONAL) 16
Step 4a: Populate the CSV file with your company-specific carrier identification information 16
Step 4b: Upload your Carrier CSV file into the SmartWay Portal 18
Step 4c: Export your matched carrier file from the SmartWay Portal 19
Step 5: Import and Validate Your CSV File 19
Step 6: Enter Additional Data into the Tool 23
APPENDIX 25
SPECIAL CASES/CONSIDERATIONS 25
Glossary 26
CSV File Field Descriptions 27
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 3
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Overview
The SmartWay Logistics, Multimodal, and Shipper Tools have an Outside Data Import function.
This function reduces the need to manually enter carrier activity data by allowing you to create
a data file that contains your company's in-house carrier data in SmartWay's prescribed data
format.
In response to companies that have had difficulty matching the carrier information in their
databases with the data that carriers submit to SmartWay, a carrier matching function was
added previously that enables partners to identify which of their current carriers are SmartWay
Partners. This matching function can be found in the SmartWay Portal.
THE OUTSIDE DATA IMPORT FUNCTION IS RiGHT FOR YOU IF;
you use a relatively large number of carriers (both SmartWay and/or non-
SmartWay) and you have an in-house data collection system that contains
carrier activity data necessary to populate your SmartWay Tool for
submission to EPA.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 4
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How the Outside Data Import Function Works
This function allows you to import data from your in-house data tracking systems directly into
your Tool.
To input your company's carrier data into the Tool, you will create a Comma-Separated Values
(CSV) file that meets certain basic SmartWay specifications, and merge that file with your in-
house data to produce a complete profile of your carriers' activity.
This CSV file will be uploaded into the Tool and will save you the time of manually entering data
to calculate your emissions footprint and/or percent SmartWay (% SmartWay).
In addition to your carriers' activity data, starting this year you may add company-specific
carrier identification information and/or carrier contact information into the CSV file described
in the previous section. You may now add up to 13 extra fields of carrier identification
information and 3 fields of carrier contact information to your file. The new fields include:
Carrier name as it appears in your company's system/database
Up to three Internal Carrier ID codes from your company's database system
- SCAC
- MCN
- DOT
- NSC
Street address
- City
State / Province abbreviation
ZIP / Postal code
Phone number
Contact's email address
Contact's correspondence name
Preferred language of correspondence
In future years this information will be available as additional match criteria in the SmartWay
Partner Match function accessible from the SmartWay Portal. These new fields must be
formatted in a specific way in order to work with the SmartWay tools and database; file
preparation and format is described in the next section.
SmartWay suggests that you use Microsoft Excel to develop and modify your CSV files. Excel
has standard support for CSV files, in that it can easily read and write this type of file.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 5
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You must ALWAYS sa ve your file as a CSV fife. If you accidently save your
file as an Excel workbook, you can easily change the format hack to a CSV
file by using the "Save As" function in Excel,
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 6
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Preparing Your Carrier Data to Import into Your Tool
There are six steps to preparing your CSV file for import into the Tool.
Step 1: Enter your company level doto
Step 2: Open your Logistics Business Unit/Shipper Company and proceed to the
Import/Export screens to create your CS\/ File
Step 3: Populate the CSV file with carrier data from your in-house computer systems
Step 4: Carrier matching (OPTIONAL)
Step 4a: Populate the CSV file with your company-specific carrier identification
information
Step 4b: Upload your Carrier CSV file into the SmartWay Portal
Step 4c. Export your matched carrier file from the SmartWay Portal
Step 5: Import and validate your CSV file
Step 6: Enter additional data into the Tool
Please note that due to the variability in Partner data systems/ EPA does not have the
resources to assist you in creating and importing this file. You should rely on your own in-
house IT/MIS computer staff.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 7
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Step 1: Enter Company Level Data
Before you can import outside data, you must take these initial steps for completing your Tool:
1. Enter your company name and contact information.
2. Define your business unit(s)1.
3. Download the latest carrier data file.
4. When you have at least one business unit defined, you can then import carrier data for
that business unit.
5. Double click on the business unit name on the Home screen.
6. On the Input Carriers tab, read the Instructions screen and check the box to indicate
that you understand these instructions.
Once you have performed these six steps, you will be ready to use the Outside Data Import
function.
Step 2: Create Your Carrier CSV File
There are three basic methods for creating your Carrier CSV file:
• Option 1 — Export a Master CSV File: This method can be used if you have a very large
number of SmartWay Carriers. With this approach, you generate a CSV file complete
with all current SmartWay Carriers in the correct format (using the "Export Master File"
button on the "Export carriers" tab). You can then open this CSV file in Excel and delete
any SmartWay Carriers you don't use, and enter data regarding activity and other details
related to how you use your carriers.
• Option 2 — Manually Build a Carrier CSV File: This method is a good option if you have
a smaller number of carriers (e.g. 100 or fewer) that you can manually identify. In this
approach, you manually select carriers in the Tool and then export a CSV file (using the
"Export Selected Carriers" button on the "Export Carriers" tab) that can then be
populated with data from your in-house data system.
1 Terminology varies with Tool: Logistics users define "business units", and Shippers define "companies".
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 8
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Option 3 — Create a Carrier CSV File from Scratch: If you have a large number of
carriers (e.g., 100 or more) you may choose to create your CSV from scratch using your
in-house system. If you choose this approach, the best way to ensure compatibility
between your file and the Tool is to review the example Carrier CSV file. This will aid
your IT staff in producing a CSV file with the correct format.
Once you have created a Carrier CSV file, you can use a new matching function to identify and
match which of your carriers are SmartWay carriers. If this is the first reporting year you have
used the matching function, you can match your carrier data with data SmartWay Carriers have
submitted using identification fields you have in your database, including the carrier's address,
phone number, SCAC code, MCN code, and/or DOT number.
In future years you can match your carrier data with carrier data in SmartWay by including your
own unique identification data in the Carrier CSV. For example, if you have a unique Carrier ID
for each of your carriers, include that in the Carrier CSV this year so that this information is
stored in the SmartWay database. Then in subsequent years, when you include your unique
identifier in the Carrier CSV file, you can use the SmartWay Portal to find your carriers for the
current reporting year. Your company-specific match data is not shared with other companies.
The steps to use the new carrier matching function are:
1. Create your Carrier CSV file
2. Import your Carrier CSV file into the SmartWay Portal
3. Export your matched carrier file from the SmartWay Portal
4. Import your matched carrier file into the Tool
5. Edit your carrier identification information (optional)
These steps are incorporated into the complete set of steps for the import function in the
"Preparing Your Carrier Data to Import into Your Tool" section below.
Step by step instructions for all three data import/export methods follow.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 9
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Option 1: Export a Master CSV File
1. Select the "Export Carriers" Tab.
Input Carriers
Activity Data ]*¦ % Sn
i ¦_ i
¦artWay | Data Display
Outside Data Import
—mmrnSm
Match My Carr
•iers
2. Select the "Export Master File" button.
Detailed Instructions for Data Export/Import (pdf)
3. A "Save As" screen will pop up.
4. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder
on your computer for which you have read/write access.
File name:
CarrierDataMaster. cs v
Save as type:
CSV Files (*.csv)
5. Open this CSV file in Microsoft Excel (recommended) or other software that supports
CSV files.
6. Delete any SmartWay Carriers that you did not use during the reporting year.
7. Note that the first 19 rows in the master file represent non-SmartWay carriers. If you
used any non-SmartWay carriers you must account for their combined mileage and/or
ton-mileage in the appropriate non-SmartWay designation.
8. Save this modified CSV file to your designated computer folder.
9. Proceed to Step 3 on page 15 ("Populate the CSV file with Carrier Data from Your In-
house Computer Systems").
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 10
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Option 2: Manually Build a CSV File
1. Select the "Manual Input SmartWay Carriers" tab.
| Input Carriers
Activity Data % Situ
rtJJ^if^^ Data Display
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
2. Select your SmartWay Carriers using the Tool's user interface filters (e.g., the Carrier
Name box, the Carrier Mode drop-down list box, the SmartWay Category drop-down list
box, the SCAC, MCN, DOT and/or NSC box, and the Address/City/State/Zip boxes). An
example selection screen is shown below for the Logistics Tool.
Input Carriers
Activity Data
% SmartWay
Data Display
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Use this screen to "identify and select your carriers that are SmartWay Partners. You may search for specific partners using the data entry fields and filters
sfanwn hrlnw Vim rtir HFIP hiittnn nr rhp hnrtnm nf thr rrrfn fnr mnrp fipfnih
Filter
Carrier Name
~
Addressl
Carrier Mode | SmartWay
_U Category _LJ
"3 K
jJ NSC _d
1]
City I
State f-a
ZIP i
Apply Filter
i!
Available SmartWay Carriers: 3,611
Carrier Mode
^m&rrmrr
Category
MCN
Address >»
3
Crowley Puerto Rico Services, Inc.
Robin International Transport
1-Bridge Logistics Corp
15 Logistics, LLC
1st Choice Logistics LLC
3 Rivers Logistics, Inc
4Front Logistics, Inc.
lJ
Barge
Barge
Logistics
Logistics
Logistics
Logistics
Logistics
OFLG
FCOS
TVQI
FFFG
MC890026
MC995741
MC833561
MC376181
MC956386
DOT2557559 N/A
DOT2943178 N/A
DOT2423750
DOT2225931
DOT2856828 N/A
9437 Regency Sqi
P.O. Box 571
1685 H Street #7!
100 Matavvan Rd,
5800 3rd Street
60 Doughboy Roai
318 W. Adams Str Z
Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
Selected SmartWay Carriers: 0
Carrier Mode
SmartWay
Category
Delete Selected Carriers
SAVE ¦ HELP
HOME
ADD
COMMENTS
Page L-6
Screen
Demo
3. As you find each of your carriers, select the 'Add Selected Carriers to List Below' button.
When you use this button, the carrier selected in the upper list box will be added to the
list in the "Selected SmartWay Carriers" box at the bottom of the screen.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 11
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Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
Selected SmartWay Carriers: 7
SmartWay
Category
SCAC
MCN
1st Choice Logistics LLC
3 Rivers Logistics, Inc
A & Z Trucking, Inc.
ASR Global Logistics
Fremont Contract Carriers. Inc.: Flatbed Division
Fremont Contract Carriers, Inc.: Van Division
FTI: 2810026 Canada Limited
Logistics
Logistics
Logistics
Logistics
Truck
Truck
Truck
Flatbed
TL/Dry Van
TL/Dry Van
FCOS
TVQI
ACTD
AMLQ
FRCI
FRCI
TEON
MC833561
MC376181
MC 510449
MC316077
MC 128190
MC 128190
MC2554S3
DOT2423750
DOT2225931
DOT2222961
DOT733
DOT733
DOT 100969
N/A
N/A
111839582
J< Delete Selected Carriers
SAVE ¦ HELP
HOME
ADD
COMMENTS
Screen
Demo
4. Select the "Manual Input-Non SmartWay Carriers" tab.
| Input Carriers
Activity Data | °/o SmartWay | Data Display
Instructions
Manual Input SmartWay Carriers
Other Input Options
Enter your non SniartWay carrier information on this screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Non-SniartWay Carriers
Total Number of Non-SniartWay Carriers for this Business Unit:
Please check this box to indicate that all Non-SmartWay Carriers have been added for this business unit F
5. Enter the total number of non-SmartWay carriers used by your company in the
reporting year, and specify their modes (truck, logistics, rail, barge, air, and/or
multimodal) by selecting the appropriate non-SmartWay carrier(s) from the list and
selecting the "Add Selected Carrier Types to List Below" button.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 12
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Input Carriers
Activity Data
% SmartWay
Data Display
Other Input Options
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Enter your non-SmartWay carrier information on this screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Mon-SmartWay Carriers
Total Number of Non-SmartWay Carriers for this Business Unit:
Please check this box to indicate that all Non-SmartWay Carriers have been added for this business unit
AVAILABLE NON-SMARTWAY CARRIER TYPES _?J
Carrier Type Carrier Mode
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
non-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - Auto Carrier
non-SmartWay Truck Carrier - Dray
non-SmartWay Truck Carrier - Expedited
non-SmartWay Truck Carrier - Flatbed
Add Selected Carrier Types to List Below
the CTRL button to select multiple items)
non-SmartWay Tfuck Canler - General
Barge >|
Logistics
Multimodal
Truck
Truck
Truck
Truck
J
SELECTED NON-SMARTWAY CARRIERS
Carrier Type Carrier Mode
non-5martWay Air Carrier - Long Haul Air
non-SmartWay Barge Carrier Barge
non-SmartWay Logistics Carrier Logistics
non-SmartWay Multimodal Carrier Multimodal
non-SmartWay Truck Carrier - General Truck
y Delete Selected Carrier Types
SAVE
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page L-7
Screen
Demo
6. Orice you have selected all of your SmartWay and non-SmartWay carriers, go to the
"Export Carriers" tab (available after selecting the "Other Input Options" tab).
1 Input Carriers
1
Activity Data
o/a SmartWay
Data Display
1
Instructions
Manual Input^S^^
Way Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
xport Carriers
Match My Carriers
Note: Steps 7 and 8 are for Shipper Tool users only.
7. Select the "Optional Carrier Differentiation" tab.
/
SmartWay Shipper Tool: Example Shipper Company
I Basic or Comprehensive |
Input Carriers
Activity Data
°/o SmartWay Data Display
Optional SectijJJ^
Instructions
Outside Data Import Export Carriers
Manual Input SmartVJay Carriers
Manual Input Non-SmartlVay Carriers
Optional Carrier Differentiation
8. Enter any distinguishing data you wish for each carrier selected, such as
inbound/outbound and domestic/international designations on this screen. Begin by
selecting a carrier in the "All Selected Carriers" box at the top of the screen. Then
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 13
-------
highlight the carrier name in the lower box. At this time the optional carrier descriptor
cells will become active at the bottom of the screen. After entering the desired
information, select the "Apply Descriptive Data to Selected Carrier" button to save your
data. Repeat this process for as many of your selected carriers as needed.
SmartWay Shipper Tool: Example Shipper Company
HI
I Basic or Comprehensive |
Input Carriers
Activity Data % SmartWay Data Display
Optional Sections
Instructions
Outside Data Import Export Carriers
Manual Input SmartWay Carriers Manual Input Non-Smartl'Jay Carriers
Optional Carrier Differentiation
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Ranking
All Selected Carriers: 7 Carrier Mode Category SCAC MCN DOT
non-SmartWay Logistics Carrier
non-SmartWay Multi-modal Carrier
non-SmartWay Truck Carrier
3 Rivers Logistics, Inc.
CONUS Transportation Inc
Logistics
Multi-modal
Truck
Logistics
Truck
TL/Dry Van
TVQI
CNUT
MC376181
MC2047772
DOT305794
National Delivery Systems, Inc.
Truck
LTL/Dry Van
NDSN
MC429253
DOT966390
Select Carrier for Descriptive Data
±1
Carrier Rows for J.B. Hunt Transport, Inc.: Intermodal Division: 1
1 Business Unit
1'? Code
1 Inbound/Outbound
1 Domestic/International 1 Internal Shipper Segment 1
¦¦
i A
Business Unit
A i"-7B
ID Code
?J (34321
Inbound/Outbound
? | (Inbound _» J [2
Domestic/International
Domestic n_iir
Internal Shipper Segment 1
Internal Shipper Segment 2
Apply Descriptive Data to Selected Carrier
y Delete Selected Carrier's Optional Information
Zj
Screen
Demo
nm.i 1
9. Select the "Export Selected Carriers" button.
Export Selected Carriers
Export Master File
Detailed Instructions for Data Export/Import (Ddf)
10. A "Save As" screen will pop-up.
11. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder
on your computer for which you have read/write access.
12. Proceed to Step 3 on page 15 below ("Populate the CSV file with Carrier Data from Your
In-house Computer Systems").
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 14
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Option 3: Create a Carrier CSV File from Scratch
You may also choose to create your Carrier CSV file from scratch using your in-house data
system.
Provide these instructions to your technical support staff that manage your in-house system.
They should follow these general steps:
a) Review the example Carrier CSV file for the required format.
b) Carrier CSV files generated by a SmartWay tool contain several rows of explanatory text
at the top of the file. These rows are ignored when the file is being read by either the
SmartWay tool or the Carrier Matching function in the SmartWay Portal. The code that
processes these files looks for the value of 'Carrier ID' (or 'id du transporteur' for French
Canadian users) in the first comma delimited field. The SmartWay code that reads this
file ignores all of the rows in the CSV file until it finds one of these values in the first
field. These values indicate that this is the column header row. Following the column
header row are one or more carrier data rows.
c) The first 24 fields are fixed. This data contains either SmartWay identification
information to match this data with the carrier performance metrics in the SmartWay
Carrier Data File as well as your activity data for each of your carriers.
d) Starting in the 25th field is the new Carrier Identification data you can optionally include
to match your carrier data from your in-house system with the current reporting year
carrier data in SmartWay. The data in these columns is not fixed but instead identified
by column header. The column header names are not case sensitive.
Once you have the Carrier CSV file in the correct format, you are now ready to proceed to Step
3.
Step 3: Populate the CSV file with Carrier Data from Your In-house Computer
Systems
1. Open the CSV file you created in the previous step.
2. At the top of the file are important warnings and descriptions of the data that need to
be entered in each column. These warnings and descriptions can be deleted from
your CSV; however, do not change the header row that begins with the label"Carrier
ID."
NOTE: A list of the CSV fields can also be found at the end of this document, including
a list of valid values.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 15
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EPA recommends that you seme a backup copy of the CSV file at periodic
intervals with different file names in esse you make a mistake.
3. Populate the CSV file with carrier data from your in-house spreadsheet.
You will need to work with your company's IT department to develop the
best way to merge your in-house data with the CSV file's fields; EPA cannot
provide support on data merging procedures.
4. Save your completed CSV on your computer — again, make sure that you save the file
as a CSV file (with the .csv extension), or it will not load into the Tool.
At this point, if you do not wish to use the carrier matching function and include company-
specific carrier identification information, you should skip to Step 5: Otherwise you are now
ready to upload and import your final CSV file into the SmartWay Tool. Proceed to Step 4 to
include carrier matching information.
Step 4: Carrier Matching (OPTIONAL)
If you wish to take advantage of the carrier matching function in the SmartWay Portal, you will
continue populating the CSV file at this point before visiting the SmartWay Portal and running
the matching process.
Step 4a: Populate the CSV file with your company-specific carrier identification
information
1. Continue working with the CSV file you created in the previous step.
2. Starting in Column Y, you may populate up to 16 columns with your own company-
specific carrier identification information and carrier contact information. Start by
populating the header row (i.e. the row that includes the label "Carrier ID" and the
other activity data column headers) with one of the 16 allowable column headers for
carrier identification information. The allowable column headers and the expected
information for the columns are:
Carrier Identification Information
Column Header
Carrier name as it appears in your company's
system/database
MyCarrierName
An Internal Carrier ID code from your
company's database system
MyCarrierlDl
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 16
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Carrier Identification Information
Column Header
An Internal Carrier ID code from your
company's database system
MyCarrierlD2
An Internal Carrier ID code from your
company's database system
MyCarrierlD3
SCAC
MyCarrierSCAC
MCN
MyCarrierMCN
DOT
MyCarrierDOT
NSC
MyCarrierNSC
Street address
MyCarrierStreetAddress
City
MyCarrierCity
State abbreviation
MyCarrierState
Postal code
MyCarrierZIPCode
Phone number
MyCarrierPhoneNumber
Carrier Contact Information
Column Header
Contact's email address
MyCarrierEmailAddress
Contact's correspondence name
MyCarrierContactName
Preferred language of correspondence
MyCarrierContactLanguage
You may include as many or as few of these 13 allowable identification information
columns and 3 contact information columns as you wish. The order of the columns in
your CSV file does not matter, however you must add them as a contiguous section (i.e.
you cannot have a blank column between populated columns), starting in the 25th field,
which is column Y if you are viewing in Excel. For example, if you wanted to include a
column for an internal carrier ID from your database, the carrier name as it appears in
your database/system, and the SCAC from your database, you would enter
"MyCarrierlDl" in the header row in the 25th field (Column Y in Excel), "MyCarrierName"
in the 26th field (Column Z in Excel), and "MyCarrierSCAC" in the 27th field (Column AA in
Excel).
NOTE: The column header(s) you add to the CSV file must match those listed above
EXACTLY. Your CSV file will be invalid if the header column names do not match.
In the future, the carrier contact information shown above may be used to send emails
to your carriers once these data have been uploaded into the SmartWay Portal (see Step
4b below). You may then use this information to send emails to your carrier reminding
them to submit their data to SmartWay for the current reporting year, or to encourage
non-SmartWay carriers to join the Partnership. Please note that this email feature has
not yet been implemented but may be available in future years.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 17
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In order to send an email to one of your partners, you will need to supply the email
address of your contact with that carrier (i.e., you will need to add a column with header
MyCarrierEmailAddress to your CSV file). In addition to their email address, you can also
provide the contact's name which will then be inserted into the email automatically
(included in the column MyCarrierContactName). Emails to partners can be sent in
either English or French (in column MyCarrierContactLanguage).
3. For each column you have added starting in the 25th field (Column Y in Excel), populate
the carrier rows with your company-specific information. The values you enter are
validated to ensure they are 100 characters or less. In addition, if you include the
preferred language of correspondence (in a column labeled
MyCarrierContactLanguage), the value must be "English" "French" "Anglais" or
"Fran^ais" (the value must match EXACTLY to one of these four values).
You will probably need to work with your company's MIS/IT department to
develop the procedures to extract your in-house data with this file format;
EPA cannot provide support on data extraction procedures.
4. Save your completed CSV on your computer — again, make sure that you save the file
as a CSV file (with the .csv extension), or it will not load into the SmartWay Portal or
the Tool.
You are now ready to upload and import your CSV file into the SmartWay Portal.
Step 4b: Upload your Carrier info the SmartWay Portal
After creating your Carrier CSV file, you can upload your file into the SmartWay Portal to find
matching carrier records in the SmartWay database. The new Portal function will attempt to
match your carriers using the fields contained in your CSV file (e.g. street address, SCAC, etc.).
The SmartWay Portal contains detailed instructions on how to run the matching process,
including the ability to send 'reminder' emails to your carriers. Once you have finished using the
Carrier Matching function in the SmartWay Portal you will then create a new Carrier CSV file
that includes the SmartWay Carrier ID information which can then be imported back into your
Tool. Because this new CSV file contains SmartWay Carrier ID information, your carriers will
automatically match and be recognized as SmartWay carriers.
NOTE: If this is the first time you have included unique carrier identification information in your
CSV file (e.g., an Internal Carrier ID), the function in the SmartWay Portal will not be able to find
matches using these new fields, but will be limited to common identification fields such as the
carrier's address, SCAC, MCN, NSC, and DOT. However, if you include your unique carrier
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 18
-------
identification information it will be stored in the SmartWay database so that it can be used in
subsequent years for quick and accurate matching. Any unique carrier identification
information you supply is not shared with any other SmartWay partners, but is strictly used for
matching your carriers in subsequent years.
You can log on to the SmartWay Portal at
http://app5.erg.com/smartwavweb/portal/epalogin,cfm?language=ENG. Then follow the
instructions regarding carrier identification to upload your CSV file and match your carriers.
Step 4c: Export your matched carrier file from the SmartWay Portal
When you are finished with the matching process within the SmartWay Portal, follow the
instructions to export your carriers to a Carrier CSV file. You are now ready to import your final
CSV file into the SmartWay Tool.
Step 5: Import and Validate Your CSV File
Once you have created your matched carrier data from the SmartWay Portal, you will import it
into your SmartWay Tool. On the main Home screen of the SmartWay Tool, select the business
unit into which you will be importing your CSV file.
1. You will now select the "Outside Data Import" tab under "Input Carriers" (available after
selecting the "Other Input Options" tab).
j Input Carriers
Activity Data
% SmartWay
Data Display
1
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options 1
j| Outside Data Import
Export earners
Match My Carriers
2. Choose the "Select File" button on the Outside Data Import screen.
Input Carriers
Activity Data
% SmartWay
Data Display
I
Instructions
Manual Input 5martWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
Export Carriers
Match My Carriers
USE OF THIS SCREEN IS OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Business Units with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight management
software or related data systems. Please select the button labeled 'Detailed Instructions for Data Export/Import' below to obtain detailed information on how
to prepare a CSV (comma separated values) file for import into the Tool.
If you have prepared a CSV file containing your company's carrier activity data, you may import the data file into the Tool by selecting the 'Select File' button to
the right in order to find the appropriate file on your computer or network. Once you have specified your CSV file's location, select the 'Validate File' button
below to check the file for proper format and content. Depending upon the size of the file this process may take several seconds. A progress bar indicates the
percentage of your file that has been validated.
Once completed, the number of valid and invalid records will be shown on thjAcreen, along with a description of errors and/or warnings associated with specific
records at the bottom of the screen. After reviewing these messages, yo^may either update your CSV file offline and repeat the above steps, or continue and
import the file into the Tool by selecting the 'Import File' button. A separate progress bar will indicate when your file import is complete. When finished
importing, select the Next button to continue. .
File Path
I
Import Status
Total Records Valid Records Invalid Records
Detailed Instructions for Data Export/Import (pdf)
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 19
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3. Select the matched Carrier CSV file you created in the SmartWay Portal, and select the
"Open" button.
4. After specifying the file path, you need to validate the data in your CSV file by using the
"Validate File" button. This performs an initial validation of the data in your CSV file.
Select File...
Validate File
5. After the validation is complete, the Tool will display a list of errors and warnings for
your review, and it will display a count of total records and valid records summarizing
the validation results.
File Path:
|c: \smartway WATCH, csv
Import File
Detailed Instructions for Data Export/Import fpdfi
: Status
Import:
Total Records
r
Valid Records Invalid Records Validating Record 8 of 8
8
8
0
If your file contains errors or warnings, a message box will appear at the bottom
of the screen identifying what they are. You may still import the file even if
warnings or errors are detected, although any data field failing validation may
be ignored or may have been set to zero. In that case, corrections can be made
to the CSV file or within the Tool after importing your data.
6. The "Import File" button will now be enabled if there is at least one valid carrier entry in
the file, allowing you to import your CSV file.
7. To import the file, select the "Import File" button.
WARNING: At this point the system will delete any current carrier records
you may have entered for this company using the Manual Input screens, as
well as any Data Source descriptions you may have entered on the Activity
Data screen.
8. After importing your file, text will appear saying "Import successfully completed."
Once you have imported your Carrier CSV file into the Tool, you may augment, correct, or
modify any of the carrier data using the Tool screens. You may also view and edit any of the
carrier identification information you included in your CSV file (i.e. any of the 16 fields discussed
above that you included in your file). To view and/or edit this carrier identification information:
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 20
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9. Select the "Match My Carriers" tab under "Input Carriers" (available after selecting the
"Other Input Options" tab).
Input Carriers
1
Activity Data
*Vo SmartWay Data Display
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
Export Carriers
10. Select the "Step 5. Edit my carrier identification information" button.
Input Carriers
1
Activity Data
% SmartWay Data Display
Instructions
Manual Input SmartWay Carriers
Manual Input Mon-SmartWay Carriers
Other Input Options
Outside Data Import
Export Carriers
Match My Carriers
Logistics and Shipper companies may have difficulty matching their carriers with the SmartWay carriers listed in the Logistics and Shipper Tools, due to slight
differences in company names, listed address, point of contact, etc. SmartWay has developed a function that allows partners to match their carrier lists
from their in-house data systems with the data submitted by current SmartWay carriers. Matching carrier lists will make it easier for partners with a large
number of carriers to quickly and accurately complete their SmartWay Tool. Follow the steps below to match your carrier list with the list of current
SmartWay carriers, allowing you to fill out your Tool more accurately and efficiently.
Step L Create your Carrier CSV file
Step 2. Import your Carrier CSV file into the Partner Portal
Step 3. Export your matched carrier file from the Partner Portal
Step 4. Import your matched carrier file into this Tool
Step 5. Edit my carrier identification Information
You can find more information by selecting the "Detailed Instructions for Data Export/Import (pdf)" or "Visit the Partner Portal" buttons below.
Detailed Instructions for Data Export/Import fpdfl
Visit the Partner Portal
Help us improve the carrier matching function by providing recommendations on the Suggestions screen under Step 6 of the Home screen.
11. Select "Next" on the popup screen.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 21
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Match My Carriers
X
Step 5. Edit my carrier identification Information
If you would like to view or edit any of the carrier identification information you included in your imported
CSV file (i.e. any of the 16 fields described in Step 1 that you included in your file), you may do so on the
next screen. The carriers you have imported/selected are listed there, including the identification fields
you imported. You can scroll through your carriers to view and/or edit the data for each carrier. Any
changes you make will be saved in the Tool and uploaded into the SmartWay database. Because these
identification fields will be used to find your carriers in future years, we suggest using data values that are
unlike!/ to change over time.
Select "Next" to continue and view/edit your carrier identification information or "Close" to return to the
previous screen.
CLOSE
12. The carriers you have imported are included in the listbox on the screen, including any
identification information columns and data you imported. You can scroll through the
list to view the data for each partner.
The carriers you have imported or selected are included in the list below, including the identification information you imported. Scroll through the fist to
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the vaiues in the text boxes below the list. Select
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box once applied. To add/remove
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new carrier identification
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to continue.
All Selected Carriers:
MyCarrierName
MyCarrierlDl
I MyCarrierID2 | MyCarrierID3
MyCarnerSCAC | MyCarrierMCN
MyCarrierDOT
1 My<
B8H Freight, Inc
B8H Freight
a002
def
omega
BHFR
MC423651
6497315
B.E.S.T. Inc. dba Go Best Logistics
Go Best Loaistics
a003
ghi
phi
GBLW
3573951
325-
Backhaul Direct, LLC
Backhaul Direct
a004
jH
zeta
BHDR.BHDS
MC500860
7531598
Badger Refrigerated Express, Inc.
Badger Refrigeratec
a005
mno
delta
BXGI
MC 294455
8525852
326
Barefoot Express Inc
Barefoot Express
aQQ6
pi
BFXP
3696369
Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH -m
MC326257
7414741
123-
non-SmartWay Logistics Carrier
US Trucking
a008
vwx
lambda
LAMB «
5JW32S74S9
1591595
_1
MyCarrierName
|AMX Logistics
MyCarrierState
1™
MyCarrierlDl
|a001
MyCarnerZIPCode
|78958
MyCarrierID2
| abc
MyCarrierPhoneNurnber
15124878598
MyCarrierID3
lalpha
MyCarrierfmailAddress
| alpha@solutions.com
MyCarnerSCAC
|amxa
MyCarrieiContactName
| Brad Carson
MyCarrierMCN
|MC196425
MyCarrierContactlanguage
| ENGLISH
MyCarrierDOT
[3164975
MyCarrierNSC
|5278596
MyCarrierStreetAddress
1123 Main Street
Apply fairs
MyCarrierCity
|brenham
SAVE ¦ HELP
HOME
ADD
COMMENTS
Page 1-23
Demo
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 22
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13. To edit the information for a carrier, select the carrier from the list and edit the values in
the text boxes below the list. Select "Apply Edits" to save changes to the carrier or
"Cancel Edits" to discard changes. Your edits will be reflected in the listbox once applied.
The carriers you have imported or selected are included in the list below, including the identification information you imported,
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the values in the texl
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box c
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to con tin u
All Selected Carriers:
MyCarrierName
MyCarrierlDl
| MyCarrierID2
| MyCarrierID3
| MyCarrierSCAC
| MyCa
AMX Logistics: Logistics Division
AMX Logistics
aOOl
abc
alpha
AMXA
MC19q
B&H Freight, Inc
BSH Freight
a002
def
omega
BHFR
MC42;
B.E.S.T. Inc. dba Go Best Logistics
Go Best Logistics
a003
ghi
phi
GBLW
Backhaul Direct, LLC
Backhaul Direct
a004
jld
zeta
BHDR.BHDS
MC50C
Badger Refrigerated Express, Inc.
Badger Refrigeratec
aOQ5
mno
delta
BXGI
MC29-=
Barefoot Express Inc
Barefoot Express
a006
pqr
Pi
BFXP
Barton Logistics LLC
Barton Logistics
aO07
stu
rho
BNBH
MC326
non-SmartWay Logistics Carrier
US Trucking
a003
vwx
lambda
LAMB
32574;
MyCarrierName
AMX Edit
MyCarrierlDl
ABC Edit
MyCarrierID2
abc
MyCarrierID3
alpha
MyCarrierSCAC
AMXA
MyCarrierMCN
MCI96425
MyCarrierDOT
3164975
MyCa rrierNSC
5278596
MyCarrierStreetAddress
123 Main Street
MyCa rrierCity
BRENHAM
MyCarrierState
MyCarrierZIPCode
MyCa rrie rPhon eNu m ber
MyCa rrie rE ma ilAdd ress
MyCa rrierContactNa m e
MyCa rrierContactLa nguage
Apply Edits
TX
78958
X Cancel Edits
15124878!
|alpha@sol
| Brad Carsc
I ENGLISH
Step 6: Enter Additional Data into the Tool
In addition to carrier-specific information, the Tool will require you to enter additional
information using the Tool user-interface. This includes describing the
• Data source for your activity data,
• Explanations for any data that is significantly outside expected ranges (e.g., high/low
payloads).
You will also need to specify a % SmartWay option, and (for Shipper Tool users) a description of
a Custom Factor and associated data sources if you chose to use that option for your %
SmartWay allocation.
After importing your carrier data, please review every screen among the data entry screens to
verify completeness. The Tool will prompt you when data is missing or in error. Alternatively,
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 23
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you may select the Validate Screen button at the bottom of each screen, which will allow you to
see all of the errors.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for
approval.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 24
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Appendix
SPECIAL CASES/CONSIDERATIONS
YOU WISH TO ADD MORE CARRIER DATA AT A LATER DATE
The Outside Data Import function was designed so that you can also add more carrier data at a
later date. To add carrier data, you should use the Export Selected Carriers option so that all of
the carrier data in the Tool is exported to a CSV file. You can then insert your additional carrier
data into this exported CSV file using Excel and then re-import the modified CSV file.
YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO
IMPORT OUTSIDE DATA
When you perform an Outside Data Import, all previously entered or imported carrier data in
the Tool is deleted. If you need to merge carrier data from the Tool with other carrier data, you
can either manually enter the additional information into the Tool, or enter it into an exported
CSV file. If you chose the latter approach, you should use the 'Export Selected Carriers" button
to export that data, and then add or copy/paste your additional carrier data into this newly
exported CSV, then re-import the updated CSV back into the Tool.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 25
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Glossary
DOT Numbers - Companies that operate commercial vehicles transporting passengers or
hauling cargo in interstate commerce must be registered with the Federal Motor Carrier Safety
Administration and must have a USDOT Number. Also, commercial intrastate hazardous
materials carriers who haul quantities requiring a safety permit must register for a USDOT
Number. The USDOT Number serves as a unique identifier when collecting and monitoring a
company's safety information acquired during audits, compliance reviews, crash investigations,
and inspections. DOT numbers are strictly numeric and can be up to 7 digits in length.
Emissions Factors - Emissions factors express the rate emissions are generated by a given
source per unit of activity, such as grams per mile travelled or grams per gallon of fuel
consumed. The SmartWay tools combine emission factors from various sources with activity
estimates provided by partners to estimate total emissions for CO2, NOx, and PM.
EPA's SmartWay Database - EPA maintains a database containing key SmartWay Partner
information. This database is used to create the SmartWay Carrier Data file.
MCN - This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field
you can use to visually determine if a SmartWay carrier is one of the carriers you use. This field
is not currently used to merge SmartWay data with your carrier data. If you created your CSV
file using one of the two Export buttons on the Select Carriers screen, you should not change
these values.
NSC - The National Safety Code (NSC) number, issued to fleets with Canadian operations, has a
different format depending on the province.
SmartWay Category - This refers to the operation type category used for SmartWay truck
carriers (e.g., TL, Dry Van, Dray, etc.). Carriers are grouped by these categories to ensure an
"apples-to-apples" comparison. The emissions factors associated with truck carriers are the
midpoint values for their SmartWay Category. Note that other carrier types do not have
differentiated ranking categories (i.e., all Barge carriers are grouped in the same category for
ranking). Also note that performance factors associated with rail carriers are based on modal
averages (for both SmartWay and Non-SmartWay carriers), based on publicly available
information, rather than on actual carrier performance.
SCAC - The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to
identify transportation companies. 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
http://www.nmfta.org/Pages/ContactUs.aspx.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 26
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CSV File Field Descriptions
Carrier ID - This is an internal identifier that can be used to identify your carriers. This number
originates from the SmartWay Database. A negative number identifies the carrier as a non-
SmartWay carrier. If you created your CSV file using one of the two Export buttons on the
Export Carriers screen, you should not change these values. If you are merging your carrier
data with the SmartWay Carrier data using the carrier name, carrier mode, and carrier
SmartWay category, you do not need to specify this internal ID field.
Carrier Name - This is simply the name of the carrier. If you are using the internal Carrier ID
field to merge your data with the SmartWay data, you do not need to specify this field. If you
are using this field to merge the data together, the names must be an exact match, but the
names are not case sensitive. If you created your CSV file using one of the two Export buttons
on the Export Carriers screen, you should not change these values.
Mode - In this field, the carrier mode must be identified as "Truck," "Rail," "Multimodal,"
"Barge," "Air," or "Logistics." This field is required and must be an exact match if vou are using
carrier name, carrier mode, and SmartWay category to merge the SmartWay data with your
carrier data. If you created your CSV file using one of the two Export buttons on the Export
Carriers screen, you should not change these values.
SmartWay Category - This refers to the operation/equipment type category SmartWay uses for
SmartWay carriers; e.g., TL, Dry Van, Dray, etc. (For more information on SmartWay
Categories, please see the Glossary above.) If you created your CSV file using one of the two
Export buttons on the Select Carriers screen, you should not change these values. Valid values
for Truck carriers are as follows:
The only valid value for Multimodal carriers is Truck/Rail. Rail, Barge, Air, and Logistics
carriers do not have specific names for their SmartWay Category.
SCAC - This is a truck carrier's Standard Carrier Alpha Code. This is an optional field you can use
to visually determine if a SmartWay carrier is one of the carriers you use. This field is not
currently used to merge SmartWay data with your carrier data. If you created your CSV file
using one of the two Export buttons on the Select Carriers screen, you should not change these
values.
o Auto carrier
o Dray
o Expedited
o Flatbed
o Heavy/Bulk
o LTL/DryVan
o Mixed
o Moving
o Package
o Refrigerated
o Specialized
o Tanker
o TL/DryVan
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 27
-------
MCN - This is a truck carrier's Motor Carrier .Number. This is an optional field you can use to
visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently
used to merge SmartWay data with your carrier data. If you created your CSV file using one of
the two Export buttons on the Select Carriers screen, you should not change these values.
DOT Number - This is a truck carrier's US Department of Transportation number. This is an
optional field you can use to visually determine if a SmartWay carrier is one of the carriers you
use. This field is not currently used to merge SmartWay data with your carrier data. If you
created your CSV file using one of the two Export buttons on the Select Carriers screen, you
should not change these values.
NSC - The Rational Safety Code (NSC) number, issued to fleets with Canadian operations, has a
different format depending on the province, as shown below, where # signifies a number and
@ signifies a letter:
BC: #########
AB: AB###-####
SK: ####
MB: MB#######
ON: #########
QC: @-######-#
NB: NB#######
NS: @@@@@#########
PE: PE######
NL: NF@@########
YT: YT-###
NT: NT-#####
For ON, the NSC corresponds to the Commercial Vehicle Operator's Registration
(CVOR).
For QC, the NSC corresponds to the Politique devaluation des proprietaires et des
exploitants de vehicules lourds (PEVL).
Data Availability - This is an integer field whose valid values are a through d for most carrier
types. The Data Availability Option entered/selected for a carrier identifies which carrier
activity data you have available. The data that you enter in your CSV file for Ton-Miles, Total
Miles, and Average Payload must be consistent with the carrier's Data Availability Option. If
you do not specify a Data Availability Option, the Tool will select a default.
The four Data Availability Options are:
a. I know both Ton-miles and Total Miles (preferred)
b. I know Ton-miles and Average Payload
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 28
-------
c. I know Total Miles and Average Payload.
d. I know Total miles only.
Note that Data Availability Options for LTL package, logistics, and
multimodal carriers are restricted to a, b, and c due to the difficulty
allocating mileage fractions for these carriers without payload-r elated
information.
Ton-Miles - Depending on your Data Availability Option, this field may be required or ignored.
The Ton-Miles field is an integer that must not exceed 209,207,446,000.
Total Miles - Depending on your Data Availability Option, this field may be required or ignored.
When entered, this field will contain the total miles per year attributed to each truck, barge, air,
and/or rail carrier. The Tool assumes that miles entered for truck carriers correspond to (full)
truckload-equivalent miles. Rail-miles correspond to railcar miles. The Total Miles field is an
integer that must not exceed 999,999,999,999,999.
Average Payload - Depending on your Data Availability Option, this field may be required or
ignored. Enter payload (in short tons - i.e., 2,000 lbs.) representing the average cargo weight
per loaded trip. Average Payload must be entered for Data Availability Options b and c. The
Average Payload field is a numeric field that must be greater than zero. Maximum allowable
payloads vary by mode and truck operation category - please see the Shipper Tool Technical
Documentation for details. The total number of digits, including the decimal point, must not
exceed 5 digits.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 29
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