2018 SmartWay Logistics, Multimodal, and Shipper Partner Tools: Guide to Importing Carrier Data Using the Outside Data Import Function, U.S. Version 2.0.17 (Data Year 2017)


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2018 SmartWay Logistics, Multimodal,
and Shipper Partner Tools:
Guide to Importing Carrier Data Using
the Outside Data Import Function
U. S. Version 2.0.17 (Data Year 2017)
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United States
Environmental Protection
Agency

-------
"^^SmartWay
Transport Partnership
U.S. Environmental Protection Agency
2018 SmartWay Logistics, Multimodal,
and Shipper Partner Tools:
Guide to Importing Carrier Data Using
the Outside Data Import Function
U. S. Version 2.0.17 (Data Year 2017)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
^1	Agency
Office ofTransportation and Air Quality
EPA-420-B-18-025
May 2018

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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	6
STEP 1: ENTER COMPANY LEVEL DATA	6
STEP 2: CREATE YOUR CARRIER CSV FILE	7
OPTION 1: EXPORT A MASTER CSV FILE	9
OPTION 2: MANUALLY BUILD A CSV FILE	10
OPTION 3: CREATE A CARRIER CSV FILE FROM SCRATCH	14
STEP 3: POPULATE THE CSV FILE WITH CARRIER DATA FROM YOUR IN-HOUSE COMPUTER SYSTEM	14
STEP 4: CARRIER MATCHING (OPTIONAL)	15
STEP 4a: POPULATE THE CSV FILE WITH COMPANY-SPECIFIC CARRIER IDENTIFICATION INFORMATION	15
STEP 4b: UPLOAD YOUR CARRIER CSV FILE INTO THE SMARTWAY PORTAL	17
STEP 4c: EXPORT YOUR MATCHED CARRIER FILE FROM THE SMARTWAY PORTAL	17
STEP 5: IMPORT AND VALIDATE YOUR CSV FILE	18
STEP 6: ENTER ADDITIONAL DATA INTO THE TOOL	22
APPENDIX	 23
SPECIAL CASES/CONSIDERATIONS	23
GLOSSARY	24
CSV FILE FIELD DESCRIPTIONS	25
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.
You must ALWAYS save your file as a CSV file. If you accidently save your file as an
Excel workbook, you can easily change the format back 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 5

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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 data
Step 2: Open your Logistics Business Unit/Shipper Company and proceed to the Import/Export
screens to create your CSV 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.
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.
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 6

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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.
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
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 7

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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 8

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OPTION 1: EXPORT A MASTER CSV FILE
Other Input Options
1. Select the "Export Carriers" Tab.
Activity Data
Instructions
Outside Data Import
°/o Smart Way
Data Display
Manual Input Non-SmartWay Carriers
Match My Carriers
2. Select the "Export Master File" button.
Export Selected Carriers
Export Master File
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:
Save as type:
CarrierDataMaster.csv
C5V 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 9

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OPTION 2: MANUALLY BUILD A CSV FILE
1. Select the "Manual Input SmartWay Carriers" tab.
Input Carriers

Activity Data % Smartly*
Data Display
Other Input Options
Instructions

Manual Input SmartWay Carriers
ual Input Non-SmartWay Carriers

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
Instructions
Activity Data
9/o SmartWay
Data Display
Manual Input SmartWay Carriers
Manual Input Won-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
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Carrier Name
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Carrier Mode i SmartWay i
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City I
State
ZIP
Apply Filter
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Category
Available SmartWay Carriers: 3,611
Carrier Mode
MCN
Address >>>
5
Crowley Puerto Rico Services, Inc.
Robin International Transport
Barge
Barge
1-Bridge Logistics Corp
Logistics
OBBL
MC890026
DOT2557559
N/A
15 Logistics, LLC
Logistics
OFLG
MC995741
DOT2943178
N/A
1st Choice Logistics LLC
Logistics
FCOS
MC833561
DOT2423750

3 Rivers Logistics, Inc
Logistics
TVQI
MC376181
DOT2225931

^Front Logistics, Inc.
Logistics
FFFG
MC956386
DOT2856828
N/A
9487 Regency Sqi
P.O. Box 571
1685 H Street 471
100 Matawan Rd,
5800 3rd Street
60 Doughboy Roai
318 W. Adams StrJl
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Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
SmartWay
Selected SmartWay Carriers: 0 Carrier Mode 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 10

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Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
Selected Smart Way Carriers: 7
SmartWay
Category
SCAC
MCN
DOT
NSC
FCOS
MC833561
DOT2423750

TVQI
MC376181
DOT2225931

AZTD
MC 510449


AMLQ
MC316077
DOT2222961

FRCI
MC 128190
DOT733
N/A
FRCI
MC 128190
DOT733
N/A
TEON
MC 255483
DOT 100969
111839582
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
X Delete Selected Carriers
SAVE ¦ HELP
HOME
ADD
COMMENTS
Screen
Demo
4. Select the "Manual Input-Non SmartWay Carriers" tab.
Input Carriers
Instructions
Activity Data
% SmartWay
Manual Input SmartWay Carriers
Data Display
Manual Input Non-SmartWay Carriers
Other Input Options
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 the screen as needed.
Required Information Regarding Your Non-SmartWay Carriers
Total Number of Mon-SmartWay Carriers for this Business Unit: I
Please check this box to indicate that all Mon-SmartWay Carriers have been added for this business unit V
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 11

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J Input Carriers |
Activity Data | c
'/o SmartWay | Data Display
J
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
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 f~
AVAILABLE HON - SMARTWAY CARRIER TYPES j?J
Carrier Type	Carrier Mode
non-SmartWay Barge Carrier
Barge
J
non-SmartWay Logistics Carrier
Logistics
non-SmartWay Multimodal Carrier
Multimodal
1
non-SmartWay Truck Carrier - Auto Carrier
Truck
J
non-SmartWay Truck Carrier - Dray
Truck

non-SmartWay Truck Carrier - Expedited
Truck

non-SmartWay Truck Carrier - Flatbed
Truck
,
non-SmartWav Truck Carrier - General
Truck
sal
Add Selected Carrier Types to List Below
^^^Press the CTRL button to select multiple items)




SELECTED NON-SMARTWAY CARRIERS


Carrier Type
Carrier Mode

non-SmartWay 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

)< Delete Selected Carrier Types
SAVE
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page L-7
Screen
Demo
6. Once 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).
Input Carriers
1
Activity Data
% SmartWay
Data Display

Instructions
Manual Input
^*ay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
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
'Al
| Basic or Comprehensive |
Input Carriers
Activity Data % SmartWay Data Display Optional Sectiggs^
| Instructions
Outside Data Import
Export Carriers
Manual Input SmartWay Carriers
Manual Input Non-SmartVJay 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 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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 12

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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.
Basic or Comprehensive
Data Display
Optional Sections
Activity Data
SmartWay
Outside Data Import
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Export Carriers
Optional Carrier Differentiation
Input Carriers
SmartWay Shipper Tool: Example Shipper Company
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Ranking
All Selected Carriers: 7 Carrier Mode Category SCAC MCN DOT
non-SrnartWay Logistics Carrier
non-SmartWay Multi-modal Carrier
non-Smart Way Truck Carrier
3 Rivers Logistics, Inc.
CONU5 Transportation Inc
Logistics
Multi-modal
Truck
Logistics
Truck
TL/Dry Van
TVQI
CNUT
MC376181
MC2047772
DOT305794
J.B. Hunt Transport. Inc.: Intermodal Division
Multi-modal

HJBT
MCI35797

National Delivery Systems, Inc.
Truck
LTL/Dry Van
NDSN
MC429253
DOT966390
Select Carrier for Descriptive Data
J ^
Carrier Rows for J.B. Hunt Transport, Inc.: Intermodal Division: 1
J.B. Hunt Transport, Inc.: Intermodal Division
Business Unit
ID Code
? | 134321
Inbound/Outbound
? | (inbound
Domestic/International
ill Domestic 3 f
Internal Shipper Segment 1
"3 jJf 23D
Internal Shipper Segment 2
Apply Descriptive Data to Selected Carrier

X Delete Selected Carrier's Optional Information
rrrrcmi
Screen
Demo
i i i i i Hi
Page 14
9. Select the "Export Selected Carriers" button.
10. A "Save As" screen will pop-up.

Export Selected Carriers
Export Master File
Detailed Instructions for Data Exoort/ImDort fodfl
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 13

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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' 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 SYSTEM
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.
EPA recommends that you save a backup copy of the CSV file at periodic intervals
with different file names in case you make a mistake.
3. Populate the CSV file with carrier data from your in-house spreadsheet.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 14

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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 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
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
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 15

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Carrier Identification Information
Column Header
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.
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 "Frangais" (the value must match EXACTLY to one of these four values).
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 16

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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 CSV FILE INTO 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 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
https://app4.erg.com/smartwavweb/portal/epalogin.cfm?CFID=1631276&CFTOKEN=247afcf873103fe5-
B6F3E53A-ED16-BE6D-68532894DD721823. 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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 17

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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).
1 Input Carriers

Activity Data
% SmartWay
Data Display

Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
| Outside Data Import |
Export Carriers
Match My Carriers

2. Choose the "Select File" button on the Outside Data Import screen.
1 Input Carriers

Activity Data
% SmartWay
Data Display
1
Instructions
Manual Input SmartWay 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 tha&creen, along with a description of errors and/or warnings associated with specific
records at the bottom of the screen. After reviewing these messages, youm»y 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 serafrate progress bar will indicate when your file import is complete. When finished
importing, select the Next button to continue.
File Path
Import Status
Total Records Valid Records Invalid Records
Select File,..
Validate File
import*
Detailed Instructions for Data Export/Import (odf)
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.


belect 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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 18

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File Path:
Ic^martwayV^ATCH.csv
Import Status
Total Records
Import File
Detailed Instructions for Data Export/Import (pdf)
Valid Records Invalid Records Validating Record 8 of 8
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 maybe 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:
9. Select the "Match My Carriers" tab under "Input Carriers" (available after selecting the "Other
Input Options" tab).
Input Carriers
Activity Data | % SmartWay | Data Display
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers

Other Input Options
Outside Data Import
Export Carriers
I
Match My Carriers
tr
10. Select the "Step 5. Edit my carrier identification information" button.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 19

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Input Carriers

Activity Data
% SmartWay | Data Display

Instructions
Manual Input SmartWay Carriers
Manual Input Non-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 1. Create your Carrier CSV file
Step 4. Import your matched carrier file into this Tool
Step 2. Import your Carrier CSV file into the Partner Portal
Step 3. Export your matched carrier file from the Partner Portal
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 fodfi
Visit the Partner Portal
Help us improve the earner matching function by providing recommendations on the Suggestions screen under Step 6 of the Home screen.
11. Select "Next" on the popup screen.
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
unlikely to change over time.
Select "Next" to continue and view/edit your carrier identification information or "Close" to return to the
previous screen.

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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 20

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The carriers you have imported or selected are included in the list below, including the identification information you imported. Scroll through the list to
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 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
| MyCarrierID2
| MyCarrierID3
| MyCarrierSCAC
| MyCarrierMCN
| MyCarrierDOT
I My<
S AMX Loaistics: Logistics Division
AMX Loqistics
aOOl
abc
alpha
AMXA
MC196425
3164975

B&H Freight, Inc
B&H Freight
a002
def
omega
BHFR
MC423651
6497315

B.E.S.T, Inc. dba Go Best Logistics
Go Best Logistics
a003
ghi
phi
GBLW

3578951
325'
Backhaul Direct, LLC
Backhaul Direct
a004
jki
zeta
BHDR.BHDS
MC500860
7531598

Badger Refrigerated Express, Inc.
Badger Refrigeratec
aOQ5
mno
delta
BXGI
MC294455
8525852
326
Barefoot Express Inc
Barefoot Express
aOOo
pqr
Pi
BFXP

3696369

Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH
MC326257
7414741
123
non-SmartWay Logistics Carrier
<1
US Trucking
a008
L
vwx
lambda
LAMB
^3257489
S,
1591595

MyCa rrierNa m e
MyCarrierlDl
MyCarrierID2
MyCarrierID3
MyCarrierSCAC
|AMX Logistics
MyCarrierState
|tx
jaOOl
MyCarrierZIPCode
178958
|abc
MyCa r rierPhon eNu m ber
15124878598
| alpha
MyCa rrierEmailAdd ress
1 alpha@5olutions.com
|amxa
MyCarrierContactName
1 Brad Carson
MyCarrierMCN
(MC19&425
MyCa rrierContactLa nguag e
| ENGLISH
MyCarrierDOT
|3164975

MyCarrierNSC
]5278596

MyCarrierStreetAddress
1123 Main Street
Apply Edils

MyCarrierCity
|brenham
X Cancel Edits

HELP
HOME
ADD
COMMENTS
Demo
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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 21

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	I		I	
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 text
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box t
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 Hy Carriers," or select the Next button to continu
II Selected Carriers:
MyCa rrierNa me
| MyCarrierlDl
| MyCarrierlDZ
| MyCarrierID3
| MyCarrierSCAC
| MyCa
AMX Loaistics: Logistics Division
AMX Loaistics
aOOl
abc
alpha
AMXA
MC190
B&H Freight, Inc
B&H Freight
a002
def
omega
BHFR
MC42:
B.E.S.T. Inc. dba Go Best Logistics
Go Best Logistics
aOQ3
ghi
phi
GBLW

Backhaul Direct, LLC
Backhaul Direct
a004
jkl
zeta
BHDRrBHDS
MC50C
Badger Refrigerated Express, Inc,
Badger Refrigeratec
a005
mno
delta
BXGI
MC29^
Barefoot Express Inc
Barefoot Express
a006
pqr
Pi
BFXP

Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH
MC32E
non-SmartWay Logistics Carrier
US Trucking
aOG8
vwx
lambda
LAMB
32574
MyCa rrierNa m e
|AMX Edit
MyCa rrierSta te
MyCarrierlDl
|ABC Edit
MyCa rrierZIPCode
MyCarrierID2
fabc
MyCa rrierPhoneNu m ber
MyCarrierID3
| alpha
MyCa r rie rE m a i lAd d ress
MyCa rrierSCAC
|amxa
MyCa rrierContactNa m e
MyCarrierMCN
|mC196425
MyCa rrierCon tactLa ng uag e
MyCarrierDOT
(3164975

MyCarrierNSC
15278596

MyCa rrierStreetAdd ress
1123 Main Street
Apply Edits
MyCarrierCity
|brenham
X Cancel Edits
u
78958
[5124878=
|alpha@i5ol
Brad Carsc
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, 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 22

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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 23

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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 C02, 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 24

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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 you 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:
o
Auto carrier
o
Moving
o
Dray
o
Package
o
Expedited
o
Refrigerated
o
Flatbed
o
Specialized
o
Heavy/Bulk
o
Tanker
o
LTL/Dry Van
o
TL/Dry Van
o
Mixed

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.
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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 25

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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 National 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
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-related 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.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | p 26

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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 27

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