'^vSmartWay
Transport Partnership
U.S. Environmental Protection Agency
2018 SmartWay Logistics Company
Partner Tool:
User Guide
U.S. Version 2.0.17 (Data Year 2017)
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www.epa.gov/smartway
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"^^SmartWay
Transport Partnership
U.S. Environmental Protection Agency
2018 SmartWay Logistics Company
Partner Tool:
User Guide
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-18-031
July 2018

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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED	2
IS THIS THE RIGHT SMARTWAY TOOL FOR ME? 	2
WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?	2
WHY DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?	3
HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 	3
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?	4
WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL?	4
WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE LOGISTICS TOOL?	5
HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS?	5
WHAT IS INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP AGREEMENT?	15
STEP 1-DATA COLLECTION REQUIREMENTS	17
INTRODUCTORY SCREENS	17
AUTO-POPULATION	17
DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR	17
DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME	18
DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION 	18
DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR BUSINESS UNITS	19
DATA REQUIREMENTS FOR SECTION 5: BUSINESS UNIT DATA	19
STEP 2—DATA ENTRY	23
DOWNLOADING THE SMARTWAY LOGISTICS TOOL	23
HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS	23
ENTERING PARTNER NAME	23
ENTERING CONTACT INFORMATION	23
COMPLETING THE IDENTIFY BUSINESS UNITS SCREEN	25
COMPLETING THE LOGISTICS BUSINESS UNIT DETAILS SCREEN 	26
COMPLETING THE BUSINESS FOCUS SCREEN 	26
DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE	26
SELECTING A BUSINESS UNIT FOR DATA ENTRY	26
INPUTTING CARRIERS FOR A BUSINESS UNIT	27
COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB 	27
COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB	28
COMPLETING THE ACTIVITY DATA SCREEN	28
COMPLETING THE % SMARTWAY SCREEN 	29
SUBMITTING YOUR TOOL TO EPA	29
STEP 3 - RESULTS AND SUMMARY REPORTS	31
APPENDIX: WORKSHEETS FOR DATA COLLECTION	32
WORKSHEET #1: CONTACT INFORMATION	32
WORKSHEET #2: BUSINESS UNIT CHARACTERIZATION	34
WORKSHEET #3A: SELECT CARRIER(S)	35
WORKSHEET #3B: ENTER ACTIVITY DATA	36
1

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PRE-CHECKLIST — BEFORE GETTING STARTED
WARNING:
***Before beginning, use this chart to make sure you are choosing the right tool for your
operations! ***
IS THIS THE RIGHT SMARTWAYTOOL FOR ME?
YES
NO
YES
NO
YES
NO
Use Truck Tool
Use Logistics Tool
Use Multimodal Tool
Contact SmartWay
for more
information
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker,
freight forwarder or non-asset based
carrier.
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
10% of your freight via rail, barge,
and/or air.
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance.
What Is The SmartWa y Transport Partnership?
Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between
the EPA and the freight industry to improve fuel efficiency, increase environmental performance,
and encourage supply chain sustainability.
Seven types of freight transport companies can join SmartWay.
• Freight shippers
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•	Logistics companies (including 3PLS/4PLS1)
•	Truck carriers
•	Rail carriers
•	Barge carriers
•	Multimodal carriers
•	Air carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The
SmartWay Tools (1) assess freight operations; (2) calculate fuel consumption and carbon footprints;
and (3) track fuel-efficiency and emission reductions. SmartWay Tools must be submitted each year
for the company to remain a Partner in good standing. Tools submitted and approved on time qualify
partners to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance and recognizes
superior performance through the SmartWay Excellence Awards.
Why Do Logistics Companies Join The SmartWay Transport
Partnership?
The SmartWay Transport Partnership provides logistics companies with ways to reduce the
environmental impact of their freight operations and address costs. Designed with and for the freight
sector, the SmartWay Transport Partnership delivers solutions to marketplace needs and challenges.
With access to the latest in EPA-tested technologies and peer-provided success stories, carriers that
join the SmartWay Transport Partnership can gain a better understanding of their environmental
footprint and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected
brand that symbolizes cleaner, more efficient transportation choices.
How Do Logistics Companies Join The SmariWav Transport
Partnership?
Logistics companies join SmartWay by submitting a SmartWay Logistics Tool (hereafter known as
the "Logistics Tool.")
Logistics companies that submit tools that are approved by EPA are known as "SmartWay
Logistics Company Partners."
When a logistics company submits a Logistics Tool to EPA, they agree to the requirements stipulated
in the SmartWay Logistics Company Partnership Agreement-notably, that they will measure and
report the emissions performance of their company annually and provide supporting documentation
to EPA upon request.
1 3PLs/4PLs Third party logistics/fourth-party logistics companies
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All SmartWay Logistics Company Partners agree to complete and submit the SmartWay Logistics Tool to:
•	define company composition
•	characterize company activity
•	individually benchmark business units
•	track annual changes in performance
Upon approval of a Logistics Tool submission, logistics companies will be identified as SmartWay
Logistics Company Partners on EPA's website on the SmartWay Partner List and in a database used to
identify companies that meet SmartWay's annual requirements. The company will also receive
information on how to access its current SmartWay Registration Document.
How Do I Join If Mx Parent Company Has Multiple Business Units?
Companies that join the SmartWay Partnership should include all of their business units in their
submission. If a company wishes to list multiple business units in the Logistics Tool, they should list
these business units as their customers can hire them. Internal fleets invisible to a customer should
not be listed separately. Companies will be listed at the Company level in the SmartWay Partner list on
the SmartWay website, and each individually defined business unit will appear as a separate entity in
the SmartWay Carrier Data file that customers use to identify which fleets they do business with in the
Shipper Tool.
SmartWay highly recommends developing your list of business units before
beginning your data entry process. Any business unit th ipper could hire
directly should be listed as a separate business unit in your Logistics Tool
submission, The best strategy Is to have a clear idea of horn to define your
companies before filling out the Tool.
What Data Pol Need To Gather To Complete The Logistics Tool?
To participate in SmartWay, logistics companies need to gather the following essential
information to complete the Logistics Tool:
•	The official company name EXACTLY as you would like it presented on the EPA website and
other EPA communications
•	Company contact information
•	Contact details for your Working Contact (see page 9 for definition)
•	Contact details for an Executive, Sustainability and/or Other Contact(s) (Executive cannot
be the same as the Working Contact) (see page 10 for definition)
•	A comprehensive list of business units, including:
o Business unit details, such as:
• Standard Carrier Alpha Codes (SCACs)
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•	Motor Carrier Numbers (MCNs)
US DOT Number
•	National Safety Codes (NSCs)
•	Business Unit Type
o Business unit focus (e.g., logistics provider, freight forwarder, freight broker, truck
carrier, or rail freight broker)
o Operation categories
•	Data sources for all data to be entered
•	SmartWay ID number (if this is not your first tool submission)
This data should be provided for all of your company's business units. This data reflects the amount
of freight carried by each carrier, the distance that freight is carried, and the fuel consumed to carry
the freight.
What Software & Hardware Is Required For Completing The Logistics
Tool?
The Logistics Tool was designed in "Microsoft Excel Forms." Completing the Logistics Tool
requires the following software and hardware:
•	A 2007 or later version of Microsoft Excel*
•	Excel security level set at Medium or lower
•	A PC running Windows XP or newer operating system (The Tool does not
currently work using the Mac operating system)
•	A minimum of 15 megabytes of free disk space. More disk space may be required
based on the number of companies you define in yourTool
•	A monitor resolution of at least 1,024 x 768
*The Excel web application in MS Office 365 (the cloud-based version of the Office operating system)
does not currently support the macros used in the SmartWay tools. Therefore, SmartWay tools do not
function in Office 365 at this time.
Please check with the user guides for your computer, online support, or your company's IT
department to make sure your system is set up to use the Logistics Tool.
HOW DO I SET THE SECURITY L EWE L WHEN OPENING SMARTWAY TOOLS?
When you first open the Tool you may see a new "Protected View" security warning from
Microsoft:
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NOTE - THE SMARTWAY TOOL IS IN THE SAME FORMAT AS PRIOR YEARS AND IS
SAFE TO OPEN ON YOUR COMPUTER. FOLLOW THESE STEPS TO PROCEED.
1)	Select the "Click for more details" link at the end of the message in the menu bar shown above.
2)	In the Microsoft Office File menu, choose the large "Edit Anyway" button located on the left
next to the Protected View information section as shown below.
2016-09-21_shipper - Copy.xls [Protected View] - Microsoft Excel
Page Layout Formulas
Save
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Open
P31 Close
Recent
New
Print
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jsj Options
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Information about 2016-09-21_shipper - Copy
R:\ECON\brielle.bkm\SmartWay\Shipper\2016\2016-09-21_shipper - Copyjcls
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Office has detected a problem with this file. Editing it may be dangerous. To help
keep your computer safe this file has been opened in Protected View.
You should only enable editing if you trust the contents of the file.
Protected View Settings
. Learn more about Protected View
Properties -
Size
Title
Tags
Categories
12.9MB
None
None
Related Dates
Last Modified	Today, 11:12 AM
Created	4/16/2015 11:16 AM
Last Printed	9/19/2016 3:51 AM
Related People
Author	BMeade
Last Modified By BMeade
Related Documents
j Open File Location
Show All Properties
Next, the following instructions should appear on your screen //you need to change additional
security settings before running the Tool. The instructions differ depending upon what version
of Excel you use (Excel 2007, 2010, 2013, or 2016).
Security Settings for Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
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Open the file, and select the
Options...
button that appears after the
Security Warning just below the menu bar. Detailed instructions are also
provided on the screen itself.
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3	In order to run this application, you must have macros enabled.
For Excel 2007. Excel 2010, and Excel 2013 Users: (If you are using Excel 2003. please scroll down.)
If an "Options. " button appears in the menu bar above, follow these instructions:
1 Click the Options button. This button appears after the Security Warning in the Excel 2007 menu bar
5 2 Enable content In the Microsoft Office Security Options dialog box, choose "Enable this content" and click OK.
If the "Options..." button does not appear, use the instructions below. [NOTE: If you do not have a round Office button (as
shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users ]
1	Click the Office button. This button appears in the top left comer of the screen in Excel 2007/2010.
2	Go to Excel Options. Click the "Excel Options" button in the bottom right corner of the pull-down menu:
3. Go to the Trust Center. On the Excel Options screen, click on Trust Center in the left navigation bar.
4 Go to the Trust Center Settings. Click on Trust Center Settings in the bottom right portion of the screen.
5.	Change security settings. Choose the setting "Disable all macros with notification" and click OK
6.	Reopen the file. Close the Excel file and then re-open it.
I For Excel 2003 Users:
< > h Security Settings, "3 ,
Security Warning Screen
In the Microsoft Office Security Options dialog box, choose "Enable this
content" and select OK.
Microsoft Office Security Options
Q
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path: C:\smartwayShipper.xls
O Help protect me from unknown content (recommended)
® iEnable this content!
Open the Trust Center
Security Options Dialogue Box
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The Welcome Screen for the Too! should then appear and you will be ready to begin working on your
tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
M
To adjust your security settings, select the button (in the top left corner of the screen) and then
select the	button in the bottom right corner of the pull-down menu.

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Select the "Excel
Options'' button
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Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar;
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources

Change the most popular options in Excel.
Select the
"Trust Center"
£olor scheme:
ScreenTip style: Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: | Edit Custom Lists... J
When creating new workbooks
| Body Font	v |
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Use this font:
Font size:
Default view for new sheets: | Normal View
Include this many sheets:
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Personalize your copy of Microsoft Office
User name: |MHeyward
Choose the languages you want to use with Microsoft Office: | Language Settings...
[, OK ] | Cancel
Excel Options Drop-Down Menu
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen:
Excel Options
0®
Popular
Formulas
Proofing
Save
Advanced
Customize
Ad d-Ins
Trust Center
9
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from
Select the "Trust
Center Settings"
button
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
\
secure. We recommend that you do not change these settings.
I Trust Center Settings,.,
[ OK ] | Cancel
Trust Center Settings Screen
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Choose the setting "Disable all macros with notification" and select OK.
Trust Center	[~?~||X|
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable all macros without notification
® Disable all macros with notification
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous—
Select "Disable all macros
with notification."
Developer Macro Settings
I I Trust access to the VBA project object model
| OK 1 | Cancel
Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements". If you
after reviewing this section, you cannot determine how to correct the problem, contact your SmartWay
Partner Account Manager.
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Security Settings for Excel 2010 and newer Users
The default settings for Excel 2010 and newer Excel versions should enable you to run the tool without
any changes. To run the tool:
1)	Save the tool to your computer.
2)	Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the	button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.

Home Insert Page Layout References Mailings Review View Developer Add-Ins
^ Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details,
Enable Editing

The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a	popup.
If you do, simply select the	button. This will enable macros in the tool you
just opened.
! Security Warning Some active content has been disabled. Click for more details, Enable Content
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fx Security Settings forthe Tool
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1 | Security Settings for the Tool	I
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Security Warning Popup
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the File tab from the menu bar	(in the top left corner
Options
of the screen) and then select the 	 button in the bottom left-hand menu of the tab.
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Excel 2010 and Newer Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar:
Excel Options
Popular
Change the most popular options in Excel.
Top options for working with Excel
1^1 Show Mini Toolbar on selection ;
0 Enable Live Preview ;
l~1 Show Developer tab in the Ribbon •
0 Always use ClearType
Color scheme: I Blue v
ScreenTip style: Show feature descriptions in ScreenTips
Select "Trust Center"
Excel 2010 and Newer Options Drop-Down Menu
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When the Trust Center options display opens, select Trust Center Settings in the bottom right
portion of the screen:
Excel Options
0B
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
9
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings.
Trust Center Settings..
Select the "Trust Center Settings"
button
OK ] | Cancel
Trust Center Settings Screen
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Choose the setting "Disable all macros with notification" and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable all macros without notification
0 Disable all macros with notification ^ ""
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
I I Trust access to the VBA project object model
Select "Disable all
macros with
notification"
Macro Settings Screen
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What Is Included In The SmartWay Logistics Company Partnership
Agreement?
To join the SmartWay Transport Partnership as a logistics company, you must agree to the language
on the "Partnership Agreement for Logistics Companies." When you begin working within the Tool,
you will be asked to check a box stating that you agree to the terms of the Partnership Agreement.
This agreement must be renewed annually.
Please review this language with the appropriate personnel within your organization before
completing or submitting a Tool to EPA.
Partnership Agreement
for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1.	Measure and report to EPA on an annual basis the environmental performance of your
fleet(s) using EPA's SmartWay Logistics tool. (Existing fleets must report the 12 months of
data for the prior year ending December 31. Newly formed companies require a minimum of
3 months of operational data.)
2.	Allow EPA to post performance results on the EPA SmartWay website/database.
3.	Agree to submit supporting documentation to EPA for any data used to complete this Tool
and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1.	Promote company participation in the Partnership by posting Partner names on the EPA
SmartWay Website and in related educational, promotional, and media materials. EPA will
obtain express written consent from the Partner before using the Partner's name other than in
the context of increasing public awareness of its participation as described here.
2.	Provide companies with industry-wide performance benchmark data as this data becomes
available to EPA.
3.	Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal
Government Appropriations).
4.	Treat individual corporate data as sensitive businessinformation.
General Terms
1.	If the Partner or EPA defaults upon this agreement at any point, the agreement shall be
considered null and void.
2.	Either party can terminate the agreement at any time without prior notification or penalties or
any further obligation.
3.	EPA agrees not to comment publicly regarding the withdrawal of specificpartners.
4.	EPA reserves the right to suspend or revoke Partner status for any Partner that fails to
accomplish the specific actions to which it committed in the SmartWay Transport Partnership
Agreement and subsequent annual Agreements.
5.	The Partner agrees that it will not claim or imply that its participation in the SmartWay
Transport Partnership constitutes EPA approval or endorsement of anything other than the
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Partner's commitment to the program. The Partner will not make statements or imply that EPA
endorses the purchase or sale of the Partner's products and services or the views ofthe
organization.
6. Submittal of this SmartWay Logistics Tool annually constitutes agreement to all terms
in this Partnership Agreement. No separate agreement need be submitted.
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Step 1—Data Collection Requirements
This section will identify data needed for completing the required sections of the Logistics Tool. The
Logistics Tool Technical Documentation explains more about the methodological structure and
technical aspects of the Tool and the data entry process; this guide will focus primarily on the essentials
for completing the Tool.
Introductory Screens
Upon opening the 2017 Tool, you will see a Welcome screen, followed by five screens which orient
you to the Tool. The Assistance for New Users screen appears first, and allows users to view an
orientation video. Additional screens may be accessed from this screen, including Tool selection
guidance, data collection needs, Tool help and navigation, and the SmartWay Partner Tool Schedule
for 2018. These are general information screens and may be skipped if you are already familiar with
the Tool. However, upon proceeding you MUST select the box at the bottom of the Partnership
Agreement screen, indicating that you agree to the terms of the Partnership Agreement.
A UTO-POPULA TION
As you progress through the Tool, you will see an "Auto-Population" screen. This screen allows
partners and applicants to input their SmartWay ID and automatically load the information for the
initial steps of the Tool (Partner Name, Contact Information, and for established Partners, Fleet
Information), based on the prior year's submittal or, for applicants, information entered through the
online SmartWay Carrier Application.2 The Auto-Population option can save time and ensure naming
consistency for your contacts and fleet(s) from year to year. A popup screen will appear displaying all
the contact and fleet data uploaded for your review before proceeding. Corrections and revisions may
be made on the HOME screen if needed. If you do not have a SmartWay ID, or prefer to enter this
data manually, you may skip this step.
Data Requirements For Establishing Your Data Collection Year
Before beginning your data collection, identify the last calendar year for which you have full annual
(12 months) data. This means that you have data from January of the calendar year through
December of the same year. If you have not been in operation for a full year, you must collect a
minimum of three months' data for input into the SmartWay Tool. In your next update year, you will
be expected to submit a full year's data.
2 You may access the SmartWay carrier application at
http://app4.era.com/smartwavonramp/onramp/index.cfm?CFID=708106&CFTOKEN=14c13f056f84b32c-C1172202-F7AC-091B-
019982BF6AE1A5ED.
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Data Requirements For Section 1: Specify Official Partner Name
Your Partner Name is the official name that your customers would recognize for your company—
in other words, the name someone hiring you would look for.
You must specify your company's official Partner Name under Section 1 of the HOME screen,
exactly as you want it to appear on the SmartWay website.
For example, you may enter:
•	ABC Company
•	ABC Company, Inc.
Your company will be listed exactly as you've entered in Section 1. Therefore, it is important to pay
special attention to proper capitalization, abbreviations, annotations, and punctuation.
If you selected the auto-populate option please review the Partner Name as it appears on the
screen, revising it as necessary.
Data Requirements For Section 2: Enter Contact Information
The SmartWay Tool asks for:
•	General company information such as location, web address, phone number, etc.
•	A Working Contact-for any questions about your company's participation and Tool
submissions
•	An Executive Contact-for participation in awards and recognition events
•	A Sustainabilitv Contact (optional)- for information on company sustainability programs and
outreach
•	Additional contacts (optional): Additional contacts may include anyone who is not the
Working, Executive, or Sustainability contact but may be involved with SmartWay (e.g.,
press/media contact, fleet manager,etc.).
Note that you MUST have at least two contacts listed in the contact information section of the Tool, and
the Working and Executive Contacts must be different, in order to proceed. SmartWay recommends
3	The Working Contact is the individual designated by the Executive Contact to directly interface with SmartWay regarding
specific tasks involved in the timely submission of the Tool. The Working Contact is responsible for coordinating the assembly
of information to complete/update company data; completing and updating the Tool itself; maintaining direct communication
with SmartWay; and keeping interested parties within the company apprised of relevant developments with SmartWay.) NOTE:
To ensure that emails from SmartWay/EPA are not blocked, new Working contacts may need to add SmartWay/EPA to their
preferred list of trusted sources.)
4	The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Agreement, overseeing the Working Contact (as appropriate), and ensuring the timely submission of the Tool
to SmartWay. The Executive Contact also represents the company at awards/recognition events. This person should be a
Vice President or higher-level representative for the company.
5	The Sustainability Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts.
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developing an internal succession plan to make sure that your Logistics Tool submission schedule is
maintained, in the event that a Working Contact is reassigned, or leaves the company for any reason.
If you selected the auto-populate option you still MUST review the Contact Information
summary screen that pops up upon completion of this step, and revise any entries on the HOME
screen as needed.
Data Requirements For Section 3: Characterize Your Business Units
The Logistics Tool tracks business-level operations. Most logistics companies will only need to create one
business unit.
If you have multiple business units that can be hired by customers individually, you should create
multiple business unit records in the Tool and characterize their operations individually. You should
not include internal company fleet definitions or designations—only separate business units as they
would be identified and hired by your customers.
There are three screens in the Business Unit Characterization section of the Tool:
•	Identify Logistics Business Units: For each business unit that a customer can hire, you will be
asked to establish a name. Each business unit name will begin with your Partner Name, and
will include a business unit identifier. Use a business unit identifier that is recognizable by
yourcustomers.
•	Logistics Business Unit Details: For each business unit, you will be asked to provide SCACs,
MCN, DOT, and/or NSC numbers (optional-for fleet identification); define the business unit
as "for-hire," "private," or "dedicated."
•	Business Focus: For each business unit, you will need to specify the percent of overall
activity for each business focus category (e.g., logistics provider, freight forwarder, freight
broker, truck carrier, or rail freight broker).
Once you have defined your business units, create the data entry forms for your fleet by selecting the
Create Business Unit(s) button, available on the Business Focus tab.
Data Requirements For Section 5: Business Unit Data
In Section 5 of the Logistics Tool, you will enter detailed activity and fuel consumption data for
each of the business units you identified and characterized in Section 3.
Input Carriers Screens Requirements
To begin, you will need to identify the carriers included in each of your logistics business units. The
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Instructions tab describes the three ways to populate the Tool with business unit information. The
Match My Carriers function allows Logistics Partners to find and match SmartWay carriers based
on a wide range of criteria, including their own internal carrier identification, such as carrier ID
codes, to records in their Tool submission from a prior year. You may also enter new codes for
matching in future years. Your company-specific match data is not shared with other companies.
This matching process is explained in detail on the Match My Carriers screen.
If you have a large number of carriers (e.g., as a large 3PL with 100 or more carriers), you may wish
to develop your carrier details separately and upload your data in a single file using the Outside
Data Import method. Alternatively, if your logistics business unit has a limited number of carriers,
you may specify your carriers one at a time using the Manual Input SmartWay Carriers Entry
method. These three methods are described in detail in the Logistics Tool Data Entry and
Troubleshooting Guide.
Regardless of the method you choose, you will need to first identify the mode of transport for the
carrier. Six carrier mode selections are available, including:
•	Rail
•	Truck
•	Multimodal
•	Logistics
•	Barge
•	Air
(Note: By selecting "AN" on the Tool's Manual Input SmartWay Carriers screen, you may search
across all carriers, regardless of mode.)
Next, you may also specify a SmartWay Category for the Truck and Multimodal modes. Truck
SmartWay Categories include:
•	Auto Carrier
•	Dray
•	Expedited
•	Flatbed
•	Heavy/Bulk
•	LTL Dry Van
•	Mixed
•	Moving
•	Package
•	Refrigerated
•	Specialized
•	Tanker
•	TL Dry Van
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Multimodal SmartWay Categories include:
•	Surface
•	Surface-Air
•	Surface Marine
•	Surface-Air-Marine
SmartWay Category selections are not currently available for other modes but may be added in
the future.
After identifying the mode (and SmartWay Category, if available), you should identify each
carrier's specific fleet name, as listed in the SmartWay Carrier Data file, along with any associated
SCACs, DOT numbers, MCNs, and NSCs. The data from the SmartWay Carrier Data file can be
viewed on the Manual Input SmartWay Carriers screen or offline using Microsoft® Excel.
In certain cases, a carrier may have multiple fleets associated with its operations. The Manual
Input SmartWay Carriers screen allows you to filter carrier fleets by SCAC, MCN, DOT number,
NSC, and/or address if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay
Carriers screen to enter the number of non-SmartWay carriers used by the current business unit.
Only include carriers used during the reporting year. Enter the total number of non-SmartWay
partners within the current business unit and check the box to confirm that all the non-SmartWay
carriers in this business unit have been added. If this business unit has non-SmartWay carriers,
select the carrier mode(s) the non-SmartWay carrier(s) belong to. For truck carriers, specify the
appropriate carrier type (e.g., non-SmartWay Dray). If you are not sure of the appropriate truck
carrier type, select the "General" option.
Activity Data Screen Requirements
First provide a detailed text data source description for the sources used to estimate your mileage
and ton-mile data for your carriers by selecting the Describe Data Source button. Be sure to
indicate how you calculated the values, and where this data was obtained. For example, you may
use PC Miler, carrier reports, or accounting/purchasing records to determine miles. Payload and
ton-mile estimates may be based on bills of lading or other internal records.
Next you must specify a Data Availability option for each carrier. There are four Data Availability
options:
a.	Enter ton-miles and total miles (preferred option)
b.	Enter ton-miles and average payload
c.	Enter total miles and average payload
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d. Enter total miles only6
Ideally, when entering information for a carrier, you should use Data Availability Option a. If this is
not possible, please choose the method that uses the most accurate data at your disposal. In this
way the Tool will utilize the most accurate data available for the ton-mile and mile comparison
metrics, as well as for the emissions footprint calculations.
After specifying the Data Availability Option, record your activity data. Enter the data to the
nearest whole number.
Data Availability Option a - Enter total ton-miles and total miles. Total miles correspond to truck
miles, railcar miles, air miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train
miles, and for barge carriers, DO NOT enter miles for the entire string of barges - enter the sum of
miles for each individual railcar and/or barge load.
Data Availability Option b - Enter total ton-miles along with your estimated average payload (per
truck railcar, etc. as appropriate) in short tons (2,000 lbs).
Data Availability Option c - Enter total miles along with your estimated average payload (per
truck, barge or railcar, as appropriate) in short tons (2,000 lbs).
Data Availability Option d - Enter total miles.
6 Option d is available for TL/Dry Van, Refrigerated, Flatbed, Tanker, Moving, Dray, and Auto carrier categories only.
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Step 2—Data Entry
Downloading The SmartWayLogistics Tool
To download the SmartWay Logistics Tool, visit: https://www.epa.gov/smartwav/smartwav-logistics-
companv-partner-tools-and-resources. Save the Tool in a folder on your hard drive; this folder will
house copies of your data and future updates.
How To Set Security Levels For The SmartWay Tools
In some cases, Microsoft Excel will ask you to adjust your security settings before opening the Tool.
Instructions should appear on your screen //you need to change your security settings before running
the Tool. The instructions differ depending upon what version of Excel you use (Excel 2007, 2010,
2013, or 2016).
If you need additional assistance with your security settings, download the guidance document
labeled "Logistics Company Partner 2.0.17 Tool: User Guide.2017 Data Year—United States Version"
from https://www.epa.gov/smartwav/smartwav-logistics-companv-partner-tools-and-resources and
review the screen-by-screen guidance in Part 1: Downloading and Setting Up the Tool.
Entering Partner Name
Under Step 1 on the HOME screen:
1.	Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website
and in other EPA communications in the field as indicated.
2.	Proceed to Section 2 to enter Contact Information.
Entering Conta ct Informa tion
Note: Use the Tabs at the top of the window to navigate between the 5 information screens
SmartWay: Contact Information




X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_j
Each field marked with an asterisk must be filled out. You will not be able to submit the Tool
to SmartWay without this information.
Under the Partner Information tab:
1.	Enter the Company address, phone numbers, and website (optional).
2.	Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly
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interface with SmartWay regarding specific tasks involved in the timely submission of the
Tool. The Working Contact is responsible for coordinating the assembly of information to
complete/update fleet data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised
of relevant developments with SmartWay. (NOTE: To ensure that e-mails from
SmartWay/EPA are not blocked, new contacts may need to add SmartWay/EPAto their
preferred list of trusted sources.)
3.	Enter the Executive Contact name and title.
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working
Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay. The
Executive
Contact also represents the company at awards/recognition events. This person should
be a Vice President or higher level representative for the company.
4.	Enter the Sustainability Contact name and title (optional).
The Sustainability Contact is the individual assigned responsibility for monitoring the
company's environmental performance. The Sustainability Contact may be the same as the
Working or Executive Contact (and specified by checking the "Same as" boxes in the
Sustainability Contact section), but cannot be the same as any Other Contact.
Under the Working Contact tab:
Enter the Working Contact information. If the Working Contact shares the same address as the
Use Partner Address
company, you may select the	button to auto-populate the address
section of this record. Enter the email address twice to confirm its accuracy.
Under the Executive Contact tab:
Enter the Executive Contact information, including the contact email address. The same buttons and
fields are available as described for the Working Contact Tab.
Under the Sustainability Contact tab:
If applicable, enter the Sustainability Contact information including the contact email address. The
same buttons and fields are available as described for the Working Contact Tab.
Under the Other Contacts tab:
Add New Contact
1.	Enter Other Contacts (if applicable) by selecting the	button.
2.	Enter the first Other Contact then select the OK button when done.
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NOTE: You must supply at least two unique contacts on the contact
screen to ensure EPA has access to at least two people for Tool
submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather
information from different sources within the company. You may find
it useful to have this additional contact information stored within the
Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to edit
an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
and then selecting
button. You can remove an existing contact by highlightingthe contact
Delete Selected Contact
VALIDATE
SCREEN
To make sure you have filled out all required contact information, select	at bottom of
the screen on the Partner Information tab. If any information is missing or invalid, a dialogue box will
appear informing you what additional information isrequired.
Next select the HOME button to return to the Home screen and go to Step 3.
Completing The Identify Business Units Screen
1. On the Home screen, select the
Business Unit Characterization screens.
Business Unit Description(s)
I button to display the
2.	Confirm that the Business Unit (Company Name) that appears automatically is correct and
appropriate for your business units. If not, make changes in the field under the heading
"Company Name."
3.	Enter the "Business Unit Identifier" for your first (or only) business unit.
4.	Enter additional business units as needed:
a. To enter another business unit, select the
button.
Add Another Logistics Business Unit
To delete a business unit, select the box next to the row you wish to delete, and then
select the	button.
Once you have confirmed or modified the Company Name and specified the Business
Unit Identifiers, the full Business Unit Name(s) will be displayed on the screen to the
right, exactly as they will be displayed on the SmartWay website.
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5. To proceed, select the Logistics Business Unit Details tab at the top, or select the NEXT
button at the bottom of the screen.
Completing The Logistics Business Unit Details Screen
1.	For each business unit, you are asked to provide additional details, including SCAC, MCN,
DOT, and/or NSC identifiers (optional) for each business unit listed. If you have a single
business unit that has multiple SCACs, enter all of them into the SCAC field, and separate
them with commas.
•	While it is not required to enter SCAC, MCN, DOT, or NSC information for each business
unit, it will help shippers and logistics companies searching by those parameters in the
SmartWay database to easily find your business unit for inclusion in their Tool.
2.	Select your Business Unit Type (either "For-Hire," "Private." or "Dedicated") for each
business unit listed.
3.	Select the NEXT button or select the Business Focus tab at the top to proceed to the next
section.
Completing The Business Focus Screen
1. For each business unit identified, estimate the percentage of total activity associated with each of
the five business focus categories listed. Enter your estimates in the fields provided. Leave the
field blank if no activity is associated with that operation category for that business unit.
2. Once you are sure your information is input correctly, you may select the
I button at the bottom of the page. You will automatically be
create BUSINESS UNIT(S)
returned to the Home screen.
Downloading the Latest SmartWay Carrier Data File
1.	On the HOME page, select the	button and allow the
Tool to download the latest carrier data (SmartWayCarrierData2017.xls).
2.	Proceed to next section to enter data for your business unit(s).
Selecting A Business Unit For Data Entry
1.	Using your mouse, on the Home screen select and highlight the name of the business unit for
which you wish to enter data.
2.	Double click the name; you will then be taken to the Input Carriers data entry screen for that
business unit.
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Inputting Carriers for a Business Unit
1.	On the HOME page, select and highlight the name of the business unit for which you wish to enter
data.
2.	Double click the name; you will then be taken to the Input Carriers screen data entry screen for that
business unit.
3.	You will see the instructions screen; read the instructions and scroll to the bottom.
4.	Check the box next to the words "I have read and understand the carrier data input instructions"
when you have read them.
5.	You must now decide how you will enter your data; i.e., via manual input or through the outside
data import function. Refer to the "Logistics Company Partner 2.0.17 Tool: Guide to Importing
Carrier Data Using Outside Data Import Function-2017" on the logistics page of the SmartWay
website for more information about using the Outside Data Import function to enter your carriers,
as well as using the new carrier matching function.
Otherwise, proceed to the Manual Input SmartWay Carriers tab.
Completing The Manual Input SmartWa y Carriers Tab
1.	To select carriers manually, you can enter all or part of the carrier's name directly into the "Carrier
Name" input box and the select the Apply Filter button. A new filtered list will appear in the
Available SmartWay Carriers box. Double click on the carrier name to add it to the "Selected
SmartWay Carriers" box.
2.	You may also search for carriers by filtering using carrier mode, SmartWay Category, SCAC, MCN,
DOT, NSC, and/or various address fields to find your carriers in the SmartWay Carrier data file.
3.	To search by Carrier Mode, select the mode of transport from which you wish to choose a carrier.
Seven carrier mode selections are available, including "All," "Rail," "Truck," "Multimodal", "Barge,"
"Logistics," and "Air".
•	Note that by selecting "AN", you may search across all carriers, regardless of mode.
•	Next, if you select the Truck mode, you may also specify a SmartWay Category. Truck ranking
categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk,
Package, Auto Carrier, Moving, Specialized, Mixed, and Expedited.
4.	Once you have applied the desired filters, a list of available SmartWay carriers meeting your filter
criterion appears in the Available SmartWay Carriers box. Using your mouse, double click on the
carrier name to add it to the "Selected SmartWay Carriers" box. You may also use the Add Selected
Carriers to List Below button to add selected carriers to the Selected SmartWay Carriers box.
5.	Once you have successfully identified your carriers using the Manual Entry method, proceed to the
Manual Input Non-SmartWay Carriers tab.
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Completing The Manual Input Non-SmartWay Carriers Tab
1.	Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
2.	Check the box to confirm that you have added all of the Non-SmartWay Carriers for your business
unit.
3.	Using your mouse, double-click on each non-SmartWay carrier type used by this business unit;
double clicking will add it to the "Selected Non SmartWay Carriers" list. You may also use the Add
Selected Carrier Types to List Below button to add selected carrier types to the Selected Non-
SmartWay Carriers box.
•	For truck carriers, select the appropriate carrier type (e.g., TL/Dry Van, Refrigerated, Dray, etc.).
If you are not sure about a specific truck carrier's category, select the "General" option.
•	Also distinguish your air carriers by "long haul" (cross-country/overseas flights, > ~2,300 miles)
and "short haul" (generally regional/domestic flights, < ~2,300 miles).
4.	Once the required data has been entered on the Manual Input Non-SmartWay Carriers tab, you can
proceed to the Activity Data screen.
Completing The Activity Data Screen
1.	Select the	button.
2.	Enter a detailed description of the sources used for your Activity data information, including a
description of how you calculated miles, ton-miles, payload, density and load percent (if
applicable) in the space provided.
3.	Select the CLOSE button.
4.	For each carrier listed, specify your data availability:
a = I know both Ton-miles and Total Miles
b = I know Ton-miles and Average Payload
c = I know Total Miles and Average Payload
d = I know Total Miles only
5.	For carriers where you have selected Data Availability Option a, enter total ton-miles along with
total miles.
6.	For carriers where you have selected Data Availability Option b, enter total ton-miles along
with your estimated average payload (per truck, barge or railcar, as appropriate) in short tons
(2,000 lbs).
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7.	For carriers where you have selected Data Availability Option c, enter total miles along with
your estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000
lbs).
8.	For carriers where you have selected Data Availability Option d, enter total miles.
NOTE: Data Availability selections for LTL, package and multimodal
carriers are restricted to Options -a-c due to the difficulty in adjusting
mileage for partial loads.
VALIDATE
SCREEN
9. Select the	button and correct any errors.
a.	If you have errors, they will appear either as red boxes for significant errors, or as yellow
warning boxes for less-extreme errors. Red errors will prevent you from submitting
your Tool.
b.	If your values are out of range, but you are confident that they are correct, double click
the box with the error. A comment box will then appear. Enter an explanation for the
value and click OK. The box will become yellow, and you will be able to proceed to
submit yourTool.
°/o SmartWav
10. Proceed to the	tab to see your % SmartWay Value to assess your overall al
progress in utilizing SmartWay carriers. You may also go to the	tab to
review your carriers' performance levels.
11. Select the HOME button to return to the Home screen.
Completing the % SmartWay Screen
On this screen, you will select the weighting factor you wish the tool to use to determine your %
SmartWay Value. Comparing your % SmartWay Value over time provides a useful way of gauging your
company's progress in reducing its overall emissions or footprint. Select the radio button for Ton-Miles
or Total Miles to choose the weighting factor for all your business units.
Submitting Your Tool To EPA
1. Select the	which will open a new screen.
2.	Select the checkbox to indicate you understand the terms of the SmartWay
Partnership Agreement once again.
3.	When ready, select NEXT to create a file with the following naming convention:
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Logistics_PartnerName_Year_V0.xml7
For example, Logistics_ABCompany_2017_V0.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and
Year indicates the year for which you are submitting your data.
4.	Next specify the folder where you would like to save the .xml file, and a screen will appear.
5.	Follow these instructions for submitting your .xml and .xlsm files to SmartWay. Note that the
.xml file is approximately 10 times smaller than the .xlsm file.
6.	Upon selecting NEXT, a screen will appear that allows you to close the Logistics Tool or
return to the Home screen.
•	NOTE: DO NOT ZIP the .xlsm and .xml files. Send them to EPA as normal files
attached in an e-mail. EPA security will not allow zipped files through the EPA
firewall.
•	NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLS FILES.
Please visit https://www.epa.eov/smartwav/smartwav-loeistics-companv-partner-tools-and-resources
for additional resources, including printable data collection worksheets, and technical documentation,
for more in depth exploration of each section of the Logistics Tool.
7 If you create the XML file multiple times the file name will increment each time (e.g., Logistics_ABCompany_2017_Vl.XML for
the second iteration, etc.
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Step 3 - Results and Summary Reports
The View Your Data Reports section gives you access to ten reports to help you understand your
data and use it to make better performance decisions. You can access these reports by selecting
View Your Data Reports
! at the bottom of the Home screen.
The Year-to-Year Comparison Report is another optional section of the Tool, allowing you to compare
the fleet characteristics, activity values, and performance metrics from your current reporting year
with your prior reporting year. This report is particularly helpful in identifying any changes that may
have occurred since your last reporting period, determining trends in activity and performance, and
performing general quality assurance of the inputs use for your current Tool. You can access this
report by selecting
Review your Year-to-Year Performance
at the bottom of the Home screen.
The Feedback/Recruiting Assistance section allows you to provide EPA with general feedback
regarding the SmartWay program. This information is optional and is not required in order to submit
your Logistics Tool data to EPA. Selecting the!
the Home screen will open this form.
Feedback/Recruiting Assistance
button on
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APPENDIX: WORKSHEETS FOR DATA COLLECTION
Worksheet #1: Contact Informa t/on
#1. Enter your Contact Information:
General Company Contact Information	
Company Name

Headquarters
Mailing Address

City

State/Province

Zip Country
Main Phone
Number
Toll-free Number

Cell
number
Web Address
Working Contact Information
Working Contact Name

Working Contact Mailing
Address

City
State/Province

Zip Country
Working Contact Phone
Number

Email
Address

Executive Contact Information
Executive Contact Name

Executive Contact
Address

City
State/Province

Zip Country
Executive Contact Phone
Number

Email
Address

Sustainability Contact Information
Sustainability Contact
Name

Sustainability Contact
Address

City
State/Province

Zip Country
Sustainability Contact
Number

Email
Address

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Other Contact Information
Other Contact Name

Other Contact Mailing
Address

City
State/Province

Zip Country
Other Contact Phone
Number

Email
Address

Contact's role in program

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Worksheet#2: Business Unit Characteriza t/on
Complete this worksheet for each business unit you will be submitting in the Logistics Tool.
Business Unit Name (Company Name followed by Business Unit Identifier name):
SCAC(s):	
MCN:	
DOT:	
NSC:	
BUSINESS UNIT TYPE:	(for-hire, private, dedicated)
Business Unit Focus (activity %s):
	 Logistics Provider
	 Freight Forwarder
	 Freight Broker
	 Truck Carrier
	 Rail Freight Broker
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Worksheet #3A: Select Carrier!s}
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the table below to enter all carriers in the business unit if needed.
#3A: Identify Your Business Units
Logistics Business Unit Name :
Carrier Name*
ModeA
SmartWay Category**



















































# Non-SmartWay CarriersAA	
* Exactly as it appears in SmartWay Carrier data file
A Truck, Rail, Logistics, Multimodal, Air
** Truck SmartWay Categories include: TL Dry Van; LTL Dry Van; Refrigerated; Flatbed; Tanker; Dray;
Package; Specialized; Mixed
Multimodal SmartWay Categories include: Surface, Surface-Air; Surface-Marine; Surface-Air-Marine
AA If applicable, for current reporting year only
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Worksheet#3B: Enter Activity Da ta
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data
Logistics Business Unit Name:
Provide Data Source Description:
>ata Availability Option, Miles, Ton-
Miles, and Avera
ge Payload
Carrier Name
Data
Availability
Option (a-d)*
Ton-miles
Miles
Average
Payload**

































































* Options include
a = I know both Ton-miles and Total Miles
b = I know Ton-miles and Average Payload
c = I know Total Miles and Average Payload
d = I know Total Miles only
** For Options b and c only
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