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"^^SmartWay
Transport Partnership
U.S. Environmental Protection Agency
2018 SmartWay Shipper
Partner Tool:
Quick Start 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-18-045
October 2018

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Table of Contents
Table of Contents	3
Overview	4
Section 1 —Basic Information for Shippers	5
What is the SmartWay Transport Partnership?	5
Why do Shippers join the SmartWay Transport Partnership?	5
How do Shippers join the SmartWay Transport Partnership?	6
How do I join if my parent company has multiple subsidiaries?	7
What Data Do I Need to Gather To Complete the Shipper Tool?	7
What is Included in the SmartWay Shipper Partnership Agreement?	8
What Software & Hardware Are Required to Complete the SmartWay Shipper Tool?	10
How To Set Security Levels For The SmartWay Tools	10
Section 2— Overview of Shipper Data Collection and Input Requirements	11
Introductory Screens	11
Establishing Your Data Collection Year	11
Step 1: Specify Official Partner Name 	11
Step 2: Enter Contact Information	12
Step 3: Define Your Shipper Companies (Company Description(s))	12
Step 4: Download the Latest Carrier Data File	13
Step 5: Specify Participation Level and Data Input Method	13
Step 6: Enter Data for Each of Your Companies	14
Select Shipper Company for Data Entry	14
Input Carriers Screens	15
Carrier Subdivision Screen 	16
Activity Data Screen 	16
% SmartWay Screen 	18
Mile & Weight Improvements Screen 	19
Modal Shift Impacts Screen 	19
Step 7: Review Your Results	19
Additional SmartWay Resources	19
Step 8: Generate Data File for EPA	20
Next Steps	21
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Overview
In this guide you will learn about:
1)	Basic SmartWay information
2)	Joining SmartWay Transport Partnership as a shipper company
3)	Understanding the details of the SmartWay Partnership Agreement
4)	Meeting software/hardware requirements for participating in the program, and
5)	Gathering the necessary data to become a SmartWay Shipper Partner.
Please review this guide carefully BEFORE attempting to gather your company data, or enter data into
the Shipper Tool. Understanding the basics of the program will simplify your joining process.
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Section 1—Basic Information for Shippers
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how shipper companies can participate.
What is the SmartWay Transport Partnership?
Developed jointly in 2003 by EPA and charter partners represented by industry stakeholders,
environmental groups, American Trucking Associations, and Business for Social Responsibility, the
SmartWay Transport Partnership is EPA's flagship program for improving fuel efficiency and reducing
greenhouse gases and air pollution from the transportation supply chain industry.
Seven types of freight transport companies can join SmartWay:
•	Freight shippers
•	Logistics companies (including 3PLS/4PLS1)
•	Truck carriers
•	Rail carriers
•	Barge carriers
•	Air carriers
•	Multimodal carriers
Companies join the SmartWay Transport Partnership by submitting a partner tool to SmartWay. The
SmartWay tools (1) assess freight operations; (2) calculate fuel consumption and carbon footprints; and
(3) track fuel-efficiency and emission reductions. SmartWay tools must be submitted each year for the
company to remain a partner in good standing. Tools submitted and approved on time qualify partners
to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance. Superior performance in various
Partner categories is also recognized through the SmartWay Excellence Awards.
Why do Shippers join the SmartWay Transport Partnership?
The SmartWay Transport Partnership provides shipper 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.
1 3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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Shipper companies that join SmartWay move significant amounts of freight with SmartWay Carriers. The
higher efficiency of carriers in SmartWay compared to non-SmartWay carriers gives SmartWay shipper
companies an opportunity to improve corporate freight efficiency, reduce their carbon footprint, and
voluntarily advance freight sustainability for themselves and their customers.
Participation in SmartWay helps SmartWay Shipper Partners
•	identify opportunities to improve efficiency,
•	demonstrate efficiency to customers and stakeholders,
•	evaluate and compare carrier performance, and
•	determine the company's transportation carbon footprint.
SmartWay provides shippers with free tools that help assess and compare various freight transportation
options with detailed reports and analyses that support better business decision making.
How do Shippers join the SmartWay Transport Partnership?
Shipper companies join SmartWay by submitting a SmartWay Shipper Tool (hereafter known as the
"Shipper Tool," or simply, the "Tool.")
Shipper companies that submit tools that are approved by EPA are known as "SmartWay Shipper
Company Partners."
When a shipper company submits a Shipper Tool to EPA, they agree to the requirements stipulated in
the SmartWay Shipper Partnership Agreement-notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to EPA upon request.
All SmartWay Shipper Partners agree to complete and submit the SmartWay Shipper Tool to
•	define company composition,
•	characterize company activity,
•	individually benchmark multiple companies, and
•	track annual changes in performance.
Upon approval of a Shipper Tool submission, a shipper company will be identified as a SmartWay
Shipper Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify
companies that meet SmartWay's annual requirements. On-time submission and approval of the Tool
also qualifies Shipper Partners for use of the SmartWay Logo. The carrier will also receive information on
how to access its current SmartWay registration document and other information through the Partner
Portal.
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How DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE SUBSIDIARIES?
Shippers with subsidiaries may submit a single tool for their parent company and all of its subsidiaries. If
a shipper chooses to do this, the entire organization will be considered a SmartWay Partner and the
performance rating will be assigned to the entire organization. The partner will be listed on the
SmartWay website under the parent company's name.
Individual subsidiaries may join as separate partners if the parent company wishes to have them listed
individually on the SmartWay website. Each subsidiary would submit a separate tool.
SmartWay highly recommends developing your list of subsidiary
companies beforehand by using an organization chart or perhaps a
customer interface web page. For example, evaluate how your
organization contracts with carriers, identify your companies' different
NAICS codes, and determine how they choose what carriers to hire.
The best strategy is to have a clear idea of how to define your companies
before filling out the tool.
What Data Do I Need to Gather To Complete the Shipper Tool?
To participate in SmartWay, shippers need to gather the following essential information to complete the
Shipper Tool:
•	SmartWay ID number (if this is not your first tool submission)
•	The official company name to be used on the SmartWay website for public recognition of
participation in SmartWay Company contact information
o Contact details for your Working Contact
o Contact details for an Executive Contact (cannot be the same as the working contact)
Contact details for your Sustainability Contact and Other contacts (optional)
•	North American Industry Classification System (NAICS) codes for the company; and
•	A comprehensive list of all SmartWay carriers that the shipper uses to haul their freight for the
reporting calendar year (this list should include all truck, rail, multimodal, barge, air, and
logistics companies hired by the shipper)
Additional information is required depending on the shipper's selected level of participation. There are 4
ways shippers can participate in SmartWay. Way 1, the SmartWay Candidate level, is only for companies
who want to learn more about SmartWay before joining as a SmartWay Shipper Partner. To become a
SmartWay Shipper Partner, select Way 2, Way 3, or Way 4. Under Way 2, 3, or 4, shippers participate as
full SmartWay partners and submit activity and performance data using the SmartWay Shipper Tool.
Selecting Way 3 or 4 will qualify shippers to compete for an annual SmartWay performance award.
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Way 2 data requirements:
•	A non-mileage-based measure of how much business you do with each carrier. Examples
include the amount of money you spend with each carrier, or the number of shipments per
carrier;
•	A description of the data sources used to compile the alternative activity metric
Note that Way 2 selection only provides shippers with a percent SmartWay score, not an emissions
footprint, and will not qualify shippers for an annual SmartWay Award.
Way 3 data requirements:
•	Activity data for all the carriers the shipper uses
o Total miles contracted, ton-miles contracted, and/or average payload data for each
SmartWay and non-SmartWay carrier
o Description of data sources used to compile the activity data
Way 4 data requirements:
• All data required for Way 3 participation, plus at least one of the following:
o Information to differentiate the freight the company moves with individual carriers by
various methods, such as inbound versus outbound, domestic versus international,
business unit, internal ID code, or other custom method
o Information to evaluate company operational strategies eliminating miles or weight
from their freight operations to reduce the shipper's carbon footprint
o Information to evaluate strategies to shift freight from one mode to another (e.g.,
from truck to rail)
This data should be provided for all of the shipper's companies.
What is Included in the SmartWay Shipper Partnership Agreement?
To join the SmartWay Transport Partnership as a shipper company, you must agree to the language on
the "Partnership Agreement for Shippers." 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.
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Partnership Agreement for Shippers
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 emissions performance of your company
using EPA's SmartWay Shipper Tool. (Existing companies 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.	Agree to SmartWay listing your name on the SmartWay Transport Partnership website as a
Partner company.
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.
4.	Treat individual corporate data as sensitive business information.
In return, EPA commits to:
1.	Promote company participation in the Partnership by posting Partner names on the EPA SmartWay
website and in related educational, promotional, and media materials. EPA will obtain express
written consent from the Partner before using the Partner's name, other than in the context of
increasing public awareness of its participation as described here.
2.	Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.2
3.	Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government
Appropriations).
General Terms
1.	If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered
null and void.
2.	Either party can terminate the agreement at any time without prior notification or penalties or any
further obligation.
3.	EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4.	EPA reserves the right to suspend or revoke partner status for any Partner that fails to accomplish
the specific actions to which it committed in the SmartWay Transport Partnership Agreement and
subsequent Agreements.
5.	The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the Partner.
6.	Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership
Agreement. No separate agreement need be submitted.
2 Individual corporate data will be treated as sensitive business information.
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What Software & Hardware Are Required to Complete the SmartWay
Shipper Tool?
The Shipper Tool was designed in "Microsoft Excel Forms." Completing the Shipper 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, or a Mac that is running the
Windows XP operating system. The tool does not currently work using the Mac
operating system.
•	A minimum of 15 megabytes of free disk space. More disk space may be required based
on the number of companies you define in your tool
•	Adequate memory (RAM) to run Microsoft Office
•	A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore, SmartWay
tools do no function properly in Office 365 at this time.
Please check with the user specifications for your computer, online support, or your company's IT
department to make sure your system is set up to use the Shipper Tool.
We encourage you to make sure that your virus software is up to date, and to scan your PC before
putting data in the Shipper Tool.
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 "Shipper Partner 2.0.17 Tool: User Guide.2017 Data Year—United States Version" from
https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources_and review the
screen-by-screen guidance in Part 1: Downloading and Setting Up the Tool.
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Section 2— Overview of Shipper Data Collection and Input
Requirements
This section will describe the data required for completing the required sections of the Shipper Tool.
Introductory Screens
Upon opening the 2018 Shipper Tool you will see a Welcome screen. Next you will find several
Introduction screens. If you are not familiar with the Tool, or if you wish to review the basic organization
and functions of the Tool, these screens can help you become oriented. The Assistance for New Users
screen appears first, and allows users to view an orientation video. Additional screens may be accessed
from this screen including data collection needs, Tool help and navigation, the SmartWay Partner
Schedule for 2018, and a link to the SmartWay website. These are general information screens and may
be skipped if you are already familiar with the Tool. However, upon proceeding you MUST select the box
at the bottom of the Partnership Agreement screen, indicating that you agree to the terms of the
Partnership Agreement.
Before proceeding to the Home screen you will see an Auto-population screen. This screen allows
partners to input their SmartWay ID and automatically upload the information for the initial steps of the
Tool (Partner Name, Contact Information, and, for existing partners, Shipper Company Description(s)),
based on the prior year's submittal or, for new partners, information submitted through the on-line
SmartWay Portal. This option can save time and ensure naming consistency for your contacts and
subsidiary companies from year to year. If you do not have a SmartWay ID, or prefer to enter this data
manually, you may skip this step.
Establishing Your Data Collection Year
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of
the same year. If you are a new SmartWay partner and do not have a full year of operational data,
please collect a minimum of three months' data for input into the SmartWay tool. In your next update
year, you will be required to submit a full year's data.
Step 1: Specify Official Partner Name
Your Partner Name is the official name that your customers would recognize for your company.
You must specify your company's official Partner Name, exactly as you want it to appear on the
SmartWay website.
For example, if you enter
•	ABC Company,
•	ABC Company, Inc., or
•	ABC COMPANY LLC
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Your company will be listed exactly as you've entered above. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
If you selected the auto-populate option please review the Partner Name as it appears on the
screen, revising it as necessary.
Step 2: Enter Contact Information
The SmartWay Tool asks for:
•	General company information such as location, web address, phone number, etc.
•	A Working Contact3 for any questions about your company's participation and Tool submissions
•	An Executive Contact4 for participation in awards and recognition events
•	A Sustainabilitv Contact5 (optional), such as the company Sustainability Officer (may be the same
as the Working or Executive Contact)
•	Additional contacts (optional): Additional contacts may include anyone who is not the Working
Contact but may be involved with SmartWay (e.g., press/media contact, fleet manager, etc.).
Note the Working and Executive contacts must be different. SmartWay recommends developing an
internal succession plan to make sure that your Shipper Tool submission schedule is maintained, in the
event that a Working Contact is reassigned, or leaves the company for any reason. Please use Worksheet
#1 in Appendix A of this document to help you prepare your company's contact information.
Step 3: Define Your Shipper Companies (Company Description(s))
The Shipper Tool tracks shipping operations at the company level. Most partners should create one
company, i.e. one line.
However, if you have multiple subsidiary companies all with separate corporate identities and
transportation systems, you may want to create multiple company records in the tool and characterize
their carrier operations individually.
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 is responsible for monitoring and improving the company's environmental performance.
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Note that if you participate at the Way 4 level, you will also have the option of further refining your
transportation activity for each company by internally tracking different business units,
inbound/outbound/internal freight, and domestic versus international freight within the company's
carrier data identification; therefore, there is no need to list different internal divisions, product lines,
etc. as separate companies.
NOTE: Your Subsidiary Company Names will NOT appear on the SmartWay website, only your Partner
Name. If you wish to have your companies/subsidiaries appear separately on the SmartWay website,
please submit separate tools for each to EPA.
Data Requirements for "Company Characterization" Screen
For each shipper company, you will need to specify:
•	Company Name(s): Name your companies, beginning with your Partner Name followed by the
specific company name.
•	NAICS Code(s): NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be up to six digits in length.
Use the NAICS code(s) that most appropriately describes your company. Note: some large
companies with multiple operations may only use two or three digit NAICS codes; in this case,
you do not have to enter the full six digits. Detailed information can be found at
http://www.census.gov/eos/www/naics/.
Step 4: Download the Latest Carrier Data File
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select from, you
must select the Download Latest SmartWay Carrier Data File button on the Home screen. A new box
will appear next to the button indicating the "Date of Current Carrier File." You are now ready to go on
to selecting carriers and entering activity data for each shipper company.
You will not be able to input the required shipper company data in Step 5 without this file. You must
have an active Internet connection to perform this step.
Step 5: Specify Participation Level and Data Input Method
No data are needed to complete this step, however you must choose the level at which you wish to
participate and select how you would like to input data into the Tool. These choices will affect data
needed to complete the following sections. On the Participation Level screen, you have the option
to choose to participate at the Way 2, Way 3, or Way 4 level. The table below summarizes the
three options and describes the benefits, inputs needed, and the input methods available.
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Option
Way 2: Basic Freight
Way 3: Standard Freight
Way 4: Advanced Freight

Assessment
Assessment
Assessment
Best for:
Inputs needed:
Benefits:
Shippers with limited data
that want to start freight
efficiency planning.
Carrier names and relative
data (e.g., amount spent,
number of shipments,
volume shipped, or another
custom metric)
Manual only
Define a relative freight
performance metric (%
SmartWay)
Be recognized as a
Smartway Partner
Shippers that want a freight
emissions footprint to guide
their freight decision making.
Carrier names; mileage, ton-
miles and/or payload data per
carrier
Manual or data import
All the benefits of Way 2 plus
the ability to:
Build a freight performance
assessment based on per
carrier mileage and payload
Compete for recognition
through the SmartWay
Excellence Awards
Shippers that want a more-
detailed freight emissions
footprint and added analysis.
Carrier names; mileage, ton-miles
and/or payload data per carrier;
and additional operational
strategies and mode split data
Manual or data import
All the benefits of Way 3 plus the
ability to:
Subdivide freight activity based
on inbound vs outbound,
domestic vs international,
discrete business units, and/or
other criteria
Compare emissions savings from
various mode and operational
strategy changes
Receive additional credit for
SmartWay Excellence Award
Step 6: Enter Data for Each of Your Companies
Next you will identify the carriers included in each of your shipper companies, and then enter either
detailed activity data or relative carrier data depending on the Participation Level you selected in the
previous section. The screens you must complete will depend on the Participation Level and Data Input
Method you specified in the previous section.
Select Shipper Company for Data Entry
On the Home screen, you will now see all the shipper companies you created listed in the window below
item # 5: Data Entry. There will be a status message after each company, indicating whether or not the
data entry for that company is complete. The following information may appear beside a company
name:
•	Not checked - Data has not been entered yet.
•	Incomplete - Some data is still missing and/or inconsistent.
•	Complete - All data requirements have been met and validation has occurred.
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In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
•	Errors will prevent you from generating the metrics reports under the Review Your Results
section and must be addressed before you can submit your Tool to EPA.
•	Warnings will still allow you to proceed and submit your data to EPA. However, it is strongly
recommended that you carefully review each warning message before sending your data to EPA
so that you can anticipate questions that may come from a Partner Account Manager as a result
of your data being outside the expected ranges. The method addressing errors and warnings is
described for subsequent input screens in the following sections.
To add data to a particular company, highlight the company name and then double-click. You will then
proceed to the Tool Data Entry Screens.
Input Carriers Screens
In this section, you must specify the carriers that your shipper company uses. There are different
methods to select carriers depending on your level of participation and input method. 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
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
Multimodal SmartWay Categories include:
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•	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, listed in the SmartWay Carrier Data file, along with any associated
SCACs, DOT numbers, MCNs, and NSCs.
After identifying your SmartWay carriers, you must also enter the number of non-SmartWay
carriers used by the shipper company. Only include carriers used during the reporting year. If the
company has non-SmartWay carriers, you will also select the carrier mode(s) associated with the
non-SmartWay carrier(s). 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.
Details on data entry and which screens you will have to complete depending on your participation
level and input method selections are described in the Data Entry section below.
Carrier Subdivision Screen
NOTE: This screen is only applicable to the Way 4 participation level.
If you selected the Way 4 participation level, you may specify supplemental information to help you
further characterize your carrier use on this screen. For example, you can designate certain carriers used
for domestic or international routes. The optional information may be applied to any carrier and include
the following:
•	Company Identifier
•	ID Code
•	Inbound/Outbound/Internal
•	Domestic/International
•	Internal Shipper Segment 1
•	Internal Shipper Segment 2
You must complete this screen, the Mile & Weight Improvements screen, or the Modal Shift Impacts
screen if you selected the Way 4 level.
Activity Data Screen
NOTE: This screen is only applicable to the Way 3 and Way 4 level.
First provide detailed text describing the Data Source(s) used to estimate your mileage and ton-mile
data for your carriers. Be sure to indicate how you calculated the values, and where this data was
obtained.
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Next, identify any carrier fleets operated directly by the shipper company by checking the Shipper
Carrier box. This allows the Tool to exclude these carriers from the Scope 3 emissions calculations
provided in the Public Disclosure Report. See the Shipper Tool Technical Documentation for further
details on the Public Disclosure Reports.
Next specify a Data Availability option for each carrier. There are four Data Availability options:
a - Ton-miles and Total miles (preferred option),
b - Ton-miles and Average Payload,
c - Total miles and Average Payload, and
d - Total miles only
You should use the option for which you have the most reliable data:
•	If you have reliable data for both ton-miles and miles, you should select Option a.
•	If you don't have reliable miles data, but do have reliable ton-mile data, select Option b.
•	If you don't have reliable ton-miles data, but do have reliable miles data, select from options c
or d.
NOTE: LTL and Package carriers may not select Option d, due to the importance of estimating precise
payloads for these carrier types.
Choose the method that uses the most accurate data at your disposal for each carrier. 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.
If the carrier mode is rail, record total railcar-miles, or if barge, then record barge-miles, otherwise
specify total truckload-miles. Enter the data to the nearest whole number.
Data Availability Option a - Enter total ton-miles and total miles. Total miles corresponds to truck miles,
railcar 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
or railcar, 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.
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IMPORTANT: Correctly calculating Tort-Miles is critically important for the accurate
determination of your carbon footprint.
You can calculate your company's ton-miles as follows:
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one
mile. DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS - this
calculation effectively assumes your entire tonnage is transported on EACH AND EVERY truck, and will
clearly overstate your ton-miles.
There are two ways to calculate ton-miles:
1.	Companies can determine their average payload per carrier, multiply the average payload by
the total miles per carrier, and sum the results for all carriers for the reporting year; or
2.	Set Ton-miles per carrier = (total miles per carrier x total tons per carrier)
total # of trips per carrier
To check your estimate, divide ton-miles by miles. The result is your fleet-average payload. If this
number is not reasonable, please check your calculations.
% SmartWav Screen
The % SmartWay screen calculates your % SmartWay Value, reflecting the fraction of miles, ton-miles,
or user-provided custom metric attributable to SmartWay carrier partners.
The % SmartWay Value is used to help determine eligibility for SmartWay Excellence Awards for Way 3
and Way 4 participants.
Carriers identified in the Input Carriers screens are automatically carried over to this screen. If you
selected the Way 3 or Way 4 participation level, the fractional mileage and ton-mile amounts
attributable to each carrier are also shown here and may be used as weighting factors across your
carriers to calculate your % SmartWay Value. There are no data requirements if you select to use ton-
miles or total miles as the weighting factor on this screen.
If you selected the Way 2 participation level or would like to use something other than ton-miles or total
miles, you must specify an alternative weighting factor to apply across the different carriers, such as the
percentage of total payments, the percentage of total weight or total packages, or an alternative
"custom" for calculating your % SmartWay Value. In this case you must enter the type of data you use
for your percentage allocation estimates using the drop-down menu at the top of the screen, and then
enter the percent allocated to each carrier. Percentages must sum to 100. You must also document the
custom factor methodology in the text box presented at the lower left of the screen.
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Note: If you are participating at the Way 2 level, you will not see the Ton-Mile or Total Mile columns
presented on the % SmartWay screen.
Mile & Weight Improvements Screen
NOTE: This screen is only applicable to the Way 4 participation level.
This screen allows users to estimate the emissions savings impacts for a range of activities and best
practices which impact the emission footprint of the transportation supply chain (e.g., reducing miles
traveled in the transportation network through route or cube optimization, or reducing weight through
package reduction, among others). You should have data about your company's activities or possible
activities to complete this screen. You must complete this screen, the Carrier Subdivision screen, or the
Modal Shift Impacts screen if you selected the Way 4 level.
Modal Shift Impacts Screen
NOTE: This screen is only applicable to the Way 4 participation level.
The Modal Shift Impacts screen allows partners to evaluate the emissions impact of moving to different
modes (e.g. truck-to-rail or rail-to-barge). You need data about potential modal shifts in order to
complete this screen. You must complete this screen, the Carrier Subdivision screen, or the Mile &
Weight Improvements screen if you selected the Way 4 level.
Step 7: Review Your Results
Now that you have identified your carriers and provided the required activity information, you must
examine your company's emission performance and mass emission estimates by selecting the Review
Your Results button under Step 6 on the Home screen. Carefully review the three reports shown on the
Emissions Summary, Carrier Performance, and Truck Carrier Performance (SmartWay Category Detail)
screens. These reports provide high level emissions and performance summaries as well as detailed
breakouts by mode and for specific carriers, as well as by other category groupings. Review the results
carefully for any anomalous results that may indicate possible carrier and/or activity data entry errors.
You will not be allowed to proceed through the Tool until you view each of these three screens. Once
complete you can return to the Home screen.
Additional SmartWay Resources
After completing Steps 1 - 7 on the Home screen, EPA strongly encourages you to explore the optional
sections of the Tool available at the bottom of the screen before completing your submission. Four
options are provided in this section including the following.
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View Summary Data Reports - this button gives you access to 14 reports to help you understand your
data and use it to make better performance decisions, including the new Public Disclosure Report
containing Scope 3 emissions.
Feedback and Recruiting Assistance - On the Suggestions screen, you may respond to some or all of
these questions in order to provide feedback regarding the various aspects of the SmartWay program.
SmartWay values your feedback. Any information you provide will be used to improve the program, and
will be kept confidential. Use the scroll bar to the right to display additional questions. On the Recruiting
Targets screen, you may select up to 10 of your largest non-SmartWay carriers to help target companies
for potential recruitment into the program.
Year-to-Year Performance - The Year-to-Year Performance Report allows the user to compare the
company characteristics and activity values, as well as performance metrics for the current year with
those of the prior year. This report is particularly helpful in identifying any changes that may have
occurred since your last reporting period, determining trends in activity and performance over multiple
years, and performing general quality assurance of the inputs used for your current Tool.
Visit the Partner Portal - You may select the Visit the SmartWay Partner Portal button which will open
a web browser to the login page of the EPA SmartWay Portal. The portal provides access to a range of
useful documents and functions including the partner registration document, the SmartWay Partner
Logo, a sample press release, an online version of the feedback survey, and Awards information if
applicable.
Step 8: Generate Data File for EPA
Once data entry is successfully completed you will generate a file in XML format to send to EPA.
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Next Steps
Your next step is to download the detailed Shipper Tool User Guide and the Tool itself to begin
completing your Shipper Tool submission.
Please visit https://www.epa.gov/smartwav/smartwav-shipper-partner-tools-and-resources for
additional resources, including data collection worksheets and video tutorials.
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