2019 SmartWay Logistics, Multimodal, and Shipper Partner Tools: Guide to Importing Carrier Data Using the Outside Data Import Function, U.S. Version 2.0.18 (Data Year 2018)


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# % Agency	U.S. Environmental Protection Agency +
2019 SmartWay
Logistics, Multimodal, and
Shipper Partner Tools:
Guide to Importing Carrier
Data Using the Outside
Data Import Function
U.S. Version 2.0.18 (Data Year 2018)
EPA-420-B-19-023 I May 2019 I SmartWay Transport Partnership I epa.gov/smartway

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2019 SmartWay Logistics,
Multimodal, and Shipper Partner
Tools:
Guide to Importing Carrier
Data Using the Outside
Data Import Function
U.S. Version 2.0.18
(Data Year 2018)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
EPA-420-B-19-023
May 2019
4%	United States
Environmental Protection
\r ^1 # ^Agency

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U.S. Environmental Protection Agency^
Table of Contents
OVERVIEW	1
HOW THE DATA IMPORT FUNCTION WORKS 	2
PREPARING YOUR CARRIER DATA TO IMPORT INTO YOUR TOOL	4
Step l: Enter Company Level Data	4
Step 2: Create Your Carrier CSV File	5
Step 3: Populate The CSV File With Carrier Data From Your In-House Computer System	12
Step 4: Carrier Matching (Optional)	12
Step 4a: Populate The CSV File With Company-Specific Carrier Identification Information	12
Step 4b: Upload Your Carrier CSV File Into The Smartway Portal	14
Step 4c: Export Your Matched Carrier File From The Smartway Portal	15
Step 5: Import And Validate Your CSV File	15
Step 6: Enter Additional Data Into The Tool	19
APPENDIX A: SPECIAL CASES/CONSIDERATIONS	A-1
You Wish To Add More Carrier Data At A Later Date	A-1
You Have Manually Entered Carrier Data Into The Tool And Then Decide To Import Outside Data ..A-1
APPENDIX B: GLOSSARY	B-1
APPENDIX C: CSV FILE FIELD DESCRIPTIONS	C-1
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Overview
The SmartWay Logistics, Multimodal, and Shipper Tools have an Outside Data Import function. This function
reduces the need to manually enter carrier activity data by allowing you to create a data file that contains
your company's in-house carrier data in SmartWay's prescribed data format.
In response to companies that have had difficulty matching the carrier information in their databases with the
data that carriers submit to SmartWay, a carrier matching function was added previously that enables
partners to identify which of their current carriers are SmartWay Partners. This matching function can be
found in the SmartWay Portal.
Note that the Data Import functionality is only available in the Shipper Tool for partners participating at the
Way 3 or Way 4 level and who specify Data Import as the Input Method in Step 5 on the Home screen.
THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:
you use a relatively large number of carriers (both SmartWay and/or non-SmartWay) and you
have an in-house data collection system that contains carrier activity data necessary to
populate your SmartWay Tool for submission to EPA.
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How the Data Import Function Works
This function allows you to import data from your in-house data tracking systems directly into your Tool.
To input your company's carrier data into the Tool, you will create a Comma-Separated Values (CSV) file that
meets certain basic SmartWay specifications, and merge that file with your in-house data to produce a
complete profile of your carriers' activity.
This CSV file will be uploaded into the Tool and will save you the time of manually entering data to calculate
your emissions footprint and/or percent SmartWay (% SmartWay).
In addition to your carriers' activity data, you may add company-specific carrier identification information
and/or carrier contact information into the CSV file described in the previous section. You may now add up
to 13 extra fields of carrier identification information and 3 fields of carrier contact information to your file. The
new fields include:
Carrier name as it appears in your company's system/database
Up to three Internal Carrier ID codes from your company's database system
% SCAC
% MCN
% DOT
% NSC
Street address
% City
¦*> State / Province abbreviation
ZIP / Postal code
Phone number
Contact's email address
Contact's correspondence name
Preferred language of correspondence
In future years this information will be available as additional match criteria in the SmartWay Partner Match
function accessible from the SmartWay Portal. These fields must be formatted in a specific way in order to
work with the SmartWay tools and database; file preparation and format is described in the next section.
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SmartWay suggests that you use Microsoft Excel to develop and modify your CSV files. Excel has standard
support for CSV files, in that it can easily read and write this type of file.
You must ALWAYS save your file as a CSV file. Ifyou accidently save
your file as an Excel workbook, you can easily change the format back to a CSV file
by using the "Sa ve As" function in Excel.
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Preparing Your Carrier Data to Import into Your
Tool
Step 2: Open your Logistics Business Unit/Shipper Company and proceed to the Import/Export
screens to create your CSV File
Step 3: Populate the CSV file with carrier data from your in-house computer systems
^ Step 4: Carrier matching (OPTIONAL)
¦	Step 4a: Populate the CSV file with your company-specific carrier identification information
¦	Step 4b: Upload your Carrier CSV file into the SmartWay Portal
¦	Step 4c. Export your matched carrier file from the SmartWay Portal
¦*> Step 5: Import and validate your CSV file
¦*\- Step 6: Enter additional data into the Tool
Please note that due to the variability in Partner data systems, EPA does not have the
resources to assist you in creating and importing this file. You should rely on your own in-
house IT/MIS computer staff.
STEP 1: ENTER COMPANY LEVEL DATA
Before you can import outside data, you must take these initial steps for completing your Tool:
1.	Enter your company name and contact information.
2.	Define your business unit(s)1
3.	Download the latest carrier data file.
4.	For the Shipper Tool only select your Participation Level and Data Input Method.
a. You must select either the Way 3 or Way 4 participation level; data import is not available for
There are six steps to preparing your CSV file for import into the Tool.
Step 1: Enter your company level data
partners who select Way 2.
Terminology varies with Tool: Logistics users define "business units", and Shippers define "companies".
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b. You must select Data Import as the Input Method.
5.	When you have at Least one business unit defined, you can then import carrier data for that business
unit.
6.	Double click on the business unit name on the Home screen.
Once you have performed these five steps, you will be ready to use the Outside Data Import function.
STEP 2: CREATE YOUR CARRIER CSV FILE
There are three basic methods for creating your Carrier CSV file:
V- Option 1 — Export a Master CSV File: This method can be used if you have a very large number of
SmartWay Carriers. With this approach, you generate a CSV file complete with all current SmartWay
Carriers in the correct format (using the "Export Master File" button on the "Export carriers" tab). You
can then open this CSV file in Excel and delete any SmartWay Carriers you don't use, and enter data
regarding activity and other details related to how you use your carriers.
V- Option 2 — Manually Build a Carrier CSV File: This method is a good option if you have a smaller
number of carriers (e.g. 100 or fewer) that you can manually identify. In this approach, you manually
select carriers in the Tool and then export a CSV file (using the "Export Selected Carriers" button on
the Export Carriers tab) that can then be populated with data from your in-house data system.
Option 3 — Create a Carrier CSV File from Scratch: If you have a large number of carriers (e.g., 100
or more) you may choose to create your CSV from scratch using your in-house system. If you choose
this approach, the best way to ensure compatibility between your file and the Tool is to review the
example Carrier CSV file. This will aid your IT staff in producing a CSV file with the correct format.
Once you have created a Carrier CSV file, you can use the matching function to identify and match which of
your carriers are SmartWay carriers. If this is the first reporting year you have used the matching function, you
can match your carrier data with data SmartWay Carriers have submitted using identification fields you have
in your database, including the carrier's address, phone number, SCAC code, MCN code, and/or DOT
number.
In future years you can match your carrier data with carrier data in SmartWay by including your own unique
identification data in the Carrier CSV. For example, if you have a unique Carrier ID for each of your carriers,
include that in the Carrier CSV this year so that this information is stored in the SmartWay database. Then in
subsequent years, when you include your unique identifier in the Carrier CSV file, you can use the SmartWay
Portal to find your carriers for the current reporting year. Your company-specific match data is not shared
with other companies.
The steps to use the new carrier matching function are:
1. Create your Carrier CSV file
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2.	Import your Carrier CSV file into the SmartWay Portal
3.	Export your matched carrier file from the SmartWay Portal
4.	Import your matched carrier file into the Tool
5.	Edit your carrier identification information (optional)
These steps are incorporated into the complete set of steps for the import function in the "Preparing Your
Carrier Data to Import into Your Tool" section below.
Step by step instructions for all three data import/export methods follow.
Option 1: Export A Master CSV File
1. Select the Export Carriers Tab.
Input Carriers
Activity Data
-Ji* % SmartWay
Data Display
J
Instructions

ri^KWay Carriers 1 Manual
Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
Match My Carriers

2. Select the Export Master File button.
Export Selected Carriers
Export Master File
Detailed Instructions for Data Export/Import fpdf)
3.	A Save As screen will pop up.
4.	Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder on your
computer for which you have read/write access.
File name:
CarrierDataMaster. csv
Save as type:
C5V Files (*.csv)
5.	Open this CSV file in Microsoft Excel (recommended) or other software that supports CSV files.
6.	Delete any SmartWay Carriers that you did not use during the reporting year.
7.	Note that the first 19 rows in the master file represent non-SmartWay carriers. If you used any non-
SmartWay carriers you must account for their combined mileage and/or ton-mileage in the
appropriate non-SmartWay designation.
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8.	Save this modified CSV file to your designated computer folder.
9.	Proceed to Step 3 on page 15 ("Populate the CSV file with Carrier Data from Your In-house Computer
Systems").
Option 2: Manually Build A CSV File
1. Navigate to the Manual Input SmartWay Carriers tab:
a. In the Logistics and Multimodal Tools, select the Manual Input SmartWay Carriers tab directly.
Input Carriers
Activity Data
% SmartWay
^^JtffaDisplay
1
Instructions
Manual Input SmartWay Carrier
Manual Input Non^j
^OTay Carriers
Other Input Options
b. In the Shipper Tool, select the Manual Input tab and then select the Manual Input SmartWay
Carriers tab.
Input Carriers
Carrier Subdivision
Activity Data
1 «
% SmartWay
Weight Ir
Instructions
Outside Data Import
Export Carriers
Match My Carriers
Manual Input
r

| Carrier Subdij
r*1
^Activity Data
% SmartWay
M ile & We
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
| Data Import |
2. Select your SmartWay Carriers using the Tool's user interface filters (e.g., the Carrier Name box, the
Carrier Mode drop-down list box, the SmartWay Category drop-down list box, the SCAC, MCN, DOT
and/or NSC box, and the Address/City/State/Zip boxes). An example selection screen is shown
below for the Logistics Tool.
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irrier Mode | SmartWay i
-ZJ Category _ZJ
i 3 [« 3
Agitable SmartWay Carriers; 3,611
:
Addressl I
City I
State i
ZIP f
"3
Remove Filter
Carrier Mode
owley Puerto Rico Services, Inc.
obin International Transport
.ogistjcs Corp
Logistics
MC890026
DOT2557559
9487 Regency Sqt
P.O. Box 571
1685 H Street #7f"
3
1st Choice Logistics LLC
3 Rivers Logistics, Inc
4Front Logistics, Inc.
Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
Logistics
Logistics
Logistics
FCOS
TVQI
FFFG
MC833561
MC376181
MC956386
DOT2423750
DOT2225931
DOT2856828
I
5800 3rd Street
60 Doughboy Roai
318 W. Adams
: Str —' I
Selected SmartWay Carriers: O Carrier Mode
HELP
Screen
Demo
3. As you find each of your carriers, select the 'Add Selected Carriers to List Below' button. When you
use this button, the carrier selected in the upper List box will be added to the List in the "SeLected
SmartWay Carriers" box at the bottom of the screen.
Add Selected Carmen, to List below
(Press tlie CTRL button to select multlfrfe tte
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5. Enter the total number of non-SmartWay carriers used by your company in the reporting year, and
specify their modes (truck, Logistics, rail, barge, air, and/or multimodal) by selecting the appropriate
non-SmartWay carrier(s) from the list and selecting the "Add Selected Carrier Types to List Below"
button.
Activity Data
% SmartWay
Instructions
Manual Input SmartWay Carriers
Other Input Options
Enter your non-SmartWay carrier information on this screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Non-SmartWay Carriers
Total Number of Non-SmartWay Carriers for this Business Unit: !
Please check this box to indicate that all Non-SmartWay Carriers have been added for this business unit I-
AVAILABLE NON-SMARTWAY CARRIER TYPES ? |
Carrier Type
Carrier Mode
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
non-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - Auto Carrier
non-SmartWay Truck Carrier - Dray
non-SmartWay Truck Carrier - Expedited
no Smart a Truck Ca te Flatbed
Barge
Logistics
Multimodal
Truck
Truck
Truck
Truck
1 ' —
~3
J
Add Selected Carrier Types to List Below
SELECTED NON-SMARTWAY CARRIERS
Carrier Type
(Press
button to select multiple items)
Carrier Mode
non-SmartWay Air Carrier - Long Haul
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
rion-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - General
Delete Selected Carrier Types
Air
Barge
Logistics
Multimodal
Truck
HOME
VALIDATE
SCREEN
Screen
Demo
6. Once you have selected all of your SmartWay and non-SmartWay carriers, go to the Export Carriers
tab:
a. In the Logistics and Multimodal Tools, first select the Other Input Options tab and then select
Export Carriers
Input Carriers
Activity Data j % SmartWay
Data Display

Instructions
Manual Input SmartWay Carriers
Manuj^
Non-SmartWay Carriers

Other Input Options
Outside Data Import
L
Export Carriers
¦
Match My Carriers
'
b. In the Shipper Tool, first select the Data Import tab and then select Export Carriers.
Input Carriers
Carrier Subdivision
Activity Data
% SmartWay
Mile & We
Manual Input SmartWay Carriers J
Manual Input Non-SmartWay Carriers
| Data Import |
Input Carriers
Ca r rier Su bd ivision
Activity Datp/f°/a SmartWay
Mile & Weight
Instructions
Outside Data Import
Export Car Hera
r
Match My Carriers
Manual Input
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Note: Steps 7 and 8 are for Shipper Tool users only,
7. Select the Carrier Subdivision tab.
Input Carriers
Carrier Subdivision
Activity Data
% SmartWay
Enter any distinguishing data you wish for each carrier selected, such as inbound/outbound and
domestic/international designations on this screen. Begin by selecting a carrier in the "All Selected
Carriers" box at the top of the screen. Then highlight the carrier name in the lower box. At this time
the optional carrier descriptor cells will become active at the bottom of the screen. After entering the
desired information, select the "AppLy Descriptive Data to Selected Carrier" button to save your
data. Repeat this process for as many of your selected carriers as needed.
Input Carriers
Carrier Subdivision
Activity Data % SmartWay Mile & Weight Improvements Modal Shift Impacts
This screen allows you to add information to characterize your carriers and to subdivide your carriers' activity by various designations. As a Way 4 Shipper
you need to complete either this section by subdividing at least one carrier or complete the Mile & Weight Improvements or Modal Shift Impact sections.
All Selected Carriers: 3
SmartWay
Carrier Mode Category
A.M. Transport Services, Inc.
A.M.Transport Services, Inc.
Logistics
Logistics
jJ
Add Row for Selected Carrier
AMNO
AMNO
MC224875
MC224875
DOT221471 N/A
DOT2214717
Carrier Rows for non-SmartWay Truck Carrier - Auto Carrier 2
Carrier Name
I Business Unit
I ID Code
I Inbound/Outbound
I Domestic/International I Internal ShiDDer Seament 1
non-SmartWay Truck Carrier - Auto Carrier
non-SmartWay Truck Carrier - Auto Carrier
test

Outbound

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11. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder on your
computer for which you have read/write access.
12. Proceed to Step 3 on page Error! Bookmark not defined, below ("Populate the CSV file with Carrier
Data from Your In-house Computer Systems").
Option 3: Create A Carrier CSV File From Scratch
You may also choose to create your Carrier CSV file from scratch using your in-house data system.
Provide these instructions to your technical support staff that manage your in-house system. They should
follow these general steps:
1. Review the example Carrier CSV file for the required format.
2. Carrier CSV files generated by a SmartWay tool contain several rows of explanatory text at the top of
the file. These rows are ignored when the file is being read by either the SmartWay tool or the Carrier
Matching function in the SmartWay Portal. The code that processes these files looks for the value of
Carrier ID' in the first comma delimited field. The SmartWay code that reads this file ignores all of the
rows in the CSV file until it finds one of these values in the first field. These values indicate that this is
the column header row. Following the column header row are one or more carrier data rows.
3. The first 24 fields are fixed. This data contains either SmartWay identification information to match
this data with the carrier performance metrics in the SmartWay Carrier Data File as well as your
activity data for each of your carriers.
4. Starting in the 25th field is the new Carrier Identification data you can optionally include to match your
carrier data from your in-house system with the current reporting year carrier data in SmartWay. The
data in these columns is not fixed but instead identified by column header. The column header
names are not case sensitive.
Once you have the Carrier CSV file in the correct format, you are now ready to proceed to Step 3.
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STEP 3: POPULATE THE CSV FILE WITH CARRIER DATA FROM YOUR IN-HOUSE
COMPUTER SYSTEM
1. Open the CSV file you created in the previous step.
2. At the top of the file are important warnings and descriptions of the data that need to be entered in
each column. These warnings and descriptions can be deleted from your CSV; however, do not
change the header row that begins with the label "Carrier ID."
NOTE: A List of the CSV fields can also be found at the end of this document, including a List of
valid values.
EPA recommends that you save a backup copy of the CSV file at periodic intervals with
different file names in case you make a mistake.
3. Populate the CSV file with carrier data from your in-house spreadsheet.
You will need to work with your company's IT department to develop the best way to
merge your in-house data with the CSV file's fields; EPA cannot provide support on data
merging procedures.
4. Save your completed CSV on your computer — again, make sure that you save the file as a CSV file
(with the .csv extension), or it will not load into the Tool.
At this point, if you do not wish to use the carrier matching function and include company-specific carrier
identification information, you should skip to Step 5: Otherwise you are now ready to upload and import your
final CSV file into the SmartWay Tool. Proceed to Step 4 to include carrier matching information.
STEP 4: CARRIER MATCHING (OPTIONAL)
If you wish to take advantage of the carrier matching function in the SmartWay Portal, you will continue
populating the CSV file at this point before visiting the SmartWay Portal and running the matching process.
STEP 4A: POPULATE THE CSV FILE WITH COMPANY-SPECIFIC CARRIER IDENTIFICATION
INFORMATION
1. Continue working with the CSV file you created in the previous step.
2. Starting in Column Y, you may populate up to 16 columns with your own company-specific carrier
identification information and carrier contact information. Start by populating the header row (i.e. the
row that includes the label "Carrier ID" and the other activity data column headers) with one of the 16
allowable column headers for carrier identification information. The allowable column headers and
the expected information for the columns are:
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Carrier Identification Information
Column Header
Carrier name as it appears in your company's
syste m/data base
MyCarrierName
An Internal Carrier ID code from your
company's database system
MyCarrierlDi
An Internal Carrier ID code from your
MyCarrierlD2
company's database system
An Internal Carrier ID code from your
company's database system
MyCarrierlD3
SCAC
MyCarrierSCAC
MCN
MyCarrierMCN
DOT
MyCarrierDOT
NSC
MyCarrierNSC
Street address
MyCarrierStreetAddress
City
MyCarrierCity
State abbreviation
MyCarrierState
Postal code
MyCarrierZI PCode
Phone number
MyCarrierPhoneNumber

Carrier Contact Information
Column Header
Contact's emaiL address
MyCarrierEmailAddress
Contact's correspondence name
MyCarrierContactName
Preferred Language of correspondence
MyCarrierContactLanguage
You may include as many or as few of these 13 allowable identification information columns and 3 contact
information columns as you wish. The order of the columns in your CSV file does not matter, however you
must add them as a contiguous section (i.e. you cannot have a blank column between populated columns),
starting in the 25th field, which is column Y if you are viewing in Excel. For example, if you wanted to include a
column for an internal carrier ID from your database, the carrier name as it appears in your database/system,
and the SCAC from your database, you would enter "MyCarrierlDi" in the header row in the 25th field (Column
Y in Excel), "MyCarrierName" in the 26th field (Column Z in Excel), and "MyCarrierSCAC" in the 27th field
(Column AA in Excel).
NOTE: The column header(s) you add to the CSV file must match those listed above EXACTL Y.
Your CSV file will be invalid if the header column names do not match.
In the future, the carrier contact information shown above may be used to send emails to your carriers once
these data have been uploaded into the SmartWay Portal (see Step 4b below). You may then use this
information to send emails to your carrier reminding them to submit their data to SmartWay for the current
reporting year, or to encourage non-SmartWay carriers to join the Partnership. Please note that this email
feature has not yet been implemented but may be available in future years.
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In order to send an email to one of your partners, you will need to supply the email address of your contact
with that carrier (i.e., you will need to add a column with header MyCarrierEmailAddress to your CSV file). In
addition to their email address, you can also provide the contact's name which will then be inserted into the
email automatically (included in the column MyCarrierContactName). Emails to partners can be sent in either
English or French (in column MyCarrierContactLanguage).
3. For each column you have added starting in the 25th field (Column Y in Excel), populate the carrier
rows with your company-specific information. The values you enter are validated to ensure they are
100 characters or less. In addition, if you include the preferred language of correspondence (in a
column labeled MyCarrierContactLanguage), the value must be "English" "French" "Anglais" or
"Frangais" (the value must match EXACTLY to one of these four values).
You will probably need to work with your company's MIS/IT department to develop the
procedures to extract your in-house data with this file format; EPA cannot provide support on
data extraction procedures.
4. Save your completed CSV on your computer — again, make sure that you save the file as a CSV file
(with the .csv extension), or it will not load into the SmartWay Portal or the Tool.
You are now ready to upload and import your CSV file into the SmartWay Portal.
STEP 4B: UPLOAD YOUR CARRIER CSV FILE INTO THE SMARTWAY PORTAL
After creating your Carrier CSV file, you can upload your file into the SmartWay Portal to find matching
carrier records in the SmartWay database. The new Portal function will attempt to match your carriers using
the fields contained in your CSV file (e.g. street address, SCAC, etc.).
The SmartWay Portal contains detailed instructions on how to run the matching process, including the ability
to send 'reminder' emails to your carriers. Once you have finished using the Carrier Matching function in the
SmartWay Portal you will then create a new Carrier CSV file that includes the SmartWay Carrier ID
information which can then be imported back into your Tool. Because this new CSV file contains SmartWay
Carrier ID information, your carriers will automatically match and be recognized as SmartWay carriers.
NOTE: If this is the first time you have included unique carrier identification information in your CSV file (e.g.,
an Internal Carrier ID), the function in the SmartWay Portal will not be able to find matches using these new
fields, but will be limited to common identification fields such as the carrier's address, SCAC, MCN, NSC, and
DOT. However, if you include your unique carrier identification information it will be stored in the SmartWay
database so that it can be used in subsequent years for quick and accurate matching. Any unique carrier
identification information you supply is not shared with any other SmartWay partners, but is strictly used for
matching your carriers in subsequent years.
https://app4.era.com/smartwavweb/portal/epaloain.cfm?CFID=i6?i276&CFTOKEN=247afcf87?i0?fefi-
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B6F"^Eg;?A-EDi6-BE6D-68';;':!28Q4DD72i82?. Then follow the instructions regarding carrier identification to
upload your CSV file and match your carriers.
STEP 4C: EXPORT YOUR MATCHED CARRIER FILE FROM THE SMARTWAY PORTAL
When you are finished with the matching process within the SmartWay Portal, follow the instructions to
export your carriers to a Carrier CSV file. You are now ready to import your final CSV file into the SmartWay
Tool
STEP 5: IMPORT AND VALIDATE YOUR CSV FILE
Once you have created your matched carrier data from the SmartWay Portal, you will import it into your
SmartWay Tool On the main Home screen of the SmartWay Tool, select the business unit into which you will
be importing your CSV file.
1. You will now select the "Outside Data Import" tab under Input Carriers (available directly in the
Shipper Tool and after selecting the Other Input Options tab in the Logistics and Multimodal Tools).
| Input Carriers

Activity Data
% SmartWay
Data Display

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

I Input Carriers

Activity Data
% SmartWay
Data Display

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

USE OF THIS SCREEN IS OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Business Units with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight management
software or related data systems. Please select the button labeled 'Detailed Instructions for Data Export/Import' below to obtain detailed information on how
to prepare a CSV (comma separated values) file for import into the Tool.
If you have prepared a CSV file containing your company's carrier activity data, you may import the data file into the Tool by selecting the 'Select File' button to
the right in order to find the appropriate file on your computer or network. Once you have specified your CSV file's location, select the 'Validate File' button
below to check the file for proper format and content. Depending upon the size of the file this process may take several seconds. A progress bar indicates the
percentage of your file that has been validated.
Once completed, the number of valid and invalid records will be shown on the screen, along with a description of errors and/or warnings associated with specific
records at the bottom of the screen. After reviewing these messages, you maraither update your CSV file offline and repeat the above steps, or continue and
import the file into the Tool by selecting the 'Import File' button. A separat^Jrogress bar will indicate when your file import is complete. When finished
importing, select the Next button to continue.
File Path:
j^^SelectFile... | Validate File | Impor t File ] Detailed Instructions for Data Export/Import (pdf)
Import Status
Total Records Valid Records Invalid Records
1 1 1 r
2. Choose the Select File button on the Outside Data Import screen.
3. Select the matched Carrier CSV file you created in the SmartWay Portal, and select the Open button.
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4. After specifying the file path, you need to validate the data in your CSV file by using the Validate File
button. This performs an initial validation of the data in your CSV file.

Select File...

Validate File
5. After the validation is complete, the Tool will display a list of errors and warnings for your review, and
it will display a count of total records and valid records summarizing the validation results.
C: \£martwayV»1ATCH. csv
Import Status
File.,. || Validate File I Import File | Detailed Instructions for Data Export/Import fpdfl
Total Records Valid Records Invalid Records Validating Record 8 of 8
I 5 | 5 | 0
If your file contains errors or warnings, a message box will appear at the bottom of the
screen identifying what they are. You may still import the file e ven if warnings or errors are
detected, although any data field failing validation may be ignored or may ha ve been set
to zero. In that case, corrections can be made to the CSV file or within the Tool after
importing your data.
6. The Import File button will now be enabled if there is at least one valid carrier entry in the file,
allowing you to import your CSV file.
7. To import the file, select the Import File button.
WARNING: At this point the system will delete any current carrier records you may have
entered for this company using the Manual Input screens, as well as any Data Source
descriptions you may have entered on the Activity Data screen.
8. After importing your file, text will appear saying "Import successfully completed."
Once you have imported your Carrier CSV file into the Tool, you may augment, correct, or modify any of the
carrier data using the Tool screens. You may also view and edit any of the carrier identification information
you included in your CSV file (i.e. any of the 16 fields discussed above that you included in your file). To view
and/or edit this carrier identification information:
Select the Match My Carriers tab under "Input Carriers" (available directly in the Shipper Tool and
after selecting the Other Input Options tab in the Logistics and Multimodal Tools).
Input Carriers
1
Activity Data
% SmartWay | Data Display
1
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options 1
Outside Data Import
Export Carriers

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2. Select the Step 5, Edit my carrier identification information button
Input Carriers
Activity Data
% SmartWay Data Display

Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options

Outside Data Import
Export Carriers
Match My Carriers
Logistics and Shipper companies may have difficulty matching their carriers with the SmartWay carriers listed in the Logistics and Shipper Tools, due to slight
differences in company names, fisted address, point of contact, etc. SmartWay has developed a function that allows partners to match their carrier lists
from their in-house data systems with the data submitted by current SmartWay carriers. Matching carrier lists will make it easier for partners with a large
number of carriers to quickly and accurately complete their SmartWay Tool. Follow the steps below to match your carrier list with the list of current
SmartWay carriers, allowing you to fill out your Tool more accurately and efficiently.
Step 2. Import your Carrier CSV file into the Partner Portal
Step 3. Export your matched carrier file from the Partner Portal
file into this Tool

Step 5. Edit my

identification Information
You can find more information by selecting the "Detailed
Detailed Instructions for Data Export/Import fpdfl

Data Export/Import (pdf)" or "Visit the Partner Portal" buttons below.
Visit the Partner Portal
Help us improve the carrier matching function by providing recommendations on the Suggestions screen under Step 6 of the Home screen.
3. Select Next on the popup screen.
Match My CirntQ X
Step 5. fcdit ray carrier identification Information
I* you would kt» to vie w or any of the carrier idert fk aton hfo-rmton you included r your mpoted
CSV le 'te. any of che 16 fieCs cescrbec m step 1 chat vol mcuced ri vol' fle), you rrarv 3o so or che
next screen. The earners you have mp-orted/selected are feted there, mctiricQ the identification fields
you imported. You can scrol through your earner to ve* and/or edit the oata for each carrier, Any
charges you nalte wil be saved r che Tool and upoaced nta trie inarcWav dataoase. Because these
dentficatton t rids. wl bo used to find your osiers in future years, we si. jcjrsr. usrig data value* ttat are
unltoe^ to chanae over cme.
Select 'Next' to continue ane vtew/edt your carter dencrtcatton nfomrator ar 'dose" to return to the
D'evwus screen.
ZOOM
IN
CLOSE
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4. The carriers you have imported are included in the listbox on the screen, including any identification
information columns and data you imported. You can scroll through the list to view the data for each
partner.
The carriers you have imported or selected are included in the list below, including the identification information you imported. Scroll through the list to
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the values in the text boxes below the list. Select
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box once applied. To add/remove
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new carrier identification
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to continue.
All Selected Carriers:
MyCa rrierNa m e
MyCarrierlDl
| MyCarrierID2
| MyCa rrierID3
| MyCarrierSCAC
| MyCarrierMCN
I MyCarrierDOT
1 My<

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

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

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

Badger Refrigerated Express, Inc.
Badger Refrigeratec
a005
mno
delta
BXGI
MC294455
8525852
326
Barefoot Express Inc
Barefoot Express
a006
pqr
P<
BFXP

3696369

Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH
MC326257
7414741
123-
non-SmartWay Logistics Carrier
US Trucking
a008
vwx
lambda
LAMB
3257489
1591595

^
-Ll
MyCa rrierNa me
|amx Logistics
MyCarrierlDl
jaOOl
MyCarrierID2
[abc
MyCarrierID3
J alpha
MyCarrierSCAC
|amxa
MyCarrierMCN
|MC196425
MyCarrierDOT
|3164975
MyCa rrierNSC
15278596
MyCa rrierStreetAdd ress
1123 Main Street
MyCa rrierCity
|brenham
MyCa rrierState
MyCa rrierZIPCode
MyCa r rierPhon eNumber
MyCarrierEmailAddress
MyCarrierContactName
MyCa r r ie rCon tactLa nguage

1 aipha@soiutions.com
x "IIH Edits
SmartWay
Guide to Importing Carrier Data Using the Outside
Data Import Function | Preparing
to Import your Data 18
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5. To edit the information for a carrier, select the carrier from the List and edit the values in the text
boxes below the List. Select "Apply Edits" to save changes to the carrier or "Cancel Edits" to discard
changes. Your edits will be reflected in the listbox once applied.
The carriers you have imported or selected are included in the list below, including the identification information you imported. !
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the values in the text
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box c
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to continu
All Selected Carriers:
MyCa rrierNa me
| MyCarrierlDl
| MyCa rrierID2
| MyCarrierID3
| MyCarrierSCAC
| MyCai

AMX Logistics
aOOl
abc
alpha
AMXA
MC196I
B&H Freight, Inc
BSH Freight
aOQ2
def
omega
BHFR
MC423
B.E.S.T. Inc. dba Go Best Logistics
Go Best Logistics
a003
ghi
phi
GBLW

Backhaul Direct, LLC
Backhaul Direct
a004
jkl
zeta
BHDR,BHDS
MC500
Badger Refrigerated Express, Inc.
Badger Refrigeratec
a005
mno
delta
BXGI
MC294
Barefoot Express Inc
Barefoot Express
a006
pqr
pi
BFXP

Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH
MC326
non-SmartWay Logistics Carrier
US Trucking
a008
vwx
lambda
LAMB
325744
MyCa rrierNa me
MyCarrierlDl
MyCarrierID2
MyCarrierID3
M yCa r rie rSCAC
MyCarrierMCM
MyCarrierDOT
MyCarrierNSC
MyCa rrierStreetAdd ress
MyCa rrierCtty
ABC Edit
abc
alpha
3164975
123 Main Street
MyCa rrierSta te
]tx
MyCa rrierZIPCod e
178958
MyCa rrierPhoneN umber
|5124878E
MyCa rrierE ma ilAdd ress
|alpha@sol
MyCa rrierContactNa m e
| Brad Carsc
MyCarrierContactLanguage
| EN GUSH
Apply Edits

X Cancel Edits

STEP 6: ENTER ADDITIONAL DATA INTO THE TOOL
In addition to carrier-specific information, the Tool will require you to enter additional information using the
Tool user-interface. This includes describing the
Data source for your activity data,
'v' Explanations for any data that is significantly outside expected ranges (e.g., high/low payloads).
You will also need to specify a % SmartWay option, and (for Shipper Tool users) a description of a Custom
Factor and associated data sources if you chose to use that option for your % SmartWay allocation.
After importing your carrier data, please review every screen among the data entry screens to verify
completeness. The Tool will prompt you when data is missing or in error. Alternatively, you may select the
Validate Screen button at the bottom of each screen, which will allow you to see all of the errors.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for approval.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Preparing to Import your Data 19
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U.S. Environmental Protection Agency
Appendix A: Special Cases/Considerations
The Outside Data Import function was designed so that you can also add more carrier data at a Later date. To
add carrier data, you should use the Export Selected Carriers option so that all of the carrier data in the Tool
is exported to a CSV file. You can then insert your additional carrier data into this exported CSV file using
Excel and then re-import the modified CSV file.
YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO
IMPORT OUTSIDE DATA
When you perform an Outside Data Import, all previously entered or imported carrier data in the Tool is
deleted. If you need to merge carrier data from the Tool with other carrier data, you can either manually
enter the additional information into the Tool, or enter it into an exported CSV file. If you chose the latter
approach, you should use the Export Selected Carriers button to export that data, and then add or
copy/paste your additional carrier data into this newly exported CSV, then re-import the updated CSV back
YOU WISH TO ADD MORE CARRIER DATA AT A LATER DATE
into the Tool.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix A A-1
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Appendix B: Glossary
DOT Numbers - Companies that operate commercial vehicles transporting passengers or hauling cargo in
interstate commerce must be registered with the Federal Motor Carrier Safety Administration and must have
a USDOT Number. Also, commercial intrastate hazardous materials carriers who haul quantities requiring a
safety permit must register for a USDOT Number. The USDOT Number serves as a unique identifier when
collecting and monitoring a company's safety information acquired during audits, compliance reviews, crash
investigations, and inspections. DOT numbers are strictly numeric and can be up to 7 digits in length.
Emissions Factors - Emissions factors express the rate emissions are generated by a given source per unit of
activity, such as grams per mile travelled or grams per gallon of fuel consumed. The SmartWay tools
combine emission factors from various sources with activity estimates provided by partners to estimate total
emissions for C02, NOx, and PM.
EPA's SmartWay Database - EPA maintains a database containing key SmartWay Partner information. This
database is used to create the SmartWay Carrier Data file.
MCN - This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field you can use to
visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to
merge SmartWay data with your carrier data. If you created your CSV file using one of the two Export
buttons on the Select Carriers screen, you should not change these values.
NSC - The National Safety Code (NSC) number, issued to fleets with Canadian operations. Has a different
format depending on the province.
SmartWay Category - This refers to the operation type category used for SmartWay truck carriers (e.g., TL,
Dry Van, Dray, etc.). Carriers are grouped by these categories to ensure an "apples-to-apples" comparison.
The emissions factors associated with truck carriers are the midpoint values for their SmartWay Category.
Note that other carrier types do not have differentiated ranking categories (i.e., all Barge carriers are grouped
in the same category for ranking). Also note that performance factors associated with rail carriers are based
on modal averages (for both SmartWay and Non-SmartWay carriers), based on publicly available
information, rather than on actual carrier performance.
SCAC - The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to identify
transportation companies. SCACs are assigned by the National Motor Freight Traffic Association, Inc.
(NMFTA). If you cannot remember your SCAC(s), please contact NMFTA before proceeding. You can find
NMFTA contact information at http://www.nmfta.ora/Paaes/ContactUs.aspx.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix B B-1
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Appendix C: CSV File Field Descriptions
Carrier ID - This is an internal identifier that can be used to identify your carriers. This number originates from
the SmartWay Database. A negative number identifies the carrier as a non-SmartWay carrier. If you created
your CSV file using one of the two Export buttons on the Export Carriers screen, you should not change
these values. If you are merging your carrier data with the SmartWay Carrier data using the carrier name,
carrier mode, and carrier SmartWay category, you do not need to specify this internal ID field.
Carrier Name - This is simply the name of the carrier. If you are using the internal Carrier ID field to merge
your data with the SmartWay data, you do not need to specify this field. If you are using this field to merge
the data together, the names must be an exact match, but the names are not case sensitive If you
created your CSV file using one of the two Export buttons on the Export Carriers screen, you should not
change these values.
Mode - In this field, the carrier mode must be identified as "Truck," "Rail," "Multimodal," "Barge," "Air," or
"Logistics." This field is required and must be an exact match if you are using carrier name, carrier mode, and
SmartWay category to merge the SmartWay data with your carrier data. If you created your CSV file using
one of the two Export buttons on the Export Carriers screen, you should not change these values.
SmartWay Category - This refers to the operation/equipment type category SmartWay uses for SmartWay
carriers; e.g., TL, Dry Van, Dray, etc. (For more information on SmartWay Categories, please see the Glossary
above.) If you created your CSV file using one of the two Export buttons on the Select Carriers screen, you
should not change these values. Valid values for Truck carriers are as follows:
¦*> Auto carrier
V- Moving
Dray
V- Package
¦*> Expedited
V- Refrigerated
Flatbed
V> Specialized
^ Heavy/Bulk
V- Tanker
% LTL/Dry Van
% TL/Dry Van
V- Mixed

The only valid value for Multimodal carriers is Truck/Rail. Rail, Barge, Air, and Logistics carriers do not have
specific names for their SmartWay Category.
SCAC - This is a truck carrier's Standard Carrier Alpha Code. This is an optional field you can use to visually
determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to merge
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SmartWay data with your carrier data. If you created your CSV file using one of the two Export buttons on
the Select Carriers screen, you should not change these values.
MCN - This is a truck carrier's Motor Carrier Number. This is an optional field you can use to visually
determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to merge
SmartWay data with your carrier data. If you created your CSV file using one of the two Export buttons on
the Select Carriers screen, you should not change these values.
DOT Number - This is a truck carrier's US Department of Transportation number. This is an optional field you
can use to visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently
used to merge SmartWay data with your carrier data. If you created your CSV file using one of the two
Export buttons on the Select Carriers screen, you should not change these values.
NSC - The National Safety Code (NSC) number, issued to fleets with Canadian operations, has a different
format depending on the province, as shown below, where # signifies a number and (a) signifies a letter:
BC: #########
AB: AB###-####
SK: ####
MB: MB#######
ON: #########
QC: @-######-#
NB: NB#######
NS: @@@@@#########
PE: PE######
NL: NF@@########
YT: YT-###
NT: NT-#####
For ON, the NSC corresponds to the Commercial Vehicle Operator's
Registration (CVOR).
For QC, the NSC corresponds to the Politique devaluation des proprietaires
et des exploitants de vehicules lourds (PEVL).
Data Availability - This is an integer field whose valid values are a through d for most carrier types. The Data
Availability Option entered/selected for a carrier identifies which carrier activity data you have available. The
data that you enter in your CSV file for Ton-Miles, Total Miles, and Average Payload must be consistent with
the carrier's Data Availability Option. If you do not specify a Data Availability Option, the Tool will select a
default.
The four Data Availability Options are:
1. I know both Ton-miles and Total Miles (preferred)
2. I know Ton-miles and Average Payload
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3. I know Total Miles and Average Payload.
4. I know Total miles only.
Note that Data A vaiLabiLity Options for LTL, package, logistics, and multimodal carriers are
restricted to a, b, and c due to the difficulty allocating mileage fractions for these carriers
without payload-related information.
Ton-Miles - Depending on your Data Availability Option, this field may be required or ignored. The Ton-Miles
field is an integer that must not exceed 209,207,446,000.
Total Miles - Depending on your Data Availability Option, this field may be required or ignored. When
entered, this field will contain the total miles per year attributed to each truck, barge, air, and/or rail carrier.
The Tool assumes that miles entered for truck carriers correspond to (full) truckload-equivalent miles. Rail-
miles correspond to railcar miles. The Total Miles field is an integer that must not exceed
999.999.999.999.999'
Average Payload - Depending on your Data Availability Option, this field may be required or ignored. Enter
payload (in short tons - i.e., 2,000 lbs.) representing the average cargo weight per loaded trip. Average
Payload must be entered for Data Availability Options b and c. The Average Payload field is a numeric field
that must be greater than zero. Maximum allowable payloads vary by mode and truck operation category -
please see the Shipper Tool Technical Documentation for details. The total number of digits, including the
decimal point, must not exceed 5 digits.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix C C-3
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For more information:
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734) 214-4333
www.epa.aov/transportation-air-pollution-and-
climate-chanae
U. S. Environmental Protection Agency
National Vehicle and Fuel Emissions Laboratory
2565 Plymouth Rd.
Ann Arbor, Ml 48105
(734) 214-4200
www.epa.gov/aboutepa/about-national-
vehicle-and-fuel-emissions-laboratory-nvfel
EPA 420 B 19 023 | May 2019 | SmartWay Transport Partnership | epa.gov/smartway
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