United States
Environmental Protection
Mamu #* Agency
^vSmartWay
U.S. Environmental Protection agency»
2021 SmartWay
Truck Carrier
Partner Tool:
Quick Start Guide
U.S. Version 2.0.20 (Data Year 2020)
EPA-420-B-21 -001 I January 2021 I SmartWay Transport Partnership I epa.gov/smartway
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PDA Environmental Protection ^^\XSmartWay
* mAgency U.S. Environmental Protection Agency J
2021 SmartWay
Truck Carrier Partner Tool
Quick Start Guide
U.S. Version 2.0.20
(Data Year 2020)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
EPA-420-B-21-001
January 2021
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED 3
Is This The Right Tool For Me? 3
What Data Do I Need To Gather To Complete The Truck Carrier Tool? 3
What Software & Flardware Is Required For Completing The Truck Carrier Tool? 4
STEP 1 DATA COLLECTION REQUIREMENTS 6
Introductory Screens 6
Auto-Population 6
Data Requirements For Establishing Your Data Collection Year 6
Data Requirements For Section 1: Specify Official Partner Name 6
Data Requirements For Section 2: Enter Contact Information 7
Data Requirements For Section 3: Characterize Your Fleets 7
Data Requirements For Section 4: Fleet Data 9
Fuel-Specific Sections: Engine Model Year & Class, And Activity Information Screens 10
STEP 2 DATA ENTRY 11
Downloading The SmartWay Truck Carrier Tool 11
Flow To Set Security Levels For The SmartWay Tools 11
Entering Partner Name 11
Entering Contact Information 11
Completing The Identify Fleets Screen 14
Completing The Fleet Details Screen 14
Completing The Operation Screen 15
Completing The Body Types Screen 15
Reviewing The SmartWay Category Screen 15
Selecting A Fleet For Data Entry 16
Completing The General Information Screen 16
Completing The Engine Model Year & Class Screen 16
Completing The Activity Information Screen 17
Completing The Fuel Allocator Worksheet 18
Completing The Biodiesel Blend Worksheet 18
Entering Data In The Payload Calculator 18
Completing The Road Type / Speed Category Section 19
Entering Data In The Idling Flours Calculator 19
Completing The PM Reduction Screen 19
Completing The Data Sources Screen 19
Submitting Your Tool To EPA 20
STEP 3 RESULTS AND SUMMARY REPORTS 22
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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 TOOL FOR ME?
CANADA
US
NO
NO
YES
YES
YES
NO
Contact NRCan
Use Logistics Tool
Use Multimodal
Tool
Use this Truck Too/
Does your truck
fleet move more
than 5
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V- 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)
V- Percent split between US/Canada operations for each fleet
V- Quarterly International Fuel Tax Agreement (IFTA) statements1 (for activity data) for the reporting
calendar year
^ Fleet details for all fleets you control:
¦ SCACs, MCNs, DOT, and/or NSC number information
¦ Total inventory of vehicles in your fleet(s), sorted by vehicle class and engine model year, body type,
and operational category for the reporting calendar year
¦ Total miles, revenue miles and empty miles
¦ Total diesel, biodiesel and/or other fuel use for engine power by truck class
¦ Reefer fuel use by class (if applicable)
¦ Average payload by class
¦ Average idle hours per truck
¦ Use of particulate matter control equipment by truck class and engine model year (if applicable)
V- Data sources
^ SmartWay ID number (if this is not your first tool submission)
This data should be provided for all of your company's fleets. 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 TRUCK CARRIER
TOOL?
The Truck Carrier Tool was designed in Microsoft Excel using forms and Visual Basic for Applications (VBA)
macros and code. Completing the Truck Carrier Tool requires the following software and system requirements:
Supported Operating Systems
V- Microsoft Windows 7 or later
¦ Includes Windows 7, Windows 8 and 8.1, and Windows 10
1 If applicable - for Class 7, 8a and 8b trucks only.
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¦ The Tool should also be compatible with Windows XP if all other requirements are met as well.
However, Windows XP has reached end of support and Microsoft and this may affect tool performance.
System Requirements
^ IBM Pentium processor or greater
V* 2 GB Ram
V-- 100 MB disk space
V- Monitor display setting of 1,024 x 768 or greater
Software Requirements
V- Microsoft Excel 2013 or later
¦ Includes Excel 2013, Excel 2016 and Excel in Office 365
¦ Must be the one-time purchase version of Microsoft Excel installed on a PC or the Office 365
subscription desktop version of the application; cannot run with Microsoft Excel online or through
OneDrive online
¦ The Tool should also be compatible with Excel 2007 and Excel 2010 if all other requirements are met as
well. However, Excel 2007 and Excel 2010 have reached end of support and Microsoft no longer
provides technical support, bug fixes, or security fixes. This may affect tool performance.
Microsoft Excel Security
Since the Tool employs macros, Excel macros must be enabled to use the Tool. If necessary, follow the
directions on the first screen of the Tool to enable macros, or follow directions provided on the Microsoft
Support website: https://support.office.com/en-us/article/Enable-or-disable-macros-in-Office-files-12BQ36FD-
D140-4E74-B45E-16FED1A7E5C6
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 Truck Carrier Tool.
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Step 1
Data Collection Requirements
This section will identify data needed for completing the required sections of the Truck Carrier Tool. The
Truck Carrier 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 2020 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 2021. 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.
AUTO-POPULATION
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.
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.
2
You may access the SmartWay carrier application at http://app4. erg.com/sma rtwa von ramp/on ramp/index. cfm?CFID=708106&CFTQKEN=14c13f056f84b32c-
C1172 202-F 7AC-091B-019982BF6AE1A5ED.
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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.
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 Contact3 for any questions about your company's participation and Tool submissions
v An Executive Contact4 for participation in awards and recognition events
V- A Sustainability Contact (optional)5 for information on company sustainability programs and outreach
V- 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 developing an
internal succession plan to make sure that your Truck Carrier 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 FLEETS
The Truck Carrier Tool tracks fleet-level operations. Most carriers will only need to create one fleet
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-1 eve I 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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If you have multiple fleets that can be hired by customers individually, you should create multiple fleet records
in the Tool and characterize their operations individually. You should not include internal company fleet
definitions or designations—only separate fleets as they would be identified and hired by your customers.
There are five screens in the Fleet Characterization section of the Tool:
Identify Fleets: For each fleet that a customer can hire, you will be asked to establish names for each of
your fleets. Each Fleet Name will begin with your Partner Name and will include a Fleet Identifier. Use a
Fleet Identifier that is recognizable by your customers.
^ Fleet Details: You will need to confirm control of the fleet. "Control" means that you operate/route the
vehicles, regardless of ownership status, and you must confirm that you have at least 95% control of
the fleet to include it in the SmartWay Truck Carrier Tool. You will also be asked to provide SCAC, MCN,
DOT or NSC numbers (for fleet identification), and define the fleet as "for-hire," "private," or
"dedicated". If you have questions, please call the SmartWay helpline at (734)-214-4767.
^ Operation Categories: You will need to provide a reasonable estimate of the fleet's split between
truckload, less-than-truckload, drayage, package delivery, and expedited operations.
V- Body Types: You will need to provide a reasonable estimate of the fleet's split between the following body
types:
¦ Dry van
¦ Refrigerated (Reefer)6
¦ Flatbed
¦ Tanker
¦ Intermodal chassis containers (pooled and owned)
¦ Heavy/Bulk hauler
¦ Auto carriers
¦ Moving
¦ Utility7
¦ Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
V- SmartWay Category: The SmartWay Category designation for each of your fleets will be shown on the fifth
screen, based on your selections on the Operation and Body Type screens. For example, SmartWay
® If you specify reefer body types in your fleet you must also provide your estimated reefer fuel use in the Activity section of the Tool.
7 The Utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage, recycle, service, work,
dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions per payload efficiency
useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may experience yellow or red warning labels on the
Activity screen due to the unique nature of Utility "payload." In the case of red alerts, simply input text defining your special conditions in the required text
boxes that appear.
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Categories include Truckload/Dry Van, LTL, Mixed, etc. Your fleet's performance will be measured against
other carriers with the same category designation, so please ensure you have characterized your fleet
correctly before proceeding.
Once you have defined your fleets, create the data entry forms for your fleet by selecting the Create Fleet(s)
button, available on the SmartWay Categories tab.
DATA REQUIREMENTS FOR SECTION 4: FLEET DATA
In Section 4 of the Truck Carrier Tool, you will enter detailed activity and fuel consumption data for each of
the fleets you identified and characterized in Section 3.
General Information Screen Requirements
This screen asks you to provide information for three key indicators, including fuel types used.
Question 1 asks you to indicate your fleet's percent operation in the U.S. and Canada. Acceptable metrics
include miles, fuel consumption, or any reasonable quantitative means of allotting the approximate percentage
of operations in the two countries.
Next, you must select the fuel types found in this fleet in question 2. You will be asked to define all fuels
the fleet used from a list of:
1. Diesel/biodiesel: petroleum diesel and/or biodiesel made from any renewable feedstock
2. Gasoline/Ethanol: conventional and reformulated gasoline, and 85% ethanol (E85)
3. Liquefied Petroleum Gas (LPG): also known as LP Gas, Liquid Propane Gas, and propane
4. Liquefied Natural Gas (LNG)
5. Compressed Natural Gas (CNG)
6. Electric: vehicles exclusively using battery electric power
7. Hybrid: vehicles with hybrid electric or hydraulic hybrid powertrains, using either gasoline or diesel. If
you select hybrid, you then you must select the fuel type used by the hybrid truck fleet (diesel or
gasoline).
NOTE: Once you check these boxes, the appropriate fuel type tab (along the top of the screen next to the
General Information tab) will become active. Please complete the screens for each fuel type you select.
In Question 3, you will be asked to indicate what percent of your total loads shipped last year were
brokered, if any. You must enter a value (0 to 100); enter "0" if you do not broker-out any portion of your
company's total freight volume. If you indicate that more than 20 percent of company's total freight volume is
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brokered out, and if your truck fleet moves less than five percent of all outgoing loads, then you should
consider using the Logistics Carrier Tool instead of the Truck Carrier Tool. If you broker out more than 20
percent of your freight but mover five percent or more of your loads, please contact your Partner Account
Manager (PAM) or the SmartWay helpline for assistance.
FUEL-SPECIFIC SECTIONS: ENGINE MODEL YEAR & CLASS, AND ACTIVITY INFORMATION
SCREENS
This section looks at truck classes and engine model years. Under each fuel-type tab (Diesel, Gasoline, LPG,
LNG, CNG, Electric, and Hybrid) there are up to three screens requiring data inputs:
1. the Engine Model Year & Class8 screen
2. the Activity Information screen
3. the PM Reduction screen will appear for diesel vehicles jf you specify diesel trucks with pre- 2007
engines on the Engine Model Year & Class screen
To complete these screens, you will need to have the following data on hand
^ the number of trucks in each fleet split out by engine model year and truck class
V- total miles by vehicle class
V- revenue miles by vehicle class
V empty miles by vehicle class
gallons of fuel used for engine power by vehicle class (or kWhrs for electric trucks)
^ gallons of biofuel and reefer fuel where applicable
V- payload information by class and body type (if available; if not, use the Payload Calculator default ranges)
V-- road type/speed category splits by truck class
V- average idling hours (short duration and extended) per truck for all classes
^ the number of trucks by class and engine model year for which you are using particulate matter retrofit
control devices
8 For electric trucks, this screen is known as the "Motor Model Year and Class Screen".
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Step 2
Data Entry
DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL
To download the SmartWay Truck Tool, visit: https://www.epa.qov/smartway/smartway-truck-carrier-
partner-resources. Save the Tool in a folder on your hard drive; this folder should 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 2010, 2013, or 2016).
If you need additional assistance with your security settings, download the guidance document labeled "Truck
Carrier Partner 2.0.20 Tool: User Guide.2020 Data Year—United States Version" from
https://www.epa.qov/smartway/smartway-truck-carrier-partner-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 CONTACT INFORMATION
Under the Partner Information tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_n
Note: Use the Tabs at the top of the window to navigate between the 5 information screens
Each field marked with an asterisk must be filled out. You will not be able to submit the Tool to SmartWay without this
information.
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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 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/EPA to 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:
I SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnabifity Contact
Other Contacts
i
1. Enter the Working Contact information. If the Working Contact shares the same address as the
company, you may select the USE PARTNER ADDRESS button to auto-populate the address section of
this record. Enter the email address twice to confirm its accuracy. When confirmed a will appear to
the right.
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Under the Executive Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_r
1. Enter the Executive Contact information. If the Executive Contact shares the same address as the
company, you may select the USE PARTNER ADDRESS button to auto-populate the address section of
this record.
Under the Sustainability Contact tab:
I SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
zn
1. Enter the Sustainability Contact information, if applicable. If the Sustainability Contact shares the
same address as the company, you may select the USE PARTNER ADDRESS button to auto-populate the
address section of this record.
Under the Other Contacts tab:
Partner JnlormAtioP
Cwit4tl
Eaeoilwe ConUd
Other OoBtMtf
1. Enter Other Contacts (if applicable) by selecting the ADD NEW CONTACT button.
2. Enter the first Other Contact then select OK when done.
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 Button.
You can remove an existing contact by highlighting the contact and then selecting Delete Selected Contact.
To make sure you have filled out all required contact information, select VALIDATE SCREEN at the 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 is required. Next select the HOME button to return to the Home
screen and go to Step 3.
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COMPLETING THE IDENTIFY FLEETS SCREEN
1. On the Home screen, select the Fleet Description(s) button to display the Fleet Descriptions screens.
2. Confirm that the Partner Name that appears automatically is correct and appropriate for your fleet. If
not, make changes in the field under the heading "Partner Name."
3. Enter the "Fleet Identifier" for your first (or only) fleet. This field may be left blank if you only have
one fleet. In this case your final Fleet Name will simply be your Partner Name.
4. Enter additional fleets as needed:
a. To enter another fleet, select the Add Another Fleet button.
b. To delete a fleet, select the box next to the row you wish to delete, and then select the Delete
Checked Rows button.
c. Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the full
Fleet Names will be displayed on the screen to the right, exactly how they will be displayed on the
SmartWay website.
5. To proceed, select the Fleet Details tab at the top, or select the NEXT button at the bottom of the
screen.
6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with your fleet
name(s).
SmartWay
X
Please note that your Fleet Name(s) will appear on the SmartWay
website exactly as you have entered them here.
IMPORTANT: Remember that Fleet Names will automatically begin with
the Partner Name.
OK
7. Verify that the fleet name(s) show exactly what you want customers to find in the SmartWay
website and Carrier Data File.
8. Select OK to proceed to the next screen. You may return to this screen later to revise your fleet
name(s) if necessary.
COMPLETING THE FLEET DETAILS SCREEN
1. For each fleet, if you control over 95% of the operation of the vehicles (weighted by miles) check the
box labeled "95+% Control."
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2. Enter SCAC, MCN, DOT and/or NSC identifiers (optional) for each fleet listed. If you have a single fleet
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 fleet, it will help
shippers and logistics companies searching by those parameters in the SmartWay database to easily find
your fleet for inclusion in their Tool.
3. Select your Fleet Type (either "For-Hire," "Private," or "Dedicated") for each fleet listed.
4. Select the NEXT button or select the Operation tab at the top to proceed to the next section.
COMPLETING THE OPERATION SCREEN
1. For each fleet identified, estimate the percentage of mileage each fleet spends in the five defined
operation categories and enter your estimates in the fields provided. Leave the field blank if no
mileage is associated with that operation category for that fleet. The percentages for each fleet must
sum to 100.
2. Select the NEXT button or select the Body Types tab at the top to proceed to the next section.
COMPLETING THE BODY TYPES SCREEN
1. For each fleet, enter an estimate of the percentage of total vehicles associated with each body type.
The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
NOTE: If you specify activity for Special Haulers, a DECRIBE button will appear next to the cell
entry. You must select this button and provide a text description of your specialty haulers.
2. Select the NEXT button or select the SmartWay Category tab at the top to proceed to the next
section.
REVIEWING THE SMARTWAY CATEGORY SCREEN
1. The SmartWay Category designation for each of your fleets is shown on this screen, based on your
selections on the Operation and Body Types screens. Your fleet's performance will be measured
against other carriers with the same category designation, so please ensure you have characterized
your fleet correctly before proceeding.
2. Once you are sure your Fleet Description information is input correctly, you may select the CREATE
FLEET(S) button at the bottom of the page. You will then be prompted to confirm that you have
identified all your fleets. Return to the Identify Fleets screen if needed, otherwise select OK and you
will automatically be returned to the Home screen.
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SELECTING A FLEET FOR DATA ENTRY
1. Using your mouse, on the Home screen select and highlight the name of the fleet for which you wish to
enter data.
2. Double click the name; you will then be taken to the General Information data entry screen for that
fleet.
COMPLETING THE GENERAL INFORMATION SCREEN
1. Enter your percentage of operations in the U.S. and Canada.
¦ Inputting a value in one cell automatically populates the other cell to add up to 100.
2. Select the boxes for the fuel type(s) you use.
¦ Once you select these boxes, the appropriate fuel type tab (along the top of the screen next to
the General Information tab) will become active.
¦ If you operate hybrid vehicles in your fleet, select the button for which fuel type your fleet
uses (diesel or gasoline).
3. Enter the percent of your total loads shipped last year that were brokered out. Enter "0" if you did not
broker-out any portion of your company's total freight volume.
4. Select the VALIDATE SCREEN button to make sure you have filled out everything on this screen
properly.
5. Select NEXT button or select the next available fuel tab at the top to begin entering fuel and activity
data for this fleet.
COMPLETING THE ENGINE MODEL YEAR & CLASS SCREEN
***NOTE: The following guidance will use the Diesel Fuel sections as an example.
Similar procedures are followed for all other fuel types. ***
Select the boxes at the top (i.e., 2b, 3, 4, 5, 6, 7, 8a, 8b) for each of the truck classes you operate in this
fleet.
Input the number of vehicles you have in each class, specifying the corresponding engine years (rather than the
tractor model years).
1. Use the scroll bar to the right if you need to enter information for older model years.
Select the box at the bottom of the screen to hide any unused truck classes if you wish.
2. Select NEXT or select the Activity Information tab at top of the screen to proceed to the next section.
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a. Before leaving the Engine Model Year & Class screen, you will be prompted to confirm the
accuracy of your model year and truck class selections.
Note: You may review previous years' selections by selecting the Year-to-Year Comparison Report on
the Home screen.
COMPLETING THE ACTIVITY INFORMATION SCREEN
1. Enter the exact value for total miles driven collectively by this fleet by vehicle class. Include all out-
of-route, positioning, empty, and other miles driven.
2. Enter the exact value for the revenue miles—the number of miles your fleet drove that were charged to
a customer account.
3. Enter the exact value for the total number of empty miles traveled by your fleet.
4. Enter the exact value for the gallons of fuel used by your fleet for engine power in the past 12-month
reporting period, including any gallons for biofuel blends (biodiesel for diesel vehicles, ethanol for
gasoline vehicles).
5. If you specified reefer body types under the Fleet Characterization section, an input row for Gallons of
fuel used for refrigeration will appear. You can choose how to enter the value in the drop-down box
provided:
a. Enter the exact value by class: enter the exact value for the gallons of fuel used by your fleet for
refrigeration in the past 12-month reporting period in the space provided by truck class.
b. Enter a total value of gallons used for refrigeration for all the trucks on this screen: enter the exact
value for the gallons of fuel used by all trucks on this screen for refrigeration in the past 12-month
reporting period in the space provided for all truck classes. The total will be distributed across your
truck classes proportional to vehicle fuel consumed for engine power. This option will only appear
if you have specified more than one truck class.
c. Use the SmartWay default value for refrigeration fuel use. Select this option from the drop-down
box if you do not know the amount of fuel consumed by your reefer units and the tool will
automatically calculate your reefer fuel use based on the average percentage of total fuel used for
refrigeration by other SmartWay partners.
Remember to only include truck reefer fuel; do NOT include rail reefer fuel in the Truck Tool. Diesel,
LPG, LNG, CNG, and electric trucks are assumed to use diesel reefers, and gasoline trucks to use
gasoline reefers. Hybrid reefer trucks are assumed to use that same fuel type for both engine and
reefer power. Enter zero for any truck classes/fuel types that do not utilize reefer units.
NOTE: On the Electric Vehicle Activity screen, "fuel inputs" are expressed in kWhrs rather than gallons.
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COMPLETING THE FUEL ALLOCATOR WORKSHEET
1. Select the Allocate Diesel Using Class MPG button on the Activity Information screen.
2. Enter total gallons of diesel for all truck classes.
3. Enter MPG estimates for each truck class.
4. If "Match" appears in blue next to the "Calculated Gallons Used" field, select OK.
5. If "No Match" appears in red next to the "Calculated Gallons Used" field, adjust the MPG values as
necessary to get a match, and then select OK.
COMPLETING THE BIODIESEL BLEND WORKSHEET
If this fleet has used biodiesel, select the Input Biodiesel button and specify your biodiesel volumes by blend
level in the Biodiesel Blend Worksheet.
1. For each of the blends used by your fleet, enter the appropriate number of gallons used.
2. Select OK.
ENTERING DATA IN THE PAYLOAD CALCULATOR
1. Enter your average payloads into the Tool for each truck class by selecting the Payload Calculator
button.
2. Under Step 1 select your activity Allocation Method.
3. Select your Units, from the drop-down.
4. Under Step 2 select the box(es) next to the body types used in this Truck Class. Note that some body
type selections may be unavailable based on the body type(s) selected in the Fleet Description(s)
section of the Tool.
5. For each body type selected, enter the activity associated with this body type.
6. For each body type selected, use the drop-down to select a range, or preferably, enter a precise
estimate OR the exact payload if available. Make sure to include any pallet and packaging weight.
7. Validate the screen to determine if there are any errors to correct; if yes, correct the errors and/or
8. Enter comments using the Add Comment button to explain your data inputs.
9. Select OK to perform a final validation check and return to the Activity Information screen.
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COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION
1. For each truck class, select the Enter Speeds button to open the "Road Type/Speed Categories" box.
2. Enter the requested metrics for Highway or Rural Driving and Urban Driving for each of the speeds
listed (if applicable). If you only know Highway or Rural driving, you can select the box next to
"Populate the urban driving fields with default values" to complete the screen.
3. Select OK to return to the Activity Information screen.
ENTERING DATA IN THE IDLING HOURS CALCULATOR
1. Select the Idling Hours Calculator (All Classes) button to open the Idle Hours Calculator.
2. Enter daily long-duration idling hours per truck, daily short-duration idle hours per truck, and average
days in service per year for each vehicle class represented in this fleet.
3. Select OK to return to the Activity Information Screen.
COMPLETING THE PM REDUCTION SCREEN
1. Select the "PM Reduction" box at the top of the screen if your fleet employs particulate matter
reduction technologies on pre-2007 engines. If your fleet does not employ such devices you may select
Next to proceed. Otherwise continue with the following steps.
2. Select the radio button next to a device (DOC, CCV, or PM trap) you have used for your fleet.
3. Enter the number of trucks equipped with the device by engine (not vehicle) model year.
4. If other devices have been used with this fleet, select the radio box(es) next to each device and enter
the number of trucks equipped with the device by engine (not vehicle) model year.
5. When done, select Validate Screen to make sure you have filled out everything properly on this
screen.
6. Select HOME to return to the Home screen or select NEXT to proceed to the next fuel type, or the
Data Sources screen.
If you have finished entering data for this fuel type, select the tab for the next fuel type and complete the
screens as indicated above. Otherwise proceed to the Data Sources screen.
COMPLETING THE DATA SOURCES SCREEN
Once you have completed entering the activity data for all fuel types you must proceed to the Data Sources
screen. You will see four spaces to specify your data sources for total miles driven, gallons of fuel used
(including biofuel and reefer), average payload (cargo weight only), and other data sources (including idle
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hours, and road type/speed distribution). Select the "?" buttons next to each section for descriptions and
examples showing comments types of information and the requisite level of detail you should provide. After
completing the four data source sections, if your data sources are the same across all your fleets, select Apply
These Data Sources To All Fleets to copy the data sources currently on screen to all your other existing fleets.
This will overwrite any information you have specified for your other fleets' data sources EXCEPT for fleets
where you have checked the box to indicate that data sources are for that fleet only. You may select Apply
These Data Sources To All Fleets any time you want after making changes on this screen to apply changes to
other fleets. If you select the checkbox at the top of the screen to user data sources for this fleet only, this
will prevent the information you enter on the data sources screen from being overwritten if you later select
Apply These Data Sources To All Fleets while entering data for another fleet. For instance, if you have four
fleets and you have checked this box for your first fleet bout not the others, when entering data for your
second fleet if you select Apply These Data Sources To All Fleets, the data sources for your second fleet will
be copied to your third and fourth fleets, but your first fleet's data sources will not be updated.
When finished select Validate Screen to identify and address potential errors, and then select Home to return
to the Home Screen.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA. ***
Next Steps
If you have finished inputing data for all of your fuel types, select HOME to return to the HOME screen and
follow the instructions to submit your Tool to EPA.
REMEMBER'. *** If additional fuel types are represented in this fleet, you must complete the Engine Model Year &
Class and Activity Information screens for each fuel type you operate.
SUBMITTING YOUR TOOL TO EPA
1. Select the Generate A (.Xml) Data File 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:
Truck_PartnerName_Year_V0.xml9
For example, Truck_ABCompany_2020_V0.xml
g
If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2020_V1.XML for the second iteration, etc.
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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 Truck Carrier 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 XLSM FILES.
Email servers as well as individual email clients may block or designate incoming email as Junk mail'. To
avoid having SmartWay email blocked or designated asjunk email you should ask your Management
Information System staff who manage your email system to place the 'erg.com' domain name on your email
system's safe senders list. This is because SmartWay email is currently generated from this domain name
and does not match the EPA.gov domain name used by your Partner Account Manager. In addition, you
should add your Partner Account Manager's email address to your contact list.
Please visit https://www.epa.qov/smartway/smartwav-truck-carrier-partner-resources for additional
resources, including printable data collection worksheets, and technical documentation, for more in
depth exploration of each section of the Truck Carrier Tool.
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Step 3
Results and Summary Reports
The View Your Data Reports section gives you access to 11 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.
Please select the report you would like to view:
Internal Metrics
Estimates the C02r NOx, PM, and Black Carbon emissions for your fleets. You can view
these estimates based on truck class, fuel type, or fleet.
Fleet Description^)
General Information
Truck Counts
Activity Information
PM Reduction Strategies
Comments
Out of Range
Data Sources
Displays all of the data you entered in the Fleet Description(s) section.
Displays a I
Displays a I
Displays a I
Displays a I
Displays a I
Displays a I
of the data you entered in the General Information section.
of the data you entered in the Engine Model & Year section.
of the data you entered in the Activity Information section.
of the data you entered in the PM Reduction section.
of the comments that have been entered throughout the tool.
of the values throughout the Tool that were not within the expected range.
Displays all of the data source information you provided throughout the Tool.
Give lis Feedback
Displays the feedback and suggestions you provided in Step 5.
Public Disclosure Report
Displays the Scope 1, Scope 2, biogenic and non-carbon emissions.
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The Year-to-Year Comparison Report allows 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 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 Truck Carrier Tool data to EPA. Selecting the
Give Us Feedback button under item #5 on the Home screen will open this form.
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U.S. Environmental Protection Agency J
oEPA
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734) 214-4333
www.epa.gov/transportation-air-pollution-and-
climate-chanqe
^vSmartWay
U.S. Environmental Protection Agency''
U. S. Environmental Protection Agency
National Vehicle and Fuel Emissions Laboratory
2565 Plymouth Rd.
Ann Arbor, Ml 48105 (734) 214-4200
http: //www. epa. gov/
EPA 420 B 21 001 | January 2021 | SmartWay Transport Partnership | epa.gov/smartway
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