A FPA "nvi—,sa, Protection ^\xSmartWay
LI »* Agency U.S. Environmental protection Agency''
2021 SmartWay
Truck Carrier
Partner Tool:
User Guide
U.S. Version 2.0.20 (Data Year 2020)
EPA-420-B-21-003 I January 2021 I SmartWay Transport Partnership I epa.gov/smartway
-------
PDA Environmental Protection ^^\XSmartWay
* mAgency U.S. Environmental Protection Agency J
2021 SmartWay
Truck Carrier Partner Tool
User 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-21-003
January 2021
-------
^KxSmartWay
U.S. Environmental Protection Agency »
Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED 4
Is this the right SmartWay Tool for me? 4
What Is The SmartWay Transport Partnership? 4
Why Do Truck Carriers Join The SmartWay Transport Partnership? 5
How Do Truck Carriers Join The SmartWay Transport Partnership? 5
How Do I Join If My Parent Company Has Multiple Fleets? 6
What Data Do I Need To Gather To Complete The Truck Carrier Tool? 6
What Software & Hardware Is Required For Completing The Truck Carrier Tool? 7
How do I set the Security Level When Opening SmartWay Tools? 8
What Is Included In The SmartWay Carrier Partnership Agreement? 10
STEP 1 DATA COLLECTION REQUIREMENTS 12
Introductory Screens 12
Auto-Population 12
Data Requirements For Establishing Your Data Collection Year 12
Data Requirements For Section 1: Specify Official Partner Name 12
Data Requirements For Section 2: Enter Contact Information 13
Data Requirements For Section 3: Characterize Your Fleets 14
Data Requirements For Section 4: Fleet Data 15
Fuel-Specific Sections: Engine Model Year & Class, And Activity Information Screens 16
STEP 2 DATA ENTRY 17
Downloading The SmartWay Truck Carrier Tool 17
Setting Security Levels 17
Entering Partner Name 17
Entering Contact Information 17
Completing The Identify Fleets Screen 19
Completing The Fleet Details Screen 20
Completing The Operation Screen 21
Completing The Body Types Screen 21
Reviewing The SmartWay Category Screen 21
Selecting A Fleet For Data Entry 21
Completing The General Information Screen 21
Completing The Engine Model Year & Class Screen 22
Completing The Activity Information Screen 22
Completing The Fuel Allocator Worksheet 23
Completing The Biodiesel Blend Worksheet 23
Entering Data In The Payload Calculator 24
Completing The Road Type / Speed Category Section 24
Entering Data In The Idling Hours Calculator 24
Completing The Pm Reduction Screen 25
Completing The Data Sources Screen 25
Submitting Your Tool To EPA 26
STEP 3 RESULTS AND SUMMARY REPORTS 28
SmartWay User Guide | Table of Contents 2
-------
^KxSmartWay
U.S. Environmental Protection Agency *
APPENDIX A: WORKSHEETS FOR DATA COLLECTION A-1
Worksheet #1: Contact Information A-1
Worksheet #2: Fleet Characterization A-3
Worksheet #3: General Fleet Information A-4
Worksheet #4a: Model Year & Class Information A-5
Worksheet #4b: Activity Data Sources And Information A-7
Worksheet #4c: Activity - Biodiesel And Ethanol Blends A-12
Worksheet #4d: Payload A-13
Worksheet #4d: Class 2b—Payload A-14
Worksheet #4d: Class 3—Payload A-15
Worksheet #4d: Class 4—Payload A-16
Worksheet #4d: Class 5—Payload A-17
Worksheet #4d: Class 6—Payload A-18
Worksheet #4d: Class 7 Straight Trucks—Payload A-19
Worksheet #4d: Class 7 Combination Trucks—Payload A-20
Worksheet #4d: Class 8a Straight Trucks—Payload A-21
Worksheet #4d: Class 8a Combination Trucks—Payload A-22
Worksheet #4d: Class 8b Combination Trucks—Payload A-23
Worksheet #4e: Road Type/Speed Distribution And Idle Flours A-24
Worksheet #4f: Diesel PM Control A-25
SmartWay User Guide | Table of Contents 3
-------
^VSmartWay
U.S. Environmental Protection Agency J
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 SMARTWAY 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
-------
^VSmartWay
U.S. Environmental Protection Agency J
Logistics companies (including 3PLs/4PLs1)
^ Truck carriers
Rail carriers
V- Barge carriers
V- Multimodal carriers
V Air carriers
Companiesjoin the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The SmartWay
Tools:
V- assess freight operations,
^ calculate fuel consumption and carbon footprints, and
V- track fuel-efficiency and emission reductions.
SmartWay Tools must be submitted each year for the company to remain a Partner in good standing. Tools
submitted and approved on time qualify partners to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance and recognizes superior performance
through the SmartWay Excellence Awards and the High Performers list.
WHY DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
The SmartWay Transport Partnership provides truck carriers with ways to reduce the environmental impact of
their freight operations and address costs. Designed with and for the freight sector, the SmartWay Transport
Partnership delivers solutions to marketplace needs and challenges. With access to the latest in EPA-tested
technologies and peer-provided success stories, carriers thatjoin the SmartWay Transport Partnership can gain
a better understanding of their environmental footprint and may be able to improve their energy efficiency and
can assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected brand that
symbolizes cleaner, more efficient transportation choices.
HOW DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Truck Carriersjoin SmartWay by submitting a SmartWay Truck Carrier Tool (hereafter known as the "Truck
Carrier Tool").
1 3PLs/4PLs: Third party logistics/fourth-party logistics companies
SmartWay User Guide | Pre-Check List 5
-------
^VSmartWay
U.S. Environmental Protection Agency J
Truck Carriers that submit tools that are approved by EPA are known as "SmartWay Truck Carrier Partners."
When a truck carrier submits a Truck Carrier Tool to EPA, they agree to the requirements stipulated in the
SmartWay Truck Carrier Partnership Agreement-notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to EPA upon request.
All SmartWay Truck Carrier Partners agree to complete and submit the SmartWay Truck Carrier Tool to:
define company composition
V- characterize company activity
V- individually benchmark fleets
V- track annual changes in performance
Upon approval of a Truck Carrier Tool submission, truck carriers will be identified as SmartWay Truck Carriers
Partners on EPA's website on the SmartWay Partner List and in a database used to identify companies that
meet SmartWay's annual requirements. The carrier will also receive information on how to access its current
SmartWay Registration Document.
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?
Companies thatjoin the SmartWay Partnership should include all of their fleets and trucks in their submission.
If a company wishes to list multiple fleets in the Truck Carrier Tool, it should list these fleets as they would be
identified and hired by its customers. Internal fleets invisible to a customer should not be listed separately.
Companies will be listed at the Company level in the SmartWay Partner list on the SmartWay website, and each
individually defined fleet will appear as a separate entity in the SmartWay Carrier Data file that customers use
to identify which fleets they do business with in the Shipper and/or Logistics Tools.
SmartWay highly recommends developing your list of fleets before beginning your data entry process. Any fleet that a
shipper or logistics company could hire directly should be listed as a separate fleet in your Truck Carrier Tool
submission. The best strategy is to have a clear idea of how to define your companies before filling out the Tool.
WHAT DATA DO I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL?
To participate in SmartWay, truck carriers need to gather the following essential information to complete the
Truck Carrier Tool:
^ The official company name EXACTLY as you would like it presented on the EPA website and other EPA
communications
V Company contact information
V- Contact details for:
SmartWay User Guide | Pre-Check List 6
-------
^VSmartWay
U.S. Environmental Protection Agency J
¦ your Working Contact
¦ your Executive Contact (Executive Contact cannot be the same as the Working Contact)
¦ your Sustainability and/or Other Contact(s) - these are optional (see pages 9-10 for definitions of
contact types)
V- Percent split between US/Canada operations for each fleet
V- Quarterly International Fuel Tax Agreement (IFTA) statements2 (for activity data) for the reporting
calendar year
V- Fleet details for all fleets you control:
¦ SCAC, MCN, 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
V- 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
2 If applicable - for Class 7, 8a and 8b trucks only.
SmartWay User Guide | Pre-Check List
-------
^VSmartWay
U.S. Environmental Protection Agency J
¦ 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.
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.
HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS?
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, follow directions provided on the Microsoft Support
website: https://support.office.com/en-us/article/Enable-or-disable-macros-in-Office-files-12B036FD-D14Q-
4E74-B45E-16FED1A7E5C6, or follow the directions below:
Macros must be enabled on your computer to use the Truck Tool.
V- The default macro security setting in Excel is "Disable all macros with notification"
V- When you open the tool, you may get a security alert that macros are present, and you need to choose to
enable the macros for this file to work. The steps below describe how to enable macros for different
versions of Excel, first if the message bar or security dialog appear, and alternatively in the Trust Center if
the message/dialog do not appear.
SmartWay User Guide | Pre-Check List 8
-------
^VSmartWay
U.S. Environmental Protection Agency J
Enable macros when the Message Bar appears
1. When you open the tool, the yellow message bar appears with a shield icon and the Enable
Content button.
! SwwHy WwtiHig Mios J bun dit» SKO- £nibl« Contml
2. On the Message Bar, click Enable Content.
Note: if the file opens in Protected View, click Enable Editing on the message bar. If there is no Enable Editing
option, click for more details and then click Edit Anyway. The Protected View message will look similar to the
image below:
PROTECTED VIEW Office has detected a problem with this file. Editing it may harm your computer, Click for more details,
PROTECTED VIEW This file was opened in Protected View. Click for more details.
Once editing is enabled, follow Steps 1 and 2 above to enable content on the macro message bar.
If the Message Bar or Security Options dialog does not appear, change macro settings n the Trust Center
Change macro settings in the Trust Center
1. Click the File tab
2. Click Options
3. Click Trust Center, and then click Trust Center Settings.
4. In the Trust Center, click Macro Settings.
5. Click the option "Disable all macros with notification."
6. Click OK.
7. Close out of the Excel file and then re-open it.
8. Follow the previous instructions to Enable macros when the Message Bar or Security Options dialog
appears.
The following image is the Macro Settings area of the Trust Center.
SmartWay User Guide | Pre-Check List 9
-------
^KNSmartWay
U.S. Environmental Protection Agency J
Teust Centw | jaQj
Tiustca Publishers
(.•KJlien*
T*uste
-------
^VSmartWay
U.S. Environmental Protection Agency J
Partnership Agreement
for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) using
EPA's SmartWay Truck tool. (Existing fleets must report the 12 months of data for the prior year
ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and tool submittal status posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree
to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA
SmartWay Website and in related educational, promotional, and media materials. EPA will
obtain express written consent from the Partner before using the Partner's name other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government
Appropriations).
4. Treat individual corporate data as sensitive business information.
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered
null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any
further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish
the specific actions to which it committed in the SmartWay Transport Partnership Agreement and
subsequent annual Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Truck Tool annually constitutes agreement to all terms in this
Partnership Agreement. No separate agreement need be submitted.
SmartWay User Guide | Pre-Check List 11
-------
^VSmartWay
U.S. Environmental Protection Agency J
Data Collection Requirements
This section will identify data needed for completing the required sections of the Truck Carrier Tool. The
Truck Carrier Tool Technical Documentation3 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.
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.4 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.
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.
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.
3 You may access the SmartWay Truck Carrier Tool Technical Documentation at https://www.epa.gov/smartwav/smartwav-truck-carrier-partner-resources.
4 You may access the SmartWay carrier application at http://app4. erg.com/smartwavonramp/onramp/index.cfm?CFID=708106&CFTQKEN=14c13f056f84b32c-
C1172 202-F 7AC-091B-019982BF6AE1A5ED.
INTRODUCTORY SCREENS
DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR
DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME
SmartWay User Guide | Step 1 12
-------
^VSmartWay
U.S. Environmental Protection Agency J
You must specify your company's official Partner Name under Section 1 of the HOME screen, exactly as you
want it to appear on the SmartWay website.
For example, you may enter:
V- ABC Company
V- ABC Company, Inc.
Your company will be listed exactly as you've entered in Section 1. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
If you selected the auto-populate option, please review the Partner Name as it appears on the
screen, revising it as necessary.
DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION
The SmartWay Tool asks for:
^ General company information such as location, web address, phone number, etc.
V- A Working Contact for any questions about your company's participation and Tool submissions
V- An Executive Contact for participation in recognition events and for authorizing participation in SmartWay
V- A Sustainability Contact (optional)5 for information on company sustainability programs and outreach
^ Additional contacts (optional) which 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 and the
location of SmartWay files are known, 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.
5
The Sustainability Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts.
SmartWay User Guide | Step 1 13
-------
^VSmartWay
U.S. Environmental Protection Agency J
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.
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:
V- 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.
V- 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.
V- 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.
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)
¦ Fleavy/Bulk hauler
¦ Auto carriers
¦ Moving
¦ Utility7
6 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.
SmartWay User Guide | Step 1 14
-------
^VSmartWay
U.S. Environmental Protection Agency J
¦ Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
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
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 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
SmartWay User Guide | Step 1 15
-------
^VSmartWay
U.S. Environmental Protection Agency J
company's total freight volume. If you indicate that more than 20 percent of company's total freight volume
is 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 if 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
^ total miles by vehicle class
V- revenue miles by vehicle class
V-- empty miles by vehicle class
V- gallons of fuel used for engine power by vehicle class (or kWhrs for electric trucks)
^ gallons of biofuel and reefer fuel, where applicable
^ 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
V- the number of trucks by class and engine model year for which you are using particulate matter retrofit
control device
8 For electric trucks, this screen is known as the "Motor Model Year and Class Screen".
SmartWay User Guide | Step 1 16
-------
SmartWay
U.S. Environmental Protection Agency *
Step 2
Data Entry
Downloading the SmartWay Truck Carrier Tool
To download the SmartWay Truck Tool, visit: https://www.epa.gov/smartway/smartwav-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.
Setting Security Levels
In some cases, Microsoft Excel will ask you to adjust your security settings before opening the Tool. Instructions
should appear on your screen if 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). Please refer to
the section on "How Do I Set the Security Level When Opening SmartWay Tools" above for further details.
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
I I
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.
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
SmartWay User Guide | Step 2 17
-------
^VSmartWay
U.S. Environmental Protection Agency J
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, often called the "Trusted Sender" list.)
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.
5. Enter Other Contact name(s) (optional).
Other Contacts may include anyone who is not the Working, Executive, or Sustainability contact but
may be involved with SmartWay in other ways (e.g., press/media contact, fleet manager, etc.).
Under the Working Contact tab:
I SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability 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.
Under the Executive Contact tab:
I SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
i
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.
SmartWay User Guide | Step 2 18
-------
^VSmartWay
U.S. Environmental Protection Agency J
Under the Sustainability Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustainability Contact
Other Contacts
_n
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:
Jniormticp Wortino Contact Execulfw ConUd
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.
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.
SmartWay User Guide | Step 2 19
-------
^VSmartWay
U.S. Environmental Protection Agency J
a. To delete a fleet, select the box next to the row you wish to delete, and then select the Delete
Checked Rows button.
b. 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).
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 at least 95% of the operation of the vehicles (weighted by miles) check
the box labeled "95+% Control."
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 ("For-Flire," "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.
SmartWay
X
o
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.
SmartWay User Guide | Step 2 20
-------
^VSmartWay
U.S. Environmental Protection Agency J
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 Describe 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 be prompted then to confirm that you have
identified all of your fleets. Return to the Identify Fleets screen if needed, otherwise select OK and
you will automatically be returned to the Home screen.
SELECTING A FLEET FOR DATA ENTRY
1. 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.
SmartWay User Guide | Step 2 21
-------
^VSmartWay
U.S. Environmental Protection Agency J
¦ 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 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 model 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.
¦ 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.
SmartWay User Guide | Step 2 22
-------
^VSmartWay
U.S. Environmental Protection Agency J
4. Enter the exact value for the gallons of fuel used by your fleet for engine power in the past 12-month
(calendar year) 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.
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
1. If this fleet has used biodiesel, select the Input Biodiesel button and specify your biodiesel volumes by
blend level in the Biodiesel Blend Worksheet.
SmartWay User Guide | Step 2 23
-------
^VSmartWay
U.S. Environmental Protection Agency J
2. For each of the blends used by your fleet, enter the appropriate number of gallons used.
3. 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 in
your payload estimates.
7. Validate the screen to determine if there are any errors to correct; if yes, correct the errors and/or
enter comments using the Add Comments button to explain your data inputs.
8. Select OK to perform a final validation check and return to the Activity Information screen
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.
SmartWay User Guide | Step 2 24
-------
^VSmartWay
U.S. Environmental Protection Agency J
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
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 but not the others, if you select "Apply these data
sources to all fleets when entering data for your second fleet", 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. ***
SmartWay User Guide | Step 2 25
-------
^VSmartWay
U.S. Environmental Protection Agency J
Next Steps
If you have finished inputting 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 of the fuel types 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_ VO.xml9
For example, Truck_ABCompany_2020_V0.xml
where "PartnerName" indicate 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 save it. Note that an additional
file in .xlsm format will be saved in the folder as well.
5. When a new screen appears, follow the 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 XLS MFILES.
IMPORTANT: 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 as junk 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.
9 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.
SmartWay User Guide | Step 2 26
-------
"v
SmartWay
U.S. Environmental Protection Agency *
Please visit https://www.epa.gov/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.
SmartWay User Guide | Step 2
-------
SmartWay
U.S. Environmental Protection Agency »
X-
Step 3
Results and Summary Reports
The View Summary 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 Summary Data
Reports at the bottom of the Home screen.
Internal Metrics
Please select the report you would like to view:
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 a I
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 Fleet Descriptions] section.
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.
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.
SmartWay User Guide | Step 3 28
-------
^VSmartWay
U.S. Environmental Protection Agency +
The Feedback section allows you to provide EPA with general feedback regarding the SmartWay program,
tools, and resources. This information is optional and is not required for you 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.
SmartWay User Guide | Step 3 29
-------
^VSmartWay
U.S. Environmental Protection Agency J
Appendix A: Worksheets
WORKSHEET #1: CONTACT INFORMATION
#1. Enter your Contact Information:
GENERAL COMPANY CONTACT INFORMATION
Company Name
Headquarters
Mailing Address
City
State/Province
Zip Country
Main Phone
Number
Toll-free
Number
Cell
number
Web Address
WORKING CONTACT INFORMATION
Working Contact Name
Working Contact Mailing
Address
City
State/Province
Zip Country
Working Contact Phone
Number
Email
Address
EXECUTIVE CONTACT INFORMATION
Executive Contact Name
Executive Contact
Mailing Address
City
State/Province
Zip Country
Executive Contact
Phone Number
Email
Address
for Data Collection
SmartWay User Guide | Appendix A A-1
-------
^VSmartWay
U.S. Environmental Protection Agency J
SUSTAINABILITY CONTACT INFORMATION
Sustainability Contact
Name
Sustainability Contact
Mailing Address
City
State/Province
Zip Country
Sustainability Contact
Phone Number
Email
Address
OTHER CONTACT INFORMATION
Other Contact Name
Other Contact Mailing
Address
City
State/Province
Zip Country
Other Contact Phone
Number
Email
Address
Contact's role in program
SmartWay User Guide | Appendix A A-2
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #2: FLEET CHARACTERIZATION
Complete this worksheet for each fleet you will be submitting in the Truck Carrier Tool.
Specify Fleet Name: This will be a combination of your Partner Name and a Fleet Identifier you create. Use
a Fleet Identifier that a company hiring your fleet would recognize. Enter it exactly as it should appear on
the SmartWay website:
Partner Name
Fleet Identifier (suffix)
95% Control SCAC: MCN: DOT #: NSC:
FLEET TYPF: (for hire, private, dedicated)
OPERATION CATEGORY PERCENTAGES (MUST SUM TO 100):
Truckload LTL Drayage Package Delivery Expedited
BODY TYPE PERCENTAGES (MUST SUM TO 100):
Dry Van Reefer Flatbed Tanker Chassis
Heavy-Bulk Auto Carrier Moving Utility Special Hauler
IF SPECIAL HAULER IS SELECTED, PLEASE DESCRIBE TYPE:
SmartWay User Guide | Appendix A A-3
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #3: GENERAL FLEET INFORMATION
Complete this worksheet for each fleet you will be submitting in the Truck Carrier Tool.
% of fleet operation in the United States:
% of fleet operation in Canada:
TYPES OF FUEL USED:
diesel/biodiesel
gasoline/ethanol
propane (LPG)
liquefied natural gas
compressed natural gas (CNG)
electric
hybrid electric (diesel/gasoline)
Diesel Gasoline
What percent of your total loads shipped last year were brokered?
SmartWay User Guide | Appendix A A-4
-------
SmartWay
U.S. Environmental protection agency +
WORKSHEET #4A: MODEL YEAR & CLASS INFORMATION
NOTE: Print multiple copies of this worksheet to gather data for each fuel type within each fleet.
Fleet Name: Fuel Tvne:
ENGINE MODEL YEAR(S) AND CLASS(ES):
Class 2b Class 3
ENGINE MODEL YEAR
2021
202Q
2019
2018
2017
2018
2015
2014
2013
2012
2011
2010
2009
2008
Class 4 Class 5 Class 6 Class 7 Class 8a Class 8b
8,501-10,000 10,001-14,000 14,001-16,000 16,001-19,500 19,501-26,000 26,001-33,000 33,001-60,000 60,001 & above
SmartWay User Guide j Appendix A A-5
-------
SmartWay
U.S. Environmental protection agency +
Class 2b Class 3 Class 4 Class 5 Class 6 Class 7 Class 8a Class 8b
8,501-10,000 10,001-14,000 14,001-16,000 16,001-19,500 19,501-26,000 26,001-33,000 33,001-60,000 60,001 & above
li
JJ*
Wh
St
ENGINE MODEL YEAR
2B
3
4
5
6
7 11 8A
8B
2007
2006
2005
2004
2003
2002
2001
2000
1999
1998
1997
1996
1995
1994
1993
1992
1991
1990
1989
1988
Pre-1988
SmartWay User Guide j Appendix A A-6
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4B: ACTIVITY DATA SOURCES AND INFORMATION
Please read the guidance provided below to ensure you are providing data source descriptions at an
appropriate level of detail in your tool submission. Then, you may then use the following worksheet to prepare
your data source descriptions for the Tool.
TOTAL MILES DRIVEN:
Describe the basis for your total miles estimates, including relevant details about your Dispatching
Software, Transportation Management System, ECM data recorders, or other systems used to collect and
validate this data. Do NOT simply enter "Driver" or "AS-400," for example, without additional details.
Examples are provided below for guidance demonstrating good practices and the desired level of detail.
V- TMS data are collected for every trip with point to point mileage determined by GPS. The driver is required
to key in start and end data for each trip into their handheld dispatch screen. For drivers that do not enter
their data, a dispatch reconciliation process is conducted by the Dispatch Supervisor and keyed in before
the trip is submitted for IFTA fuel tax calculations and payroll. Recorded start and end data are checked
against driver logs on a trip-specific basis (by month) to ensure no mileage is missed. Total Mileage data
from the two systems is reconciled to within a variance of less than 0.0005%."
^ Miles were generated by ALK PC Miler software and stored in our TMS system (TMW) for each trip. Software
miles were reconciled to IFTA miles compiled from GPS satellite data on company trucks, and manual trip
sheets based on odometer readings submitted by owner operators."
^ We use GPS scanners carried by each driver that maps their location throughout the day. The GPS system is
provided by e-Courier and is connected to our dispatching screens and a dispatching program also provided
by e-Courier. We also have a second GPS mapping system with the device hot wired into each vehicle. The
mileage totals from this system are used as an independent check against the e- Courier totals."
GALLONS OF FUEL USED:
Describe the basis for your total fuel use estimates, including relevant details about your Dispatching
Software, Transportation Management System, ECM data recorders, or other systems used to collect and
validate this data. Do NOT simply enter "comdata" or "daily log," for example, without additional
details. Examples are provided below for guidance demonstrating good practices and the desired level of
detail.
V- All trucks are equipped with QualComm systems for electronic fuel/mileage reporting via the ECM. We run
an annual report for the calendar year from our AS400 system where all data is recorded and maintained to
report all mileages and fuel usage at the individual truck and trip level."
V- All gallons are purchased via Electronic Funds Source (EFS). Each month fuel purchases are pulled and
saved in IFTA files. The gallons are uploaded into our Turnpike XATA/Omnitracs management systems. Any
gallons not purchased via EFS are determined based on miles per gallon averages and miles travelled
estimates."
SmartWay User Guide | Appendix A A-7
-------
^VSmartWay
U.S. Environmental Protection Agency J
V- "We have two methods for tracking gallons of fuel used including paper receipts obtained at the pump
when the driver refuels, and through devices integrated with the ECM of each vehicle (managed by
Fleetmatics)."
V- Exact fuel usage and mileage data is available for our main terminal; our other two terminals use manual
fuel logs. The MPG estimates based on data from the main terminal is extrapolated to the entire fleet
(based on total mileage) to arrive at our total fuel consumption estimate."
AVERAGE PAYLOAD:
Describe the basis for your average payload estimates, including relevant details about the systems used
to collect and validate this data. Do NOT simply enter "company records" or "AS-400," for example,
without additional details. Examples are provided below for guidance demonstrating good practices and
the desired level of detail.
V- "We ran a detail revenue report including freight weights obtained from bills of lading, and our land
analysis report (showing the precise number of loads over the calendar year). We then took the total
weight for the year and divided by the total number of loads and converted to tons to calculate average
payload per load."
^ "Our cargo is comprised of 85% heavy equipment and 15% industrial machinery (typically "one-off,
specially manufactured items), using a mix of body types (dry van, flatbed, and heavy haulers). For each
load transported, our employees obtain the weight of the cargo hauled via one of 3 methods: 1) For heavy
equipment, we consult the equipment manufacturer's specifications to determine the approximate weight
of the cargo. This data provides a precise estimate. 2) For industrial machinery, we are provided with the
specifications of the cargo by the manufacturer. Because the cargo transported typically is a "one-off
item, the manufacturer knows the exact weight of the cargo based on the materials used. This method
provides an exact value. 3) In the absence of any other source, we weigh the load at a CAT scale and
subtract the estimated weight of the tractor and trailer to obtain the weight of the cargo. This method is
used to select a range from the payload calculator. For body types that involve a mix of these methods, the
most appropriate range from the payload calculator is selected."
OTHER DATA:
Describe the basis for your other data estimates, including idle hours, and road/speed distributions.
Provide relevant details about the systems used to collect and validate this data. Do NOT simply enter
"ECM" or "daily log," for example, without additional details. Examples are provided below for
guidance demonstrating good practices and the desired level of detail.
V- Idle Hours: We used our dispatch software to report the number of loads per day and over the year to
estimate total idle time during truck wash/load/unload periods. We then adjusted the idle time estimates
for use of customer pumps when unloading, and for facilities with "no idle" policies (where applicable),
reducing idle time accordingly."
V- Road Type/Speed Distributions: Most of the loads in this fleet are hauled to facilities located outside
urban cores, and directly off the highway or freeway. Using GPS records, we determined that we drive
approximately six "urban" (non-highway) miles for every load hauled by looking at the most common
SmartWay User Guide | Appendix A A-8
-------
^VSmartWay
U.S. Environmental Protection Agency +
locations we load/unload and measuring the distance from the facilities to the highway or freeway. We
then retrieved the number of loads transported by the fleet using dispatch software reports and multiplied
the number of loads by six to estimate the number of urban miles. Then we divided the number of urban
miles by the total number of miles driven by this fleet to calculate the percent split between urban and
highway miles. Urban speed range splits were based on a sampling of ECM data throughout the year,
excluding data points greater than 50 mph (assumed to be highway operation)."
SmartWay User Guide | Appendix A A-9
-------
^VSmartWay
U.S. Environmental Protection Agency J
DATA SOURCES - COMPLETE THE PAGE BELOW FOR EACH FLEET:
Total Miles Driven
Gallons of Fuel Used (incl. Reefer and Biofuel - biodiesel or ethanol)
Average Payload (tons or pounds - circle one) Cargo Weight Only
Other Data Sources
SmartWay User Guide | Appendix A A-10
-------
^VSmartWay
U.S. Environmental Protection Agency J
ACTIVITY DATA BY TRUCK CLASS
2B
3
4
5
6
7
8A
8B
Total Miles Driven (exact
values)
Revenue Miles Driven
(exact values)
Empty Miles Driven (exact
values)
Gallons of Fuel used for
Engine Power, including
biofuels (exact values)
Gallons of Fuel used for
Refrigeration, if
applicable
(exact values)
SmartWay User Guide | Appendix A A-11
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4C: ACTIVITY - BIODIESEL AND ETHANOL BLENDS
For each of the biodiesel blends used by your fleet, note the appropriate number of gallons used.
Blend percentage: Total Gallons Used
Actual ethanol usage figures:
SmartWay User Guide | Appendix A A-12
-------
^VSmartWay
U.S. Environmental Protection Agency +
WORKSHEET #4D:PAYLOAD
To determine average payload for the entire fleet you will need to select an allocation method to determine
the amount each truck class/vehicle type contributes to the overall total. Four allocation methods are
provided, listed from most preferred to least preferred. You will also need to specify the data source(s) used
to develop your estimates and select the units for Payload (short tons or pounds).
SmartWay User Guide | Appendix A A-13
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 2B-PAYLOAD
Select allocation
method for this class #of miles # of trips % of operation # ofvehicles
(circle one)
Select payload unit n ,
(circle one) Tons Pound$
Vehicle .. , . , „ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
2B
~w
Flatbed
2B
**
Step van
2B
I I
I
Walk In
&
2B
CorNendona! van
2B
•
OTHER
SmartWay User Guide | Appendix A A-14
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 3-PAYLOAD
Select allocation
method for this class # of miles
(circle one)
Select payload unit j
(circle one)
# of trips % of operation # of vehicles
Pounds
Vehicle A. . . , _ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
3
3
Waft; in
3
Conventional van
3
•
OTHER
SmartWay User Guide | Appendix A A-15
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 4-PAYLOAD
Select allocation
method for this class # of miles #
(circle one)
Select payload unit T
(circle one) ons
of trips % of operation # of vehicles
Pounds
Vehicle A. . . , _ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
4
~m
Flatbed
4
Step vjn
4
Lsnge vralk-m
4
CsiwenHoral van
4
•
OTHER
SmartWay User Guide | Appendix A A-16
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 5-PAYLOAD
Select allocation
method for this class # of miles
(circle one)
Select payload unit j
(circle one)
# of trips % of operation # of vehicles
Pounds
Vehicle .. , . , „ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
5
Large wafk-in
5
Conventional van
5
•
OTHER
SmartWay User Guide | Appendix A A-17
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 6-PAYLOAD
Select allocation
method for this # of miles # of trips % of operation # of vehicles
class (circle one)
Select payload unit t n ,
(circle one) Tons Pound$
Vehicle A. . . , _ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
6
~m
Flatbed
6
Reefer
6
Lsnge vralk-m
6
Single axle van
6
•
OTHER
SmartWay User Guide | Appendix A A-18
-------
^SmartWay
OMENTAL PROTECTION AGENCY*
U.S. Environmental Protection Agency ¦
WORKSHEET #4D: CLASS 7 STRAIGHT TRUCKS-PAYLOAD
Select allocation
method for this #ofmiles # oftrips % of operation # ofvehicles
class (circle one)
Select payload unit n ,
(circle one) Tons Pound$
Vehicle A. . . , „ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
7
Beveiage
7
~W
Flatbed
7
pss^i
Reefer
7
Tanker
7
Single- axle van
7
•
OTHER
SmartWay User Guide | Appendix A A-19
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 7 COMBINATION TRUCKS-PAYLOAD
Select allocation
method for this # of miles #
class (circle one)
Select payload unit T
/ ¦ i \ I UI lb
(circle one)
of trips % of operation # of vehicles
Pounds
Vehicle .. , . , „ Allocation factor (# Average
Class Vehicle Type miles, trips, etc.) Payload
7
**
Combination
Flatbed
7
Combination
Reefer
7
Dry Van - Single
7
•
OTHER
SmartWay User Guide | Appendix A A-20
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4D: CLASS 8A STRAIGHT TRUCKS-PAYLOAD
Select allocation
method for this class #of miles # of trips % of operation # ofvehicles
(circle one)
Select payload unit (circle one) Tons Pounds
Vehicle
Class
Vehicle Type
Allocation factor
(# miles, trips, etc.)
Average Payload
8A
Flatbed
8A
Tanker
8A
Single axle van
8A
Reefer
8A
•?
•
OTHER
SmartWay User Guide | Appendix A A-21
-------
^KNSmartWay
U.S. Environmental Protection Agency »
WORKSHEET #4D: CLASS 8A COMBINATION TRUCKS-RAY LOAD
Select allocation
method for this class #of miles # of trips % of operation # of vehicles
(circle one)
Select payload unit (circle one) Tons Pounds
Vehicle
Class
Vehicle Type
Allocation factor (#
miles, trips, etc.)
Average Payload
8A
Beveiage
8A
Combination
Flatbed
8A
Dry Van - Single
8A
Combination
Reefer
8A
[
1
Chassis
8A
Auto Gamers
8A
Moving
8A
*7
•
OTHER
SmartWay User Guide | Appendix A A-22
-------
^KNSmartWay
U.S. Environmental Protection Agency »
WORKSHEET #4D: CLASS 8B COMBINATION TRUCKS-PAYLOAD
Select allocation
method for this class #of miles # of trips % of operation # of vehicles
(circle one)
Select payload unit (circle one) Tons Pounds
Vehicle
Class
Vehicle Type
Allocation
factor (# miles,
trips, etc.)
Average
Payload
Vehicle Type
Allocation factor
(# miles, trips,
etc.)
Average
Payload
8B
wmm
1*
AAAJLffca-
Dry Van - Single
AuId Gamers
8B
Dry Van - Double
Heavy/Bulk
8B
i » L- »»
Dry Van - Triple
Moving
8B
Combination
Reefer
1
m
OTHER
8B
Combination
Flatbed
8B
Combination
Tanker
8B
[
1
Chassis
8B
Specialty Hauls?
SmartWay User Guide | Appendix A A-23
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4E: ROAD TYPE/SPEED DISTRIBUTION AND IDLE HOURS
2B
3
D
5
6
D
8B
8B
ROAD TYPE /
SPEED
DISTRIBUTION
% Highway vs. Rural Driving
% Urban Driving Under 25 mph
% Urban Driving 25 to 50 mph
% Urban Driving 50 mph+
AVERAGE DAILY IDLE
HOURS PER TRUCK
Daily Long Duration Idle Hours
Per Truck
Daily Short Duration Idle Hours
Per Truck
Average Days in Service Per
Truck Per Year
SmartWay User Guide | Appendix A A-24
-------
^VSmartWay
U.S. Environmental Protection Agency J
WORKSHEET #4F: DIESEL PM CONTROL
For trucks with PM Controls by truck class - Note # of trucks by control type (CCV, DOC, PM Trap)
ENGINE MODEL
YEAR
2B
3
4
5
6
7
8A
8B
2006
2005
2004
2003
2002
2001
2000
1999
1998
1997
1996
1995
1994
1993
1992
1991
1990
1989
1988
Pre-1988
SmartWay User Guide | Appendix A A-25
-------
^VSmartWay
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 21 003 | January 2021 | SmartWay Transport Partnership | epa.gov/smartway
------- |