2021 SmartWay Logistics, Multimodal, and Shipper Partner Tools: Guide to Importing Carrier Data Using the Outside Data Import Function, U.S. Version 2.0.20 Data Year 2020


A FPA "nvi—,sa, Protection ^\xSmartWay
LI	Agency	U.S. Environmental protection Agency'
2021 SmartWay
Logistics, Multimodal, and
Shipper Partner Tools:
Guide to Importing Carrier
Data Using the Outside
Data Import Function
U.S. Version 2.0.20 (Data Year 2020)
EPA-420--B-21-023 I May 20211 SmartWay Transport Partnership I epa.gov/smartway

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SEPA
United States
Environmental Protection
Agency
VSmartWay
IVIRONMENTAL PROTECTION AGENCY J
U.S. Environmental Protection Agency
2021 SmartWay Logistics,
Multimodal, and Shipper Partner
Tools:
Guide to Importing Carrier
Data Using the Outside
Data Import Function
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
EPA-420-B-21-023
May 2021
U.S. Version 2.0.20
(Data Year 2020)

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^VSmartWay
U.S. Environmental Protection Agency *
Table of Contents
OVERVIEW	 1
HOW THE DATA IMPORT FUNCTION WORKS	 2
PREPARING YOUR CARRIER DATA TO IMPORT INTO YOUR TOOL	3
Step l: Enter Company Level Data	 3
Step 2: Create Your Carrier File	4
Step 3: Populate The File With Carrier Data From Your In-House Computer System	11
Step 4: Carrier Matching (Optional)	11
Step 4a: Populate The File With Company-Specific Carrier Identification Information	11
Step 4b: Upload Your Carrier File Into The Smartway Portal	13
Step 4c: Export Your Matched Carrier File From The Smartway Portal	14
Step 5: Import And Validate Your File	14
Step 6: Enter Additional Data Into The Tool	18
APPENDIX A: SPECIAL CASES/CONSIDERATIONS	A-1
You Wish To Add More Carrier Data At A Later Date	A-1
You Have Manually Entered Carrier Data Into The Tool And Then Decide To Import Outside Data... A-1
APPENDIX B: GLOSSARY	B-1
APPENDIX C: CARRIER FILE FIELD DESCRIPTIONS	C-1
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Overview
The SmartWay Logistics, Multimodal, and Shipper Tools have an Outside Data Import function. This function
reduces the need to manually enter carrier activity data by allowing you to create a data file that contains
your company's in-house carrier data in SmartWay's prescribed data format.
In response to companies that have had difficulty matching the carrier information in their databases with the
data that carriers submit to SmartWay, a carrier matching function was added previously that enables
partners to identify which of their current carriers are SmartWay Partners. This matching function can be
found in the SmartWay Portal.
Note that the Data Import functionality is only available in the Shipper Tool for partners participating at the
Way 3 or Way 4 level and who specify Data Import as the Input Method in Step 5 on the Home screen.
THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:
you use a relatively large number of carriers (both Smart Way and/or non-Smart Way) and you
have an in-house data collection system that contains carrier activity data necessary to
populate your SmartWay Tool for submission to EPA.
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How the Data Import Function Works
This function allows you to import data from your in-house data tracking systems directly into your Tool.
To input your company's carrier data into the Tool, you will create an Excel (XLSX) or Comma-Separated
Values (CSV) file that meets certain basic SmartWay specifications, and merge that file with your in-house
data to produce a complete profile of your carriers' activity.
This file will be uploaded into the Tool and will save you the time of manually entering data to calculate your
emissions footprint and/or percent SmartWay (% SmartWay).
In addition to your carriers' activity data, you may add company-specific carrier identification information
and/or carrier contact information into the file described in the previous section. You may now add up to 13
extra fields of carrier identification information and 3 fields of carrier contact information to your file. The new
fields include:
Carrier name as it appears in your company's system/database
Up to three Internal Carrier ID codes from your company's database system
% SCAC
% MCN
% DOT
% NSC
^ Street address
% City
^ State / Province abbreviation
ZIP / Postal code
Phone number
^ Contact's email address
Contact's correspondence name
"V Preferred language of correspondence
These fields must be formatted in a specific way in order to work with the SmartWay tools and database; file
preparation and format is described in the next section.
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Preparing Your Carrier Data to Import into Your
Tool
There are six steps to preparing your XLSX or CSV file for import into the Tool
^ Step 1: Enter your company Level data
^ Step 2: Open your Logistics Business Unit/Shipper Company and proceed to the Import/Export
screens to create your File
^ Step 3: Populate the file with carrier data from your in-house computer systems
^ Step 4: Carrier matching (OPTIONAL)
¦	Step 4a: Populate the file with your company-specific carrier identification information
¦	Step 4b: Upload your Carrier file into the SmartWay Portal
¦	Step 4c. Export your matched carrier file from the SmartWay Portal
Step 5: Import and validate your file
^ Step 6: Enter additional data into the Tool
Please note that due to the variability in Partner data systems, EPA does not ha ve the
resources to assist you in creating and importing this file. You should rely on your o wn in-
house IT/MIS computer staff.
STEP 1: ENTER COMPANY LEVEL DATA
Before you can import outside data, you must take these initial steps for completing your Tool:
1.	Enter your company name and contact information.
2.	Define your business unit(s)1
3.	Download the latest carrier data file.
4.	For the Shipper Tool only, select your Participation Level and Data Input Method.
a. You must select either the Way 3 or Way 4 participation level; data import is not available for
partners who select Way 2.
Terminology varies with Tool: Logistics users define "business units", and Shippers define "companies".
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b. You must select Data Import as the Input Method.
5.	When you have at Least one business unit defined, you can then import carrier data for that business
unit.
6.	Double click on the business unit name on the Home screen.
Once you have performed these five steps, you will be ready to use the Outside Data Import function.
STEP 2: CREATE YOUR CARRIER FILE
There are three basic methods for creating your Carrier file:
V- Option 1 — Export a Master File: This method can be used if you have a very large number of
SmartWay Carriers. With this approach, you generate an XLSX or CSV file complete with all current
SmartWay Carriers in the correct format (using the "Export Master File" button on the "Export
carriers" tab). You can then open this file in Excel and delete any SmartWay Carriers you don't use,
and enter data regarding activity and other details related to how you use your carriers.
V- Option 2 — Manually Build a Carrier File: This method is a good option if you have a smaller number
of carriers (e.g. 100 or fewer) that you can manually identify. In this approach, you manually select
carriers in the Tool and then export an XLSX or CSV file (using the "Export Selected Carriers" button
on the Export Carriers tab) that can then be populated with data from your in-house data system.
Option 3 — Create a Carrier File from Scratch: If you have a large number of carriers (e.g., 100 or
more) you may choose to create your Carrier file from scratch using your in-house system. If you
choose this approach, the best way to ensure compatibility between your file and the Tool is to
review the example Carrier file. This will aid your IT staff in producing an XLSX or CSV file with the
correct format.
Once you have created a Carrier file, you can use the matching function to identify and match which of your
carriers are SmartWay carriers. If this is the first reporting year you have used the matching function, you can
match your carrier data with data SmartWay Carriers have submitted using identification fields you have in
your database, including the carrier's address, phone number, SCAC code, MCN code, and/or DOT number.
In future years you can match your carrier data with carrier data in SmartWay by including your own unique
identification data in the Carrier file. For example, if you have a unique Carrier ID for each of your carriers,
include that in the Carrier file this year so that this information is stored in the SmartWay database. Then in
subsequent years, when you include your unique identifier in the Carrier file, you can use the SmartWay
Portal to find your carriers for the current reporting year. Your company-specific match data is not shared
with other companies.
The steps to use the new carrier matching function are:
1, Create your Carrier XLSX or CSV file
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2.	Import your Carrier file into the SmartWay Portal
3.	Export your matched carrier file from the SmartWay Portal
4.	Import your matched carrier file into the Tool
5.	Edit your carrier identification information (optional)
These steps are incorporated into the complete set of steps for the import function in the "Preparing Your
Carrier Data to Import into Your Tool" section below.
Step by step instructions for all three data import/export methods follow.
Option 1: Export A Master File
1. Select the Export Carriers Tab.
Input Carriers
Activity Data
°/o SmartWay
Data Display
_l
Instructions
ManujUpj^gPSi
iltfrtWay Carriers | Manual
Input Non-SmartWay Carriers
Other Input Options
Outside Data Import
Match My Carriers

2. Select the file type for your export (XLSX or CSV).
Select the file type for your export:
<~ Excel file (.xlsx) f CSV file (.csv)
3. Select the Export Master File button.
4.	A Save As screen will pop up.
5.	Save the document with a name of your choosing, in any folder on your computer for which you have
read/write access.
6. Open this file in Microsoft Excel (recommended) or other software that supports CSV files if you have
saved the file as a CSV.
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7. Delete any SmartWay Carriers that you did not use during the reporting year.
8. Note that the first 19 rows in the master file represent non-SmartWay carriers. If you used any non-
SmartWay carriers you must account for their combined mileage and/or ton-mileage in the
appropriate non-SmartWay designation.
g. Save this modified file to your designated computer folder.
10. Proceed to Step 3 on page 15 ("Populate the file with Carrier Data from Your In-house Computer
Systems").
Option 2: Manually Build A File
1. Navigate to the Manual Input SmartWay Carriers tab:
a. In the Logistics and Multimodal Tools, select the Manual Input SmartWay Carriers tab directly.

Input Carriers
Activity Data c
/o SmartWay
Display

Instructions
Manual Input SmartWay Carriers
Manual Input Non^ti
¦mifay Carriers
Other Input Options
b. In the Shipper Tool, select the Manual Input tab and then select the Manual Input SmartWay
Carriers tab.

Input Carriers
Carrier Subdivision
Activity Data
% SmartWay
Weight Ir
Instructions
Outside Data Import
Export Carriers
Match My Carriers
Manual Input
r
Input Carriers
Carrier Subdr
l^fff^Activrty Data
% SmartWay
Mile & We
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
| Data Import |
2. Select your SmartWay Carriers using the Tool's user interface filters (e.g., the Carrier Name box, the
Carrier Mode drop-down list box, the SmartWay Category drop-down list box, the SCAC, MCN, DOT
and/or NSC box, and the Address/City/State/Zip boxes). An example selection screen is shown
below for the Logistics Tool.
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Activity Data
% SmartWay
Data Display
Add Selected Carriers to List Below
(Press the CTRL button to select multiple items)
Selected SmartWay Carriers: O

Piter
arrierName PH

Addressl 1

arrier Mode 1 SmartWay 1 \
_2J Category _Ll SCAC JJ
MCN ? 1 DOT JlI NSC _lI
City 1
State i 1
Apply Filter | ? 1

' jd l« d I
I 1 I
ZIP 1

Aa
(liable SmartWay Carriers: 3,611
SmartWay
Carrier Mode Category
SCAC MCN DOT NSC
Address >>>

rowley Puerto Rico Services, Inc.
obin International Transport
jBridge Logistics Corp
Logistics
OBBL MC890026 DOT2557559 N/A
9-487 Regency Sqc ... 1
P.O. Box 571 32]
1685 H Street #75
1st Choice Logistics LLC
3 Rivers Logistics, Inc
4Front Logistics, Inc.
Logistics
Logistics
Logistics
FCOS MC833561 DOT2423750
TVQI MC376181 DOT2225931
FFFG MC956386 DOT2856828 N/A
5800 3rd Street
60 Doughboy Roai .
318 W. Adams Str -• 1
3. As you find each of your carriers, select the 'Add Selected Carriers to List Below' button. When you
use this button, the carrier selected in the upper List box will be added to the List in the "Selected
SmartWay Carriers" box at the bottom of the screen.
Add Selected Carriers to Lot lielaw
(Press the CTRL button to select multiple Items}
Selected SmartWay Carriers: /
Carrier Mod
SiriartV/ay
CuLegurv
StAt
WLM
DOT
A
mc
S5t Choice LOflSUCB LLC
LopstJcs

FCOS
VC8J356!
DCT24Z3750

3 fl vers lostetfcs, Lie
UopBflcs

TVQI
**1376181
DOTZZ25931

A SZTnjcteng, Jfic.
lo^sttcs

AiTD
V*: MO-HI

aw? dotwi logtstjcs
leg stirs

AM1Q
VC3W77
DOT72229&1

Centrnet Cnrrers, Ire.: Flaftwri DMoan
Truck
flatbed
PRO
VC. 1731-70
POT733
N/A
Present Contract Carers, Irr.: Van DivBwi
Truck
Tl /ttry van
Ria
VC128 ISO
OCT 733
N/A
=TI: 2330036 Canada Urn ted
Truck
TL/tlrv Van
TEON
1flC255«3
DOT100365
111333532

J
y.. Delete Selected Carrier*
4 Select the Manual Input-Non SmartWay Carriers tab
Enter your non-SmartWay carrier information on the screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Non-SmartWay Carriers
Total Number of Non-SmartWay Carriers for this Business Unit:
SmartWay
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5. Enter the total number of non-SmartWay carriers used by your company in the reporting year, and
specify their modes (truck, Logistics, rail, barge, air, and/or multimodal) by selecting the appropriate
non-SmartWay carrier(s) from the List and selecting the "Add Selected Carrier Types to List Below"
button.
Activity Data
% SmartWay
Instructions
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Other Input Options
Enter your non-SmartWay carrier information on this screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Hon-SmartWay Carriers
Total Number of Non-SmartWay Carriers for this Business Unit: I
Please check this box to indicate that all Mon-SmartWay Carriers have been added for this business unit l~~
AVAILABLE NON-SMARTWAY CARRIER TYPES ? |
Carrier Type
Carrier Mode
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
non-SmartWay Multimodal Carrier
nori-SmartWay Truck Carrier - Auto Carrier
non-SmartWay Truck Carrier - Dray
non-SmartWay Truck Carrier - Expedited
. non-SmartWay Truck Carrier - Flatbed
¦EST
Barge
Logistics
Multimodal
Truck
Truck
Truck
Truck
-SmartWay Truck Carrier - General
"3
J
Add Selected Carrier Types to List Below
SELECTED NON-SMARTWAY CARRIERS
CarrierType
button to select multiple items)
Carrier Mode
non-SmartWay Air Carrier - Long Haul
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
non-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - General
X Delete Selected Carrier Types
Air
Barge
Logistics
Multimodal
Truck
I SAVE

HELP

ZOOM
IN

PRINT
SCREEN

HOME

VALIDATE
SCREEN

ADD
COMMENTS

Screen 1
Demo

Page L-7 j
w J
6. Once you have selected all of your SmartWay and non-SmartWay carriers, go to the Export Carriers
tab:
a. In the Logistics and Multimodal Tools, first select the Other Input Options tab and then select
Export Carriers
Input Carriers
1
Activity Data % SmartWay
Data Display

Instructions
Manual Input SmartWay Carriers
Manuj^
Unit Non-SmartWay Carriers
Other Input Options
Outside Data Import
Match My Carriers
b. In the Shipper Tool, first select the Data Import tab and then select Export Carriers.
Input Carriers
Carrier Subdivision
Activity Data
°/o SmartWay
Mile & We
Manual Input SmartWay Carriers J
Manual Input Non-SmartWay Carriers
| Data Import |
Input Carriers
Ca r rier Su bd ivision
Activity Datp^\°/a SmartWay
Mile & Weigh!
Instructions
Outside Data Import
Export Carrier^
Match My Carriers
Manual Input
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Note: Steps 7 and 8 are for Shipper Tool users only,
7. Select the Carrier Subdivision tab.

Input Carriers Activity Data % SmartWay
8. Enter any distinguishing data you wish for each carrier selected, such as inbound/outbound and
domestic/international designations on this screen. Begin by selecting a carrier in the "All Selected
Carriers" box at the top of the screen. Then highlight the carrier name in the lower box. At this time
the optional carrier descriptor cells will become active at the bottom of the screen. After entering the
desired information, select the "Apply Descriptive Data to Selected Carrier" button to save your
data. Repeat this process for as many of your selected carriers as needed.
Input Carriers Activity Data j %SmartWay I Mile St Weight Improvements I Modal Shift Impacts I
This screen allows you to add information to characterize your carriers and to subdivide your carriers' activity by various designations. As a Way 4 Shipper
you need to complete either this section by subdividing at least one carrier or complete the Mile & Weight Improvements or Modal Shift Impact sections.
SmartWay
All Selected Carriers: 3 Carrier Mode Category SCAC MCN DOT NSC
A.M. Transport Services, Inc. Logistics AMNO MC224875 DOT221471 N/A
A.M.Transport Services, Inc. Logistics AMNO MC224875 DOT2214717
jJ
Add Row for Selected Carrier
Carrier Rows for non-SmartWay Truck Carrier - Auto Carrier: 2
Carrier Name
1 Business Unit
1 ID Code
1 Inbound/Outbound
1 Domestic/International 1 Internal ShiDDer Seament 1 !
non-SmartWay Truck Carrier - Auto Carrier
non-SmartWay Truck Carrier - Auto Carrier
test

Outbound

<1 s
Business Unit Inbound/Outbound Internal Shipper Segment 1
? j ? j J ? | f~ Apply Descriptive Data to Selected Carrier 1
ID Code Domestic/International Internal Shipper Segment 2
zjr 2J1 3^J[ * Delete Selected Carrier Row
•^223 |
HOME
ADD
COMMENTS
Page S-29
Screen
Demo

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

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

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B6F^Ef;^A-EDi6-BE6D-68.g;?28Q4DD72i82?. Then follow the instructions regarding carrier identification to
upload your file and match your carriers.
STEP 4C: EXPORT YOUR MATCHED CARRIER FILE FROM THE SMARTWAY PORTAL
When you are finished with the matching process within the SmartWay Portal, follow the instructions to
export your carriers to a Carrier file. You are now ready to import your final file into the SmartWay Tool.
STEP 5: IMPORT AND VALIDATE YOUR FILE
Once you have created your matched carrier data from the SmartWay Portal, you will import it into your
SmartWay Tool, On the main Home screen of the SmartWay Tool, select the business unit into which you will
be importing your file.
1. You will now select the "Outside Data Import" tab under Input Carriers (available directly in the
Shipper Tool and after selecting the Other Input Options tab in the Logistics and Multimodal Tools).
Data Display
Instructions
Manual Input SmartWay Carriers
Outside Data Import
Export Carriers
Manual Input Non-SmartWay Carriers
Match My Carriers
Other Input Options
Data Display
Manual Input SmartWay Carriers
Outside Data Import
Export Carr
lal Input Non-SmartWay Carriers
Match My Carriers
Other Input Options
USE OF THIS SCREEN IS OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Business Units with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight management
software or related data systems. Please select the button labeled Detailed Instructions for Data Export/Import' below to obtain detailed information on how
to prepare a CSV (comma separated values) file for import into the Tool.
If you have prepared a CSV file containing your company's carrier activity data, you may import the data file into the Tool by selecting the Select File' button to
the right in order to find the appropriate file on your computer or network. Once you have specified your CSV file's location, select the Validate File' button
below to check the file for proper format and content. Depending upon the size of the file this process may take several seconds. A progress bar indicates the
percentage of your file that has been validated.
Once completed, the number of valid and invalid records will be shown
records at the bottom of the screen. After reviewing these messages,
import the file into the Tool by selecting the 'Import File' button. A
importing, select the Next button to continue.
File Path:		
in, along with a description of errors and/or warnings associated with specific
:her update your CSV file offline and repeat the above steps, or continue and
ress bar will indicate when your file import ts complete. When finished
Detailed Instructions for Data Export/Import (pdfi
Import Status
Total Records Valid Records Invalid Records
I	I	I	
2.	Choose the Select FiLe button on the Outside Data Import screen.
3.	Select the matched Carrier XLSX or CSV file you created in the SmartWay Portal, and select the
Open button.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Preparing to Import your Data 14

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U.S. Environmental Protection Agency *
4. After specifying the file path, you need to validate the data in your file by using the Validate File
button. This performs an initial validation of the data in your file.


Select File...

Validate File


5. After the validation is complete, the Tool will display a list of errors and warnings for your review, and
it will display a count of total records and valid records summarizing the validation results.
File Path:
C: \£martwayV"1ATCH. csv
Import Status
Total Records

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

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2. Select the Step 5, Edit my carrier identification information button
Data Display
Outside Data Import
Manual Input SmartWay Carriers
Export Carriers
Manual Input Non-SmartWay Carriers
Match My Carriers
Other Input Options
Logistics and Shipper companies may have difficulty matching their carriers with the SmartWay carriers listed in the Logistics and Shipper Tools, due to slight
differences in company names, listed address, point of contact, etc. SmartWay has developed a function that allows partners to match their carrier lists
from their in-house data systems with the data submitted by current SmartWay carriers. Matching carrier lists will make it easier for partners with a large
number of carriers to quickly and accurately complete their SmartWay Tool. Follow the steps below to match your carrier list with the list of current
SmartWay carriers, allowing you to fill out your Tool more accurately and efficiently.

!
Step 2. Import your Carrier CSV file into the Partner Portal
Step 3. Export your matched carrier
file from the Partner Portal
Step 4. Import your matched carrier
lie into this Tool I

¦
Step 5. Edit my carrier identification Information I
You can find more information by selecting the "Detailed Instructiong^or Data Export/Import (pdf)" or "Visit the Partner Portal" buttons below.
Detailed Instructions for Data Export/Import fpdfi
Visit the Partner Portal
Help us improve the carrier matching function by providing recommendations on the Suggestions screen under Step 6 of the Home screen.
3. Select Next on the popup screen.
Match. My Canters
Step 5. fcdrt my carrier iden tlfkstwn Information
X
V vOi. would i*i) to vni'Vi Of adit My of the fJTktr idCfiTlfcitfcin hfc-'mition y:iu included n yOUf rrpfA8	I'.iiy d.j%i v.ikir"; ;ir«
unlkefr1 to chanae over true.
Select "Next' ta contin-je anc view/eOt your csirter denttetlon rifcrrator or 'cb&e" to return to the
3 "evwus screen.
CLOSE
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Preparing to Import your Data 16

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4. The carriers you have imported are included in the listbox on the screen, including any identification
information columns and data you imported. You can scroll through the list to view the data for each
partner.
The carriers you have imported or selected are included in the list below, including the identification information you imported. Scroll through the list to
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the values in the text boxes below the list. Select
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box once applied. To add/remove
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new carrier identification
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to continue.
All Selected Carriers:
MyCa rrierNa m e
MyCarrierlDl
| MyCarrierID2
| MyCa rrierID3
| MyCarrierSCAC
| MyCarrierMCN
| MyCarrierDOT
1 My<

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

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

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

Badger Refrigerated Express, Inc.
Badger Refrigeratec
a005

delta
BXGI
MC294455
8525852
326
Barefoot Express Inc
Barefoot Express
a006
pqr
Pi
BFXP

3696369

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

MyCa rrierNa me
|AMX Logistics
MyCarrierlDl
|a00l
MyCarrierID2
fabc
MyCa rrierID3
(alpha
MyCa rrierSCAC
|amxa
MyCarrierMCN
(MC196425
MyCarrierDOT
|3164975
MyCarrierNSC
15278596
MyCa rrierStreetAdd ress
1123 Main Street
MyCa rrierCity
|brenham
MyCa rrierSta te
MyCa rrierZIPCode
MyCa r rierPhon eN umber
MyCa rrierE ma ilAdd ress
MyCa rrierCon ta ctNa me
MyCa rrierContactLa n g u a g e
178958
|5124878598
| alpha@solutions.com
| Brad Carson

SmartWay
Guide to Importing Carrier Data Using the Outside
Data Import Function | Preparing
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5. To edit the information for a carrier, select the carrier from the List and edit the values in the text
boxes below the list. Select "Apply Edits" to save changes to the carrier or "Cancel Edits" to discard
changes. Your edits will be reflected in the listbox once applied.
The carriers you have imported or selected are included in the list below, including the identification information you imported.!
view the data for each carrier. To edit the information for a carrier, select the carrier from the list and edit the values in the text
"Apply Edits" to save the changes to the carrier or "Cancel Edits" to discard changes. Your edits will be reflected in the list box c
any of the columns displayed below, return to the "Outside Data Import" tab and follow the instructions for importing the new
information. Select the Back button to return to the instructions for "Match My Carriers," or select the Next button to continu
All Selected Carriers:
MyCa rrierNa m e
| MyCarrierlDl
| MyCarrierID2
| MyCarrierID3
| MyCarrierSCAC
I MyCa i
AMX Logistics: Logistics Division
AMX Logistics
aOOl
abc
alpha
AMXA
MC199
B&H Freight, Inc
B&H Freight
aOQ2
def
omega
BHFR
MC423
B.E.S.T. Inc. dba Go Best Logistics
Go Best Logistics
a003
ghi
phi
GBLW

Backhaul Direct, LLC
Backhaul Direct
a004
jk)
zeta
BHDRrBHDS
MC5Q0
Badger Refrigerated Express, Inc.
Badger Refrigeratec
a005
mno
delta
BXGI
MC294
Barefoot Express Inc
Barefoot Express
a006
pqr
pi
BFXP

Barton Logistics LLC
Barton Logistics
a007
stu
rho
BNBH
MC326
non-SmartWay Logistics Carrier
US Trucking
a008
vwx
lambda
LAMB
325744
MyCa rrierNa me
| AMX Edit
MyCarrierlDl
| ABC Edit
MyCarrierID2
abc
MyCarrierID3
| alpha
M yCa r rie rSCAC
| AMXA
MyCarrierMCN
||MC196425
MyCarrierDOT
|3164975
MyCarrierNSC
15278596
MyCa rrierStreetAdd ress
1123 Main Street
MyCa rrierCity
fBRENHAM
MyCa rrierState
MyCa rrierZIPCod e
MyCarrierPhoneNumber
MyCa rrierEma ilAdd ress
MyCa rrierContactNa m e
MyCa rrierCon tactLa ng uage
Apply Edits
Cancel Edits
TK
78958
51248785
alpha@sol
Brad Carsc
ENGLISH
STEP 6: ENTER ADDITIONAL DATA INTO THE TOOL
In addition to carrier-specific information, the Tool will require you to enter additional information using the
Tool user-interface. This includes describing the
Data source for your activity data,
Explanations for any data that is significantly outside expected ranges (e.g., high/low payloads).
You will also need to specify a % SmartWay option, and (for Shipper Tool users) a description of a Custom
Factor and associated data sources if you chose to use that option for your % SmartWay allocation.
After importing your carrier data, please review every screen among the data entry screens to verify
completeness. The Tool will prompt you when data is missing or in error. Alternatively, you may select the
Validate Screen button at the bottom of each screen, which will allow you to see all of the errors.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for approval.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Preparing to Import your Data 18

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U.S. tN VI RON MENTAL PROTECTION AGENCY *
U.b. tN VI RON MENTAL PROTECTION AGENCY
Appendix A: Special Cases/Considerations
The Outside Data Import function was designed so that you can also add more carrier data at a Later date. To
add carrier data, you should use the Export Selected Carriers option so that all of the carrier data in the Tool
is exported to a file (XLSX or CSV). You can then insert your additional carrier data into this exported file using
Excel and then re-import the modified file.
YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO
IMPORT OUTSIDE DATA
When you perform an Outside Data Import, all previously entered or imported carrier data in the Tool is
deleted. If you need to merge carrier data from the Tool with other carrier data, you can either manually
enter the additional information into the Tool, or enter it into an exported XLSX or CSV file. If you chose the
latter approach, you should use the Export Selected Carriers button to export that data, and then add or
copy/paste your additional carrier data into this newly exported file, then re-import the updated file back
YOU WISH TO ADD MORE CARRIER DATA AT A LATER DATE
into the Tool.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix A A-1

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Appendix B: Glossary
DOT Numbers - Companies that operate commercial vehicles transporting passengers or hauling cargo in
interstate commerce must be registered with the Federal Motor Carrier Safety Administration and must have
a USDOT Number. Also, commercial intrastate hazardous materials carriers who haul quantities requiring a
safety permit must register for a USDOT Number. The USDOT Number serves as a unique identifier when
collecting and monitoring a company's safety information acquired during audits, compliance reviews, crash
investigations, and inspections. DOT numbers are strictly numeric and can be up to 8 digits in length.
Emissions Factors - Emissions factors express the rate emissions are generated by a given source per unit of
activity, such as grams per mile travelled or grams per gallon of fuel consumed. The SmartWay tools
combine emission factors from various sources with activity estimates provided by partners to estimate total
emissions for C02, NOx, and PM.
EPA's SmartWay Database - EPA maintains a database containing key SmartWay Partner information. This
database is used to create the SmartWay Carrier Data file.
MCN - This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field you can use to
visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to
merge SmartWay data with your carrier data. If you created your file using one of the two Export buttons on
the Select Carriers screen, you should not change these values.
NSC - The National Safety Code (NSC) number, issued to fleets with Canadian operations. Has a different
format depending on the province.
SmartWay Category - This refers to the operation type category used for SmartWay truck carriers (e.g., TL,
Dry Van, Dray, etc.). Carriers are grouped by these categories to ensure an "apples-to-apples" comparison.
The emissions factors associated with truck carriers are the midpoint values for their SmartWay Category.
Note that other carrier types do not have differentiated ranking categories (i.e., all Barge carriers are grouped
in the same category for ranking). Also note that performance factors associated with rail carriers are based
on modal averages (for both SmartWay and Non-SmartWay carriers), based on publicly available
information, rather than on actual carrier performance.
SCAC - The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to identify
transportation companies. SCACs are assigned by the National Motor Freight Traffic Association, Inc.
(NMFTA). If you cannot remember your SCAC(s), please contact NMFTA before proceeding. You can find
NMFTA contact information at http://www.nmfta.org/Paaes/ContactUs.aspx.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix B B-1

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Appendix C: Carrier File Field Descriptions
Carrier ID - This is an internal identifier that can be used to identify your carriers. This number originates from
the SmartWay Database. A negative number identifies the carrier as a non-SmartWay carrier. If you created
your file using one of the two Export buttons on the Export Carriers screen, you should not change these
values. If you are merging your carrier data with the SmartWay Carrier data using the carrier name, carrier
mode, and carrier SmartWay category, you do not need to specify this internal ID field.
Carrier Name - This is simply the name of the carrier. If you are using the internal Carrier ID field to merge
your data with the SmartWay data, you do not need to specify this field. If you are using this field to merge
the data together, the names must be an exact match, but the names are not case sensitive If you
created your file using one of the two Export buttons on the Export Carriers screen, you should not change
these values.
Mode - In this field, the carrier mode must be identified as "Truck," "Rail," "Multimodal," "Barge," "Air," or
"Logistics." This field is required and must be an exact match if you are using carrier name, carrier mode, and
SmartWay category to merge the SmartWay data with your carrier data. If you created your file using one of
the two Export buttons on the Export Carriers screen, you should not change these values.
SmartWay Category - This refers to the operation/equipment type category SmartWay uses for SmartWay
carriers; e.g., TL, Dry Van, Dray, etc. (For more information on SmartWay Categories, please see the Glossary
above.) If you created your file using one of the two Export buttons on the Select Carriers screen, you
should not change these values. Valid values for Truck carriers are as follows:

Auto carrier
v.
Moving
%
Dray
%
Package
%
Expedited
%
Refrigerated
%
Flatbed
%
Specialized
%
Heavy/Bulk
%
Tanker
%
LTL/Dry Van
%
TL/Dry Van
%
Mixed

The only valid value for Multimodal carriers is Truck/Rail. Rail, Barge, Air, and Logistics carriers do not have
specific names for their SmartWay Category.
SCAC - This is a truck carrier's Standard Carrier Alpha Code. This is an optional field you can use to visually
determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to merge
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix C C-1

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U.S. Environmental Protection Agency »
SmartWay data with your carrier data. If you created your file using one of the two Export buttons on the
Select Carriers screen, you should not change these values.
MCN - This is a truck carrier's Motor Carrier Number. This is an optional field you can use to visually
determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to merge
SmartWay data with your carrier data. If you created your file using one of the two Export buttons on the
Select Carriers screen, you should not change these values.
DOT Number - This is a truck carrier's US Department of Transportation number. This is an optional field you
can use to visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently
used to merge SmartWay data with your carrier data. If you created your file using one of the two Export
buttons on the Select Carriers screen, you should not change these values.
NSC - The National Safety Code (NSC) number, issued to fleets with Canadian operations, has a different
format depending on the province, as shown below, where # signifies a number and (a) signifies a letter:
BC: #########
AB: AB###-####
SK: ####
MB: MB#######
ON: #########
QC: @-######-#
NB: NB#######
NS: @@@@@#########
PE: PE######
NL: NF@@########
YT: YT-###
NT: NT-#####
For ON, the NSC corresponds to the Commercial Vehicle Operator's
Registration (CVOR).
For QC, the NSC corresponds to the Politique devaluation des proprietaires
et des exploitants de vehicules lourds (PEVL).
Data Availability - This is an integer field whose valid values are a through d for most carrier types. The Data
Availability Option entered/selected for a carrier identifies which carrier activity data you have available. The
data that you enter in your file for Ton-Miles, Total Miles, and Average Payload must be consistent with the
carrier's Data Availability Option. If you do not specify a Data Availability Option, the Tool will select a default.
The four Data Availability Options are:
1. I know both Ton-miles and Total Miles (preferred)
2. I know Ton-miles and Average Payload
3. I know Total Miles and Average Payload.
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4. I know Total miles only.
Note that Data A vailability Options for L TL, package, logistics, and multimodal carriers are
restricted to a, b, and c due to the difficulty allocating mileage fractions for these carriers
without payload-related information.
Ton-Miles - Depending on your Data Availability Option, this field may be required or ignored. The Ton-Miles
field is an integer that must not exceed 209,207,446,000.
Total Miles - Depending on your Data Availability Option, this field may be required or ignored. When
entered, this field will contain the total miles per year attributed to each truck, barge, air, and/or rail carrier.
The Tool assumes that miles entered for truck carriers correspond to (full) truckload-equivalent miles. Rail-
miles correspond to railcar miles. The Total Miles field is an integer that must not exceed
999.999.999.999.999'
Average Payload - Depending on your Data Availability Option, this field may be required or ignored. Enter
payload (in short tons - i.e., 2,000 lbs.) representing the average cargo weight per loaded trip. Average
Payload must be entered for Data Availability Options b and c. The Average Payload field is a numeric field
that must be greater than zero. Maximum allowable payloads vary by mode and truck operation category -
please see the Shipper Tool Technical Documentation for details. The total number of digits, including the
decimal point, must not exceed 5 digits.
SmartWay Guide to Importing Carrier Data Using the Outside Data Import Function | Appendix C C-3

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U.S. Environmental Protection Agency *
For more information:
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734)214-4333
www.epa.aov/transportation-air-pollution-and-
climate-chanae
U. S. Environmental Protection Agency
National Vehicle and Fuel Emissions Laboratory
2565 Plymouth Rd.
Ann Arbor, Ml 48105
(734) 214-4200
www.epa.gov/aboutepa/about-national-
vehicle-and-fuel-emissions-laboratory-nvfel
EPA 420 B 21 023I May 20211 SmartWay Transport Partnership | epa.gov/smartway

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