i&FPA Protection ^\xSmartWay
L*l Mm. Agency U.S. Environmental protection agency^
2024 SmartWay
Online Logistics Tool
User Guide
U.S. Version (1.0)
(Data Year 2023)
EPA-420-B-24-032 I June 2024 I SmartWay Transport Partnership I epa.gov/smartway
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^vSmartWay
U.S. Environmental Protection Agency^
2024 SmartWay
Online Logistics Tool
User Guide
U.S. Version (1.0)
(Data Year 2023)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
hI # ^Agency
EPA-420-B-24-032
June 2024
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED 5
Is this the right SmartWay TooL for me? 5
INTRODUCTION 6
How Do Logistics Companies Join The SmartWay Transport Partnership? 6
How Do I Join If My Parent Company Has MuLtipLe Business Units? 6
Establishing Your Data Collection Year 7
Required Data 7
What Is IncLuded in the SmartWay Carrier Partnership Agreement? 8
TOOL SCREENS AND DATA ENTRY 10
Access the TooL in the SmartWay PortaL 10
Introductory Screens 10
Auto Population n
Home Screen n
Step l: Partnership Agreement n
Step 2: Company and Contact Information 12
Step 3: Characterize Your Business Unit(s) 15
Step 4: Enter Business Unit Information 18
Step 5: Review Your Information 36
Step 6: Compare This Year's with Last Year's Submission 37
Step 7: Submit Your Information To SmartWay 37
Appendices
Appendix A: Import File Preparation A-i
Appendix B: Carrier PayLoad Validation B-i
List of Tables
Table A-i. Excel Import File Format A-i
Table B-i. Logistics Business Unit PayLoad Validation Ranges B-i
SmartWay User Guide I Table of Contents 3
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List of Figures
Figure 1. SmartWay Portal Options 10
Figure 2. OLT Home Screen 11
Figure 3. Company and Contact Information Screen 12
Figure 4. Auto Population Confirmation Box 13
Figure 5. Name Your Business Unit(s) Screen 15
Figure 6. Company Name and Identifier Entry 16
Figure 7. Business Unit Characterization 17
Figure 8. Select Carriers Screen 18
Figure 9. Auto Populate Carriers Screen 19
Figure 10. Selection Needed Screen 20
Figure 11. Contact Non-Reporting Carriers Screen 20
Figure 12. Finalize Auto Populated Carriers Screen 21
Figure 13. Importing Carriers Screen 22
Figure 14. Import Results Screen 23
Figure 15. Find Carrier Screen 24
Figure 16. Finalize Imported Carriers Screen 24
Figure 17. View and Manually Select SmartWay Carriers Screen 25
Figure 18. Add SmartWay Carriers to My List Screen 26
Figure 19. Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 1 26
Figure 20. Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 2 27
Figure 21. Export Carriers Screen 28
Figure 22. Activity Screen 29
Figure 23. Data Quality Check Screen 31
Figure 24. Rounded Activity Data Screen 31
Figure 25. Duplicate Carrier Activity Data Flags 32
Figure 26. Low Non-SmartWay Miles Flag 32
Figure 27. Unexpected % SmartWay Value Flag 33
Figure 28. Out of Range and Overreported Carrier Activity Alerts 34
Figure 29. % SmartWay Values Screen 35
SmartWay User Guide I List of Figures 4
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Pre-Checklist — Before Getting Started
WARNING
"'Before beginning, use this chart to make sure you choose the right tool for your operations! ***
IS THIS THE RIGHT SMARTWAY TOOL FOR ME?
* SmartWay.Canada(a>NRCan-RNCan.gc.ca
** If you have already submitted information regarding your asset-based fleet(s) using the online truck tool, select "NO".
*** Once you complete the Truck tool, you may also need to fill out this Logistics tool.
Note: if you are a Multi-Tool partner and have no Brokerage activity to report, you should use this Logistics
Tool.
If you have questions regarding which SmartWay Tool to use, contact your Partner Account Manager (PAM),
the SmartWay Transport Partnership at 1-734-214-4767 or email simartwav_transport@epa.gov.
The following guide describes the SmartWay Online Logistics Tool, which is an online version of the
SmartWay Excel Logistics Tool used by logistics partners in prior years. The Excel tool was discontinued at
the end of the 2021 reporting cycle.
SmartWay User Guide I Pre-Checklist 5
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Introduction
HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Logistics companies join SmartWay by submitting a SmartWay Logistics tool. Logistics companies that
submit tools that are approved by SmartWay are known as "SmartWay Logistics Company Partners."
When a Logistics company submits a Logistics tool to SmartWay they agree to the requirements stipulated
in the SmartWay Carrier Partnership Agreement—notably, that they will measure and report the emissions
performance of their company annuattv and provide supporting documentation to SmartWay upon request.
All SmartWay Logistics Partners agree to complete and submit the SmartWay Logistics tool to:
• define company composition,
• characterize company activity,
• individually benchmark business units, and
• track annual changes in performance.
Upon approval of a Logistics tool submission, a logistics company will be identified as SmartWay Logistics
Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify companies that
meet SmartWay's annual requirements. On-time submission and approval of the tool also qualifies Logistics
Partners for use of the SmartWay Logo. The carrier will also receive information on how to access its current
SmartWay registration document and other information through the SmartWay Portal.
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?
Companies thatjoin the SmartWay Partnership should include all of their business units in their submission. If
a company wishes to list multiple business units in the Logistics Tool, they should list these business units as
their customers can hire them. 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 business unit will appear as a separate entity in the SmartWay Carrier performance
ranking.
Individual business units may join as separate partners if the parent company wishes to have them listed
individually on the SmartWay website. Each business unit would submit a separate tool.
SmartWay highly recommends developing your list of business units before beginning your data
entry process. Any business unit could be hired directly should be listed as a separate business unit
in your Logistics Tool submission. The best strategy is to have a clear idea of how to define your
business units before filling out the Tool.
SmartWay User Guide I Introduction 6
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The following sections describe the information needed and the process for completing the required
sections of the Online Logistics Tool (OLT). The OLT Technical Documentation1 explains more about the
data sources and calculation methodology used by the tool; this guide focuses on the essentials for
completing the tool.
ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of the
same year. Newly formed fleets require a minimum of 12 months of operational data.
REQUIRED DATA
Logistics companies need to gather the following essential information to complete the OLT:
• The official company name to be used on the SmartWay website for public recognition of
participation in SmartWay.
• Company contact information.
• Contact details for:
¦ 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
• Business unit details including:
¦ Standard Carrier Alpha Codes (SCACs)
¦ Motor Carrier Numbers (MCNs)
¦ US DOT Number
¦ National Safety Codes (NSCs - Canadian operations only)
• Business unit type:
¦ For-hire
¦ Private
¦ Dedicated
1 You can access the OLT Technical Documentation through the SmartWay Partner Portal.
SmartWay User Guide I Introduction 7
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• Business unit focus (%):
¦ Logistics provider
¦ Freight forwarder
¦ Freight broker
¦ Truck carrier
¦ Rail freight broker
• A comprehensive List of all carriers (SmartWay and non-SmartWay) that the business units used to
haul freight during the reporting year. The List should include all truck, rail, barge, air, and logistics
companies hired by the business unit.
• The activity level for each carrier for the reporting year (miles, ton-miles, and/or payload).
This data should be provided for all of your company's business units. This data reflects the amount of freight
carried by each carrier and the distance that freight is carried.
WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as a logistics partner, you must agree to the language on the
"Partnership Agreement for Carriers." When you begin working within the online tool, you will be asked to
check a box stating that you agree to the terms of the Partnership Agreement. This agreement must be
renewed annually.
Please review this language with the appropriate personnel within your organization before completing or
submitting the tool to EPA.
SmartWay User Guide I Introduction 8
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Partnership Agreement for Carriers
With this annual agreement, your company joins the SmartWay Transport Partnership and commits to:
1. Measure and report to EPA, on an annual basis, the emissions performance of your fleet(s) using
EPA's SmartWay Carrier Tool(s). Existing fleets will report the 12 months of data for the prior year
ending December 31. Newly formed fleets require a minimum of 12 months of operational data.
2. Have your company's name and performance results posted on the SmartWay websites/databases.
3. Upon EPA's request, agree to submit supporting documentation to EPA for any data used to
complete the Tool, and agree to submit to an audit of this data.
In return, EPA commits to:
4. Promote company participation in the Partnership by posting Partner names on the SmartWay
websites 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.
5. Provide companies with industry-wide performance benchmark data, as the data becomes available
to EPA.
6. Assist Partners in achieving emission and fuel usage reduction goals.
General Terms
7. Either party can terminate this Agreement at any time without prior notification or penalties or any
further obligation.
8. EPA agrees not to comment publicly on the withdrawal of specific partners.
9. EPA reserves the right to suspend or revoke Partner status and terminate this Agreement if the
Partner defaults under this Agreement or misuses a SmartWay trademark.
10. The Partner consents to EPA disclosing all information collected in the Tool to the United States
Environmental Protection Agency (EPA) and to the contractor responsible for hosting the SmartWay
database, for the purposes of administering the SmartWay Program and trademarks only.
11. The Partner understands that this Agreement does not constitute authorization to use the SmartWay
trademark, and that such authorization can only be obtained by entering into a separate agreement
with the EPA.
12. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA's approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA, or the United
States, endorses the purchase and/or sale of the Partner's products and services or the views of the
Partner.
13. The annual submission of this SmartWay Tool constitutes agreement to all terms in this Partnership
Agreement.
SmartWay User Guide I Introduction g
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Tool Screens and Data Entry
ACCESS THE TOOL IN THE SMARTWAY PORTAL
The SmartWay Portal is a resource for SmartWay Partners and eligible companies that are interested in
partnering with SmartWay. You can access the tool under the Online Logistics Tool option menu. Select
"Begin Now" to open the tool. The remaining menu items provide resources to help you complete your tool
(e.g., access to the Example Tool, User Guide, and Technical Documentation), review previous online
submissions if applicable, and provide feedback about the tool.
Figure l. SmartWay Portal Options
~ Online Logistics Tool
o Begin Now
o View previous submissions
o Example Tool
o Tool Familiarization PowerPoint Presentation
o User Guide for the 5martWay Online Logistics Tool
o Technical Documentation for the SmartWay Online Logistics Tool
o Provide Feedback for the Online Logistics Tool (10 question survey)
INTRODUCTORY SCREENS
Upon opening the tool, you will see a Welcome screen indicating the Partner Name and the current Data
Year for reporting.2 Note the "Data Year" is the year the activity data correspond to, generally one year prior
to the current calendar year. The Welcome screen is then followed by a series of questions about your
company location and operations (including percent of freight brokered out) to ensure you are filling out the
correct SmartWay tool. The next screen allows you to review background material to orient you to the tool.
The background screens provide information on data gathering, tool help and navigation, and the SmartWay
Partner Tool Schedule for the current year. These screens may be skipped if you are already familiar with the
tool.
Note: Your online session will "time-out" after 30 minutes if you do not interact with a page, and
data will be lost for that page. You do not have to complete all steps within 30 minutes, but you
must refresh or change the page within this time to avoid timing out. Otherwise, you must re-open
the tool by accessing the SmartWay Portal.
* The Welcome screen also includes the OMB ControL Number at the bottom right of the screen. OMB numbers are form and information collection
numbers assigned by the Office of Management and Budget, authorized under the Paperwork Reduction Act of 1980.
SmartWay User Guide I Tool Screens and Data Entry 10
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AUTO POPULATION
As you progress through the tool, you will see "Auto Populate" buttons on various screens. Selecting these
buttons allows partners to automatically load information for the initial steps of the tool, including Partner
Name and Contact Information, based on the prior year's submittal or from an Applicant's application. The
Auto Population option can save time and ensure naming consistency for your contacts and business unit(s)
from year to year. Corrections and revisions may be made on the screen if needed. If you prefer to enter your
data manually, you may skip this step.
Note - The SmartWay online tools do not allow users to cut/paste into the data entry fields. Data
must be entered manually or through the import/auto populate functions.
HOME SCREEN
Data entry for the OLT consists of seven steps, shown on the Home screen. Complete the steps in order,
using the buttons at the bottom of the successive screens to proceed through the tool. When each step is
successfully completed, a checkmark will appear on the Home screen.
Figure 2. OLT Home Screen
SmartWay Online Logistics Tool
Home
Please complete the following steps in order. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help' Button, or select the "Back" button to return to the prior p<
O Step 1: Partnership Agreement
O Step 2: Enter Company & Contact Information
CD Step 3: Characterize Your Business Unit(s)
CD Step 4: Enter Information for your Business Unit(s) (select name to add information)
O Step 5: Review Your Information (reports)
O Step 6: Compare this year's information with last year's submission
CD Step 7: Submit Your Information to EPA
^vSmartWay
Transport Partnership
STEP l: PARTNERSHIP AGREEMENT
Select Step l on the Home screen to display the Partnership Agreement for SmartWay Carriers. Review the
details of the partnership agreement in the "What Is Included in The SmartWay Carrier Partnership
Agreement?" section above. Users must agree to the Partnership Agreement to proceed to the next step.
SmartWay User Guide I Tool Screens and Data Entry 11
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STEP 2: COMPANY AND CONTACT INFORMATION
After agreeing to the Partnership terms, select Step 2 on the Home screen to proceed. Existing partners with
an approved submission from Last year may select the "Auto Populate" button toward the top of the screen
to enter the information required for this screen. Otherwise begin by entering your Company Name, the
official name that your customers would recognize for your company—in other words, the name someone
hiring you would look for.
Specify your company's official Company Name, exactly as you want it to appear on the SmartWay website.
For example, you may enter:
• ABC Company
• ABC Company, Ltd.
Your company will be listed exactly as you enter it, so pay special attention to proper capitalization,
abbreviations, annotations, and punctuation. Your company name can be up to 100 characters long.
Figure 3. Company and Contact Information Screen
SmartWay Online Logistics Tool
Company and Contact Information
You can use the 'Auto Populate' button to populate this screen with your company's information from last years tool. If you bring in last years data you must review and verify it Alternatively you can enter the information yourself.
^^SmartWay
Transport Partnership
After completing the Company and Contact sections, you may enter additional information by selecting the 'Optional Comment bar If you wish.
When finished select the 'Save and Continue' button. Any missing/incorrect data will be flagged for your attention. If all of your entries pass validation you will be taken back to the Home screen. You may return to this screen later and add more contacts or change contact information.
* Denotes a required field
Company Information
Company Name: *
Address: *
Address 2:
City: *
State: *
Zip Code: *
Main Phone: *
Website:
Working Contact
Executive Contact
Optional Comment
Note: Each field marked with an asterisk must be filled out. You will not be able to submit the tool
to SmartWay without this information.
If you use the Auto Populate option, please review the Company Name as it appears on the screen, revising
as necessary. The tool then asks for:
SmartWay User Guide I Tool Screens and Data Entry 12
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• Other Company Information including address, phone number, etc.
• A Working Contact for any questions about your company's participation and tool submissions. The
Working Contact is the individual designated by the Executive Contact to directly interface with
SmartWay regarding specific tasks involved in the timely submission of the tool. The Working
Contact is responsible for coordinating the assembly of information to complete/update carrier
activity 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. A Working Contact can also be a primary or alternate Sustainability Contact, an
alternate Executive Contact, or a Consultant, but you must indicate this by using the checkboxes in
the Working Contact section. (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.)
• An Executive Contact for participation in recognition events and for authorizing participation in
SmartWay. 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.
• Additional contacts (optional) which may include alternative Working or Executive contacts,
Sustainability contacts, consultants, or others that may be involved with SmartWay (e.g., press/media
contact, fleet manager, etc.). Use the "Add Contact" button at the bottom of the screen to enter one
or more additional contacts.
You MUST provide both Working and Executive Contacts, who must be different, with different email
addresses, to proceed. SmartWay recommends developing an internal succession plan to make sure that
your tool submission schedule is maintained and the location of SmartWay files are known, if a Working
Contact is reassigned, or leaves the company for any reason.
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.
If you use the Auto Populate option, you still must review the Contact Information and revise your entries as
needed. When complete, check the "My company and contact information is correct" box at the bottom of
the screen.
Figure 4. Auto Population Confirmation Box
~ Optional Comment
Q My company and contact information is correct
Return to Home Page
SmartWay User Guide I Tool Screens and Data Entry 13
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You must enter all required fields to proceed to the next step. If a required field is left empty, a message will
appear asking the user to provide the information.
SmartWay User Guide I Tool Screens and Data Entry 14
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STEP 3: CHARACTERIZE YOUR BUSINESS UNIT(S)
After entering your company and contact information, select Step 3 on the Home screen to characterize one
or more business units. Most Logistics companies will only need to create one business unit.
If you have multiple business units that can be hired by customers individually you should create multiple
business unit records in the Tool and characterize their operations individually. You should not include
internal company fleet definitions or designations—only separate business units as they would be identified
and hired by your customers.
Name Your Business Unit(s)
The Name your Business Unit(s) screen allows you to "Auto Populate" your business unit identification
information using the data from your approved tool submission last year (Option 1) or specify the number of
business units you wish to characterize (Option 2).
Figure 5. Name Your Business Unit(s) Screen
SmartWay Online Logistics Tool
Name your Business Unit(s)
The first step in Business Unit Characterization is to name your business unit(s). There are two ways to get started.
""Y-SmartV\fciy
Transport Partnership
Option 2:
Enter the number of business unit(s) you have and then select the Continue button, which will then let you characterize your business unit(s).
How many distinct business units do you have? Q
After selecting Option 1 or Option 2, you will need to name your business unit(s), beginning with your
Company Name followed by the specific business unit identifier(s). You may leave the Business Unit
Identifier field blank if you only have one business unit. Your business unit identifier can be up to 70
characters long.
SmartWay User Guide I Tool Screens and Data Entry 15
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Figure 6. Company Name and Identifier Entry
Company Name*
Example BU
Business Unit
Identifiers) ¦
~ Business Unit 1
~ Business Unit 2:*
Lire Hau
Last Mike
Business Unit Name
Example BU: Line Haul
Example BU: Last Mile
Add Another Business Unit I Delete Business Unitfs)
~ Optional Comment
Note: If you selected the Auto Populate option for this section, you MUST still review the Company Name
and Identifier and revise your entries as needed.
Business Unit Characterization
Enter your business unit characterization information on the next screen. First enter at Least one business unit
identifier (SCAC, MCN, DOT number, or NSC). If you have a business unit with multiple SCACs, enter all of
them into the SCAC field, separating them with commas. Fill out as many fleet identification fields as
possible. Double-check your entries as your customers use this information to find your fleets.
Next, select the business unit service type using the dropdown menu. For either private company operations
or dedicated contract service:
Select "Private" if the business unit is primarily hauling for the parent company (however
occasional backhauls are allowable in this designation)
Select "Dedicated" if the business unit is primarily reserved for one customer (however occasional
backhauls are allowable in this designation)
Otherwise, select "For-Hire."
Complete the screen by entering the percentage of the business unit's total activity associated with the
different business focus categories. Percentages must add to 100.
SmartWay User Guide I Tool Screens and Data Entry 16
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Figure 7. Business Unit Characterization
SmartWay Online Logistics Tool
Business Unit Characterization: Example BU: Line Haul
Please fill out this page and
business units
* Denotes a required field
r— Business Unit Identifier(s)*
SCAC •
ABCD
123456
^^SmartWay
Transport Partnership
Business Unit Type*
Select the service type of tne business unit For either private company operations or dedicated contract service - Select "Private" if trie business unit is pnmanly nauling for the parent company (however occasional backhauls are allowable in this designation) - Select
"Dedicated" if the business unit Is primarily reserved for one customer (however occasional backhauls are allowable In this designation) Otherwise, select "For-HIre"
Business Focus (%)* —* * m ¦ — — ¦ —•—
Characterize your business unit by specifying the percentage of total activity by Business Focus category. Select the "T buttons above each categoiy type for specific definitions
Logistics Provider t' Freight Forwarder " Freight Broker truck Carrier " Rail Freight Broker * Total
I" I I™ I l° I i50 I l° I I""
SmartWay User Guide I Tool Screens and Data Entry 17
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STEP 4: ENTER BUSINESS UNIT INFORMATION
Next select the business unit name under Step 4 on the Home screen to enter detailed activity data for each
of the business units you identified.
Select Carriers Screen
The first step in characterizing your business unit is to identify and select your carriers using one or more of
the following options. These options are not mutually exclusive. For example, you can start by using the Auto
Populate Carriers option to load the carriers from your approved submission from last year. Then you can
modify this list of carriers using one or both of the View and Manually Select Carriers options, allowing you
to remove and/or add carriers. You can then Export your list of selected carriers, merge in the activity data
for each using Excel, and then Import the updated file back into the tool.
Figure 8. Select Carriers Screen
SmartWay Online Logistics Tool
*\vSmartWay
Select Carriers: Example BU: Line Haul Transport Partnership
Select one or more of the HnKs below to Identify and select the carriers you used to move your freight In the current reporting period These options are not mutually exclusive For example, you can start by selecting 'Auto Populate Gamers' to load the
earners from your approved submission from last year You can then modify this list of earners using one or both of the 'View and Manually Select Carriers' options, allowing you to remove and/or add carriers You can also Export your list of selected carriers, merge In the activity data for
each carrier using Excel, and then Import the updated file back into the tool
When you are finished selecting your earners, select the 'Enter Activity' button to proceed to the next step.
As you proceed through the steps below, make sure to address the following issues:
• You must select at least one SmartWay Carrier
• You do not currently have any Non-SmartWay carriers In your list of earners, if you do not use Non-SmartWay carriers, select the View and Manually Select earner Modes/Categories' link and check the 'I do not use Non-SmartWay earners' box to confirm this If you do use
Non-SmartWay carriers, select the view and Manually Select Carrier Modes/Categones' link to add them to your lists of earners.
' Auto Populate Carriers - Use this option to load the carriers from your approved tool submission from last year. After you have brought in these earners, you can send a reminder email to those SmartWay carriers who haven't submitted their data for the current year
> View and Manually Select SmartWay Carriers - Use this option to identify and select your carriers from the current list of SmartWay partners. If you have a small number of carriers (e.g., 50 or less), this option might be your preferred approach If you used the Auto Populate function,
you can use this option to add and remove SmartWay carriers.
• View and Manually Select Non-SmartWav Carrier Modes/Categories - Use this option to select your Non-SmartWay carriers (e g , Non-Smartway Truckload/Dry Van, Non-Smartway Logistics). If you used the Auto Populate function, you can use this option to add and remove Non-
SmartWay carriers If you do not use any Non-SmartWay Carriers you must still select this option to confirm that you do not use Non-SmartWay carriers
- Use this option to export your current list of carriers or the entire set of SmartWay Carriers and Non-SmartWay Carrier Modes/Categories into an Excel file. You can then modify the file to edit your earner list and activity data for importing back into the tool,
Auto Populate Carriers Screen
The table shown on this screen lists the SmartWay Carriers and non-SmartWay Carrier Type(s) from your
approved logistics tool submission from last year (if available). You can scroll through the list or filter to view
subset categories. Take special note of each carrier's "Status":
1. Carriers with a "Current" status have submitted their fleet information for the current reporting year and
are approved by SmartWay.
2. Carriers with a status of 'Pending' have submitted their information but have not been approved by
SmartWay and will be classified as non-SmartWay carriers if you finalize your imported carriers
before their submission is approved. If some of your major carriers are "Pending", do not finalize your
carriers at this time, but check back later regarding their status. The Partner status will be
automatically updated when you return to this screen to finalize your carriers.
3. Carriers who have a status of 'Didn't Report' will be categorized as non-SmartWay carriers when you
finalize your imported carriers. You can contact these carriers directly, or request SmartWay to send
SmartWay User Guide i Tool Screens and Data Entry 18
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an email asking them to submit their current year data by using the 'Contact Non-Submitting Carriers'
button below.
4. Carriers who have a status of 'Selection Needed' have submitted current year data to SmartWay. but
the carrier has multiple fleets from which you can select. These carriers will be categorized as non-
SmartWay Carriers if you finalize your list without specifying which fleet they are.
Please review this List to create your CURRENT year Carrier List. You can remove specific carriers or non-
SmartWay Carrier Types you no longer use by checking the Delete Carrier box in the left-hand column and
then selecting the Delete Carriers button at the bottom of the screen. When finished select the "Finalize your
carriers" box at the bottom left to reassign all carriers without a "Current" status to the non-SmartWay Carrier
Types list.
Figure 9. Auto Populate Carriers Screen
Auto Populate Results: Example BU: Line Haul
The following table lists the SmartWay Carriers and Non-SmartWay Carrier Type(s) from your approved logistics tool submission from last year Please review this list to create your CURRENT year Carrier List You can scroll through the list or filter to
view selected categories.
Please take special note of each earner's status
• Carriers with a 'Current' status have submitted their fleet information for the current reporting year and are approved by SmartWay
• Carriers with a status of 'Pending' have submitted their Information but have not been approved by SmartWay and will be classified as Non-SmartWay carriers if you finalize your carriers before their submission is approved
• Carriers who have a status of 'Didn't Report' will be categorized as Non-SmartWay carriers when you finalize your carriers. You can send an email to these carriers asking them to submit their current year data by using the 'Contact Non-Submitting Carriers' button below.
• Carriers who have a status of 'Selection Needed' have submitted their current year data to SmartWay. but the carrier has multiple fleets from which you may select These carriers will be categorized as Non-SmartWay Carriers If you finalize your list without specifying which fleet
they are.
Carrier Counts: Current = 281 Pending = 01 Didn't Report = 21 Selection Needed = 1 "
You can remove specific carriers or non-SmartWay Carrier Types you no longer use by checking the 'Delete Carrier box in the left-hand column and then selecting the 'Delete Carriers' button at the bottom of the screen. You may select multiple checkboxes at a time, but they must be
visible for the carrier to be deleted.
Auto Populate Results
Snow io v entnes
Carrier Name
Mode - SmartWay Category
i "¦» i
Freight Carriers DBA AFC Transp
5L Transportation Group, lr
Calex ISCS Inc
Carolina Tank Lines. Ir
CoreTrans. LLC
Crane Transport inc
Dedicated Systems In
Dutch Maid Logistics
Showing 1 to 10 of 31 entries
II need to create one or more Non-SmartWay Carrier Type entries to account for the activity of these fleets. This cannnot be undone so make sure you are through
SmartWay User Guide i Tool Screens and Data Entry lg
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Selection Needed Screen
For Auto Populated carriers with a status of "Selection Needed", partners can use the "Find My Carrier" link to
select which of the current year approved fleets is the one used. Once identified, check the appropriate "This
is the carrier box" on the right and select Save and Continue to proceed.
Figure 10. Selection Needed Screen
SmartWay Online Logistics Tool
Selection Needed: Example BU: Line Haul
SmartWay
Transport Partnership
This is the carrier
Carrier Name
te - SmartWay Category
Carrier Addrett
Estes Express Lines East
True*-Mixed
390) West Broad Street RWimood VA 23230
Estes Express Lines: Vi
st Broad Street Ricnmonfl VA 23230
Showing 1 lo 2 or 2 entnes
Return to Home Paoe I Back I Save and Continue
Contact Non-Reporting Carriers Screen
Figure 11. Contact Non Reporting Carriers Screen
SmartWay Online Logistics Tool
Contact Non-Submitting Carriers: Example BU: Line Haul
You have 2 carriers) who have not submitted data to SmartWay for the current reporting year Select the 'Send Email(s)' button below to email the SmartWay partners' current Working Contacts, asking them to submit their data.
^^SmartWay
Transport Partnership
Before selecting the 'Send Email(s)' button, make si
:o delete any carriers on the previous si
it to contact before sending the email. These are the c.
¦s who have a Status of "Didn't Report".
working.contact@partner.com
Subject: Your customer. Example BU: Line Haul, requests that you submit current year data to SmartWay
Dear -FIRST NAME-.
:h Is needed for a variety of
SmartWay and Example BU: L
Users may also send standardized emails to encourage SmartWay carriers with a "Didn't Report" status (i e.
with tools that have not been received for the current data year) to complete their tools and submit their
data. Users will be able to view the email in read-only form. The email will be sent to all carriers on the "Didn't
Report" list that can be identified as SmartWay partners. Emails will be sent to the Working Contact on record
if they have a valid email address. If there is an Executive Contact with a valid email address they will be cc'd
on the email. Emails cannot be edited and can only be sent once.
SmartWay User Guide I Tool Screens and Data Entry 20
-------
Finalize Auto Populated Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
I ransport Partnership
The carriers you auto populated Have been finalized
• You had 29 carriers whose status was 'Current* They have been finalized and are ready for use
• You had 2 carriers whose status was Pending". "Didn't Report', or 'Selection Needed" They have been converted to be Non-Smart Way carriers.
This screen summarizes the final status of each of your auto populated carriers, as well as a listing of actions
taken by the tool.
Import Carriers Screen
Business units that use a large number of carriers (e.g., greater than 100) during the reporting year may prefer
to prepare their carrier activity data using an offline application such as Excel, incorporating data outputs
from their own freight management software or related data systems. Users may import an XLSX file
containing carrier data using the Import File button on the Import Carriers screen. The import file may be
produced by:
1. Exporting carrier data from a previous year's tool3
2. Selecting Auto Populate and/or Manually Selecting Carriers then using the tool's Export function, or
3. Exporting carrier data from an in-house application.
Details regarding the required import file data fields and format are presented in Appendix A.
Once the file is ready, select the Import File button to navigate to and select your Excel file. The tool will then
import the file, validate activity data, and report any errors and/or warning messages that may need to be
addressed. The imported Excel file should only have one worksheet as the tool will attempt to import and
validate all sheets, including blank ones, which may result in an error message if your file includes
worksheets with no data.
3 If the file to be imported was created from a previous year's Excel tool, it will need to be modified to match the new format described in Appendix A.
SmartWay User Guide I Tool Screens and Data Entry 21
-------
Figure 13. Importing Carriers Screen
SmartWay Online Logistics Tool
Importing Carriers: Example BU: Line Haul
Transport Partnership
Companies wtio use a large number of carriers during the reporting year (e.g. > 100) may prefer to prepare their earner activity data using an offline application such as Excel, incorporating data outputs from their own freight management software or
related data systems. Select the Help button below for more information on how to prepare an Excel file for importing data into this tool.
Click the Select File button to navigate to and select your Excel file. The tool will then import the file and report any errors and/or warning messages that may need to be addressed.
Your Excel file has one or more warnings. These are shown below. These warnings can be ignored if you are confident they wont cause any issues. If you ignore these warnings, select the 'Continue' button to proceed to the next step.
• Errors:
o Payload_Distance was present in 3 row(s) [2,12,14). Based on the Available Activity Data option for the carrier, this value will be recalculated,
o Distance was present in 2 row(s) [5,7]. Based on the Available Activity Data option for the carrier, this value will be recalculated,
o Average_Payload was present in 3 row(s) [2,4,6], Based on the Available Activity Data option for the carrier, this value will be recalculated.
o You have 3 carriers) with an Available Activity Data option of 'Miles Only'. This option is only valid for Truck Carriers who are NOT in either the 'LTL/Dry Van' or 'Package Delivery SmartWay Category. This will be validated when you finalize your imported carriers. If any of your
carriers with this 'Miles Only1 option turn out to be invalid, their Available Activity Data option will be changed to Ton-Miles and Total Miles'.
Validation messages will be presented in groups, with the message showing all rows that have the same
error/warning. If errors are found, they must first be fixed in the Excel file and then be imported. Warning
messages may be addressed by making changes to the Excel file or by proceeding and editing data fields on
later screens. Common errors/warnings include:
• Carrier name is missing (required field)
• Invalid data/value from a list (e.g., a specified carrier mode must be valid)
• Data field exceeds maximum length
• Data contains non-numeric characters: ton-miles, miles, payload, non-SW carrier count
• Invalid fleet identifiers are valid (e.g., SCAC must be 2-4 alpha-numeric characters)
• Invalid SmartWay Category selecting "Miles Only" option
• Non-SmartWay carrier count entered for SmartWay row/carrier
o None
• Waminos:
SmartWay User Guide I Tool Screens and Data Entry 22
-------
Import Results Screen
Figure 14. Import Results Screen
Import Results: Example BU: Line Haul
The following table displays the SmartWay Carriers and Non-SmartWay Carrier Type(s) from the file you just Imported To review these results, you can scroll through the list or use the filters In the first row. Select the 'Help' button at the bottom of the
page If you have any questions about how to use the filters
Please take special note of each carrier's status
• Carriers with a 'Current' status have submitted their fleet information for the current reporting year and are approved by SmartWay
• Carriers with a status of 'Pending' have submitted their information but have not been approved by SmartWay and will be classified as Non-SmartWay earners if you finalize your earners before their submission is approved
• Carriers who have a status of 'Didn't Report' will be categorized as Non-SmartWay carriers when you finalize your carriers. You can send an email to these earners asking them to submit their current year data by using the 'Contact Non-Submitting earners' button below
• Carriers who have a status of 'Not Found' were not located In the SmartWay database If you believe they are a current SmartWay carrier, select the 'FIND CARRIER' link next to their name and you can search for them If you find them, their Status will be updated, If you don't find
them they will be dropped from your list when you 'Finalize Carriers' and you will need to account for their activity by adding them as Non-SmartWay carriers
Carrier Counts: Current = 261 Pending = 01 Didn't Report = 71 Not Found = 3 '
You can remove any carriers accidently imported by checking the box in the Delete Carrier(s) column and selecting the 'Delete Carrier(s)' button. You may select multiple checkboxes at a time, but they must be visible for the carrier to be deleted.
~ Import Results
Show 10 v | entries
Carrier Name (From Excel File)
Carrier Name (From SmarlWay)
Mode - SmartWay Categor
1901 Ontario inc.: ASL Global Logistics
AAA Cooper Transportation
AM Trans Expedite
1579901 Ontano Inc ASL G
1A Cooper Transportation
ACE Forwarding. Inc
AM Trans Expedite
Blue Streak Courier Service Inc.
Boll Express LLC
Bridger Transportation LLC
Blue Streak Courier Service Inc
Bridget Transportation U
Blackwell Consolidatior
Truck - Mixed
Truck - Mixed
Logistics - General
Showing 1 to 10 of 36 entries
Previous 12 3
Delete Carrier(s)
Help
The Import Results screen Lists all carriers included in the imported Excel file, along with the submittal status
for each. You can remove carriers from the list by checking the Delete Carrier(s) box and then selecting the
"Delete Carrier(s)" button at the bottom of the screen. Carrier status types include:
• "Current" carriers have an approved SmartWay tool submittal for the current Data Year.
• "Pending" carriers are SmartWay partners that have submitted their data for this reporting year, which
is currently under review by SmartWay.
• "Didn't Report" carriers are SmartWay partners but have not submitted their data for the current
reporting year.
• "Not Found" carriers could not be matched to the list of current SmartWay partners based on the
information provided.
You can email carriers with a status of "Didn't Report" to encourage them to submit their data for the current
year by selecting the "Contact non-submitting carriers" button. You can also search the SmartWay partner
listing for carriers with a "Not Found" status by selecting the "FIND CARRIER" link. After searching for "NOT
FOUND" carriers check the "Finalize your carriers" box and the "Finalize Carriers" button to proceed. Carriers
SmartWay User Guide I Tool Screens and Data Entry 23
-------
that remain "NOT FOUND", even after additional searches, will be classified as non-SmartWay carriers upon
finalizing.
Find Carrier Screen
For imported carriers that were "Not Found" on the list of current SmartWay Carriers, partners can use the
"Find My Carrier" function to search for a match. You may search on multiple fields (Carrier Name, SCAC, or
carrier address), if the correct carrier is Listed in the search results, select the "This is the carrier" button, then
select Save and Continue and the selection will be added to your carrier list with a status of "Current".
Figure 15. Find Carrier Screen
SmartWay Online Shipper Tool
Find Carrier For: One
£2?
^\NSmartWay
Transport Partnership
Use this page to perform manual searches of the list of SmartWay carriers who have an approved submissions for the current reporting year. You can search on carrier name, address, or SCAC. Select the 'Help'
button for more information on how to use this search function.
To search for a carrier, select which field you want to search on, enter the search value, and then select the 'Search' button. Any SmartWay carriers that match the search criteria will appear in the table. If you find
your carrier, select the button In the leftmost column and click the 'Save and Continue' button.
Carrier identification you supplied in your carrier file:
• Carrier Name: WWV
. SCAC:ASXX
Field to search on: | Carrier Name v 1 Value to Search For: f
Return to Home Page
Finalize Imported Carriers Screen
Figure 16. Finalize Imported Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
The carriers you Imported nave been finalized
• You had 26 carriers whose status was 'Current'. They have been finalized and are ready for use
• You had 3 earners whose status was Not Found" They have been dropped from your list of earners You will need to manually add them using the Non-SmartWay Carrier Types option to account for their activity.
• You had 7 earners whose status was Pending*. 'Didn't Report', or 'Selection Needed1 They have been converted to be Non-SmartWay earners
• You had 1 carriers with an Average Payload that exceeded the maximum allowed value for that Mode and SmartWay Category These Average Payloads have been removed You can correct your data on the Activity Data st
* Show carriers who had an Invalid Average Payload
Show 10 v entries
Smart Way
Transport Partnership
Canter lb (from your Excel We)
- SmartWay Category
AAA Cooper Transportation
Track • LTUDry Van
Showing 1 to 1 of 1 entries
Previous 1
This screen summarizes the final status of each of your carriers, as well as a listing of invalid data entries and
actions taken by the tool
SmartWay User Guide I Tool Screens and Data Entry 24
-------
The tool aggregates rows by unique carrier/Available Activity Data combinations.4 Any carriers that were not
already identified as non-SmartWay carriers and that have a status of "Pending" or "Didn't Report" are
assumed to be non-SmartWay carriers and will be assigned to the partner's SmartWay Category/Mode from
last year. If these carriers have a mode and an Available Activity Data combination that has already been
specified, the carrier will be merged with the existing non-SmartWay Carrier Types, with their miles and ton-
miles added to the existing values, payload reweighted based on the Available Activity Data option, and the
number of non-SmartWay carriers increased by one.
View and Manually Select SmartWay Carriers Screen
Figure 17. View and Manually Select SmartWay Carriers Screen
SmartWay Online Logistics Tool
*\vSmartWay
View and Manually Select SmartWav Carriers: ExamDle BU: Line Haul Transport Partnership
The SmartWay partners on your list of current carriers are displayed below If you would like to add one or more SmartWay Camers. select the Add Carriers to my list" button. If there is a carrier in your list that you want to remove, check the box in the left
hand column and select the 'Delete Carrier(s)' button. You may select multiple checkboxes at a time, but the checkbox must be visible on the screen for the carrier to be deleted.
Your SmartWay Carriers (24)
Show 10 v entries
Delete Carrier
Carrier Name
Mode SmartWay Category
SCAC®
MCN f
DOT $
NSC ®
1 |
1 |
1 <- 1
I F~ I
I —
1579901 Ontario Inc: ASL Global logistics
Track - Mixed
AGBM
46977
1154243
146064145
AAA Cooper Transportation
Truck - LTL/Dry Van
AACT
55889
092261
ACE Forwarding. Inc
Tiuck - Mixed
AFWO
3071S8
659111
Averitt Express
Truck ¦ Mixed
AVRT
121600
036684
Aveiitt Express
Tiuck - Mixed
AVRT
121600
036684
Blue Streak Courier Sen/ice Inc
Tiuck - Mixed
BKCG
190454
867057
7323
Boll Express. LLC
Truck - Mixed
BXPE
408074
952587
Combined Transport Inc Blackwell
Consolidation.: Combined Transport, Inc.
Truck - Flatbed
CMBD
152144
194077
ContainerPort Group. Inc Inteimodal
Track - Gray
CPGP
152125
232734
Estes Forwarding Worldwide, LLC: EFW
Logistics - General
EFWW EFSO EFWE EFTL
801982
2352258
Showing 1 to 10 of 24 entries Previous 1 ] 2 3 Next
Return to Home Page | Return to Select Camers | Help
Use this page to view, filter and delete SmartWay carriers from your list as needed. You can specify one or
more filters on the second row of the table. Select the Add Carrier(s) to My List button at the bottom of the
screen to search for and select additional SmartWay carriers. If you wish to delete a carrier from your list,
check the Delete Carrier box then click the Delete Carrier(s) button below, making sure the carrier to be
deleted is visible on the current screen.
4 The tooL will sum the entries for Ton-miLes and MiLes and calculate weighted average payload for identical carriers (same Carrier ID/exact Carrier
Name and same Available Activity Data option).
SmartWay User Guide I Tool Screens and Data Entry 25
-------
Add SmartWay Carriers Screen
Use this page to find and select SmartWay Partners using the filters and sort arrows in the column headers to
narrow your search as needed. Check the Add Carrier box to the left to select specific carriers. When finished
click the Add Carrier(s) to My List button to see your carriers.
Figure 18. Add SmartWay Carriers to My List Screen
SmartWay Online Logistics Tool
* .^SmartWay
Add Carrierfsl to mv list: ExamDie BU: Line Haul Transport Partnership
This page allows you to find and select carriers you use that are currently SmartWay Partners
First use the filters and sorting arrows in the column headers below to narrow your search as needed You may apply filters to multiple columns to quickly find your earners Once found, check the Add Camer box for that carrier and select the Add Carriers) to my list' button You may
check multiple earners at a time befofe selecting the 'Add Carriers) to my list button, but the Add Carrier checkbox must be visible when the button is pushed
Available SmartWay Carriers:
Show 10 vj entries
Add Carrier
Canter Name
Mode - SmartWay Category
SCAC T
HC. "
DOT 'f1
NSC Tl
I |
|«
1 |
1 n>-
1 — I
¦- 1
1 -Bridge Logistics Corp
Logistics - General
OBBL
890026
2557559
11959581 Canada Inc
True* - TLOry Van
OONF
1125786
3454746
1351515 ONTARIO IMC dba HANS
TRANSPORT
Truck - TUDry Van
HANQ
3317416
1455492 Ontario Inc DBA RS Camer
Truck - Refrigerated
OFFR
461755
1137120
141064304
1541335 Ontario inc.'ftoad Link Xpiess
Truck - TL/Dry Van
ROAD
442882
1063823
143440740
1559514 ONTARIO LTD dba AtKAM
LOGISTICS
Truck -TLOry Van
AKOL
2051163
1616270 Ontario Ine./dOa DM Transport
001
Truck - Mixed
om„
910434
*8,s"
m,mK
1 sl Choice Logistics LLC
Logistics - General
833561
2423750
1st Express Inc
Truck - TL/Dry Van
FSEP
181440
284589
2039322 ONTARIO INC dba NORTMUNE
FLATBED SERVICES
Truck - Flatbed
NFSS
2407852
Showing 1 to 10of3.172entries Previous [ 1 | 2 3 4 5 318 Next I
View and Manually Select Non-SmartWay Carrier Modes/Categories Screen
If you only use SmartWay carriers, select Option l, the "I do not use any Non-SmartWay Carriers" box and
select Confirm to proceed, (if you wish to enter Non-SmartWay carriers after selecting Option l, uncheck the
1 do not use Non-SmartWay Carriers box'! and select Confirm.)
Figure 19. Manually Select Non SmartWay Carrier Modes/Categories Screen, Option 1
SmartWay Online Logistics Tool
View and Manually Select Non-SmartWay Carrier Modes/Categories: Example BU: Line Haul
Option 1: If you do not use Non-SmartWay carriers, check the box betow and select the 'Confirm' button confirm.
~ I do not use Non-SmartWay Carriers
Option 2: If you use Non-SmartWay earners, select the Non-SmartWay carrier types from the list below and then select the 'Add Selected Carrier Type' button. Then enter the number of NorvSmartWay carriers for each type selected For true* carriers select me specific earner type if
known (e g, 'Non-SmarMfay Truck ¦ Flatbed") which will give you more precise emission estimates or select 'Non-SmartWay Truck ¦ General' if unknown
" Denotes a required field
Available Non-SmartWay Carrier Types
I > rw-ST.yT/fiy Cy-8' -/p« y
^^SmartWay
Transport Partnership
Selected Non-SmartWay Carrier Types
Delete Carrier Type
SmartWay User Guide I Tool Screens and Data Entry 26
-------
Otherwise select the non-SmartWay carrier categories you use from the dropdown box on the Left under
Option 2. Then enter the number of non-SmartWay carriers for each category and select the Save Number
of Carriers box. Remember to include any carriers with a final status of "Not Found". If you do not know the
Category for one or more non-SmartWay carriers, select the Non-SmartWay Truck - General option. Select
the Return to Select Carriers box when finished.
Figure 20. Manually Select Non SmartWay Carrier Modes/Categories Screen, Option 2
^vSmartWay
Transport Partnership
Option 2: It you use Non-SmanWay earners, select the Non-SmartWay carrier types from the list below and then select the 'Add Selected Carrier Type' Button Then enter the number of Non-SmartWay carriers for each type selected For truck carriers
select tne specific carrier type if known (e g. 'Non-SmanWay Truck - FlatDeff) wtiicn will give you more precise emission estimates, or select 'Non-Smartway Truck - General' if unknown
* Denotes a required field
Available Non-SmartWay Carrier Types Selected Non-SmartWay Carrier Types
SmartWay Online Logistics Tool
View and Manually Select Non-SmartWay Carrier Modes/Categories: Example BU: Line Haul
Return to Select earners I Help
Export Carriers Screen
You may export carrier information to an Excel file for additional processing. Using Excel, you can enter or
change Activity Data or merge the exported carrier information with data from your in-house shipping
applications. There are two options for exporting carriers.
1. You may select the "Export All SmartWay and non-SmartWay Carriers" button to create and save an
Excel file with a complete list of all current SmartWay Carriers and non-SmartWay Carrier
Modes/Categories. You may then manipulate the file offline, deleting carriers you do not use, and
entering activity data for your carriers. Once complete you may import the updated file back into this
online logistics tool.
2. You may export the list of carriers selected using the other online tool functions (Auto Populate,
Import, and Manual Selection). Once you have created your list of carriers, you can use the "Export
Selected Carriers" button to create and save an Excel file containing these carriers. You may then
update that Excel file by entering activity data for your selected carriers, after which you can import
the updated file back into the Logistics Tool.
SmartWay User Guide I Tool Screens and Data Entry 27
-------
Figure 21. Export Carriers Screen
SmartWay Online Logistics Tool
*\xSmartWay
Export: Example BU: Line Haul Transport Partnership
Select one of the following options to export carrier information to an Excel file for additional processing Using Excel, you can enter or change activity data or merge the exported earner information with data from your in-house applications
1. Select the 'Export Your Selected Carriers' button to export an Excel file containing the list of carriers you selected using the other online tool functions (Auto Populate. Import, and Manual Selection) You may then manipulate the file offline and import the updated file back into this
Activity Screen
After identifying and selecting your SmartWay and Non-SmartWay carriers, proceed to the Activity screen
where each of your selections will be listed along with their "Status". You may filter the list by status type
using the 'Filter Method1 dropdown menu and 'Submit' button on the right side of the screen.
Carriers that have a Status of 'Entered' have all their activity data entered and do not require further action,
although their data may be revised by selecting the 'EDIT' link at the far right. Carriers that have a Status of
'incomplete' do not have all their activity data entered and must be completed using the 'EDIT' link to
continue. Selecting 'EDIT' allows you to enter the available activity data for the selected carrier. For each
"Incomplete" carrier record, choose an "Available Activity Data" option that reflects the information you have
for that carrier. The preferred option is "Ton-Miles and Total Miles". Next, enter the data fields that are
appropriate for the option you selected (ton-miles, total miles, and/or average payload in tons). The required
fields will be activated (showing a data entry box). After entering the required information select the "Save"
button at the far right to update table or select "Cancel" to delete the newly entered data.
SmartWay User Guide I Tool Screens and Data Entry 28
-------
Figure 22. Activity Screen
SmartWay Online Logistics Tool 4K1
*\^SmartWay
Activity Data: Example BU: Line Haul Transport Partnership
The SmartWay Carriers and Non-Smartway Carrier Types you selected are shown below. You may filter your list by using the 'Filter Method' dropdown list and 'Submit' button on the right side of the screen. The possible Statuses are
• INCOMPLETE: Carriers that do not have all of their activity data entered. Use the'EDIT link on the right side of the row to finish entering the earner's activity data. Camers with a Status of'Incomplete' must be updated in order to continue.
• ENTERED: Camers that have all of their activity data entered. No action is needed for these rows but you can use the'EDIT link to modify the activity data if needed.
You may only edit one row at a time. After you have finished editing a carrier row, select the 'Submit' button for that row to save your changes. If you start to edit a carrier row and change your mind, use the 'Cancel' button to exit the edit mode and restore the earners previous activity
data.
* Denotes a required field vl I submit 1
Example BU: Line Haul: Carriers
Show 10 v | entries
Carrier Name
Mode - SmartWay Category
Available Activity Data *
Ton-Miles *
Total Miles *
Average Payload *
Status
Actions
1579901 Ontario Inc.: ASL Global Logistics
Truck - Mixed
1.049.590
88,888
11.81
Entered
EDIT
AAA Cooper Transportation
Truck - LTL/Dry Van
1,111,111
555
Incomplete
EDIT
ACE Forwarding. Inc.
Truck - Mixed
100.000
20,000
5.00
Entered
EDIT
Averitt Express
Truck - Mixed
2,308.637
160,239
14.41
Entered
EDIT
Averitt Express
Truck - Mixed
2,358.017
232,495
10.14
Entered
EDIT
Blue Streak Courier Service Inc.
Truck - Mixed
2.407.397
83,555
28.81
Entered
EDIT
Bolt Express, LLC
Truck - Mixed
1.209,871
84,542
14.31
Entered
EDIT
Combined Transport. Inc.: Blackwell Consolidation.: Combined Transport. Inc.
Truck - Flatbed
1,234,561
86,516
14.27
Entered
EDIT
ContainerPort Group. Inc.: Intermodal
Truck - Dray
1,135.202
87,505
12.97
Entered
EDIT
Estes Forwarding Worldwide, LLC: EFW
Logistics - General
1,283,941
90,464
14.19
Entered
EDIT
Showing 1 to 10 of 28 entries Previous | 1 | 2 3 Next
> Available Activity Data
The tool provides four calculation options based on your data availability. The preferred option is providing
Ton-miles and Total miles. If you do not know total miles, then you may provide ton-miles and average
payload, which will be combined to develop a mileage estimate. Alternatively, if you do not know ton-miles
you may provide Total miles and average payload, which are combined to estimate ton-miles. If you know
only miles, then you may select the "Miles Only" option. In this case the tool will use the default payload
value for the carrier's SmartWay Category to estimate ton-miles. Although dependent on industry type and
product mix, the Total Miles and Average Payload Option is generally preferred to the Miles Only Option in
terms of data quality. Only truck carriers in SmartWay Categories TL / Dry Van, Refrigerated, Flatbed, Tanker,
Moving, Dray, Expedited, Mixed, Specialized, Heavy/Bulk, Auto Carrier, and General may select the Miles
Only Option.
To produce the best carbon inventories, and provide for the best comparisons between carriers, companies
should strive to collect both ton-mile and mile information, supported by strong database systems and
quality assurance protocols. SmartWay may require companies to use this option in the future. Companies
may also want to start collecting and maintaining volumetric based information, as well as the number of
packages shipped via parcel delivery operations.
> Ton-Miles
For the first and second Data Availability Options, enter the ton-miles hauled per year attributable to each
carrier. A ton-mile is moving one ton one mile. DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING
TOTAL MILES BY TOTAL TONS - such a calculation effectively assumes your entire tonnage is transported
on EACH AND EVERY truck and will clearly overstate your ton-miles.
SmartWay User Guide I Tool Screens and Data Entry 29
-------
Many companies track their ton-miles and can report them directly without further calculation. For example,
logistics company systems are set up to specifically associate a payload with the mileage traveled on each
trip by carrier and are then summed at the end of the year. If such information is not available, there are two
ways to calculate ton-miles:
1) Companies can determine the average payload per carrier, multiply that by the total miles per carrier, and
sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
NOTE: Empty miles are not included in the ton-mile calculation.
To check your estimate, divide ton-miles by miles. The result is your fleet-average payload. If this number is
not reasonable, please check your calculations.
> Miles
For the first and third Data Availability options, enter the total miles hauled by each carrier. For the fourth
Data Availability option just enter the total miles hauled. For rail carriers, enter railcar miles (not train miles).
For barge carriers, enter barge-miles travelled (not tug-miles).
> Average Payload
Enter the average payload for the carrier in tons representing the average cargo weight per loaded trip. This
is required for the second and third Data Availability options. Estimates should include palette and packaging
weight.
> Carrier Status
Carriers have two status conditions. Carriers with a "Entered" status have a complete set of activity data,
although their data may be revised by selecting EDIT. Carriers with an "Incomplete" status have missing
information and must be entered by selecting the EDIT link to proceed.
> Actions
Upon selecting EDIT, users can modify the Available Activity Data category, as well as the Ton-mile, Total
mile, and/or average payload values for the carrier. Select the "Save" button to save updates or select the
Cancel button to keep the current values.
Once all "Incomplete" entries have been addressed and all Statuses read "Entered", select the Validate
button to check for data quality issues.
SmartWay User Guide I Tool Screens and Data Entry 30
-------
Data Quality Check Screen
After resolving any data entry mistakes proceed to the Data Quality Validation screen. Select the gray bars to
expand the sections on the screen, each of which summarizes potential inaccuracies with your data. Review
each section carefully. If necessary, use the Back button to return to the Activity screen and revise your
entries. Otherwise, you may check the "My data is correct" box at the bottom of each section to proceed.
Note: the example screen below shows all five possible validation categories. If a user's data doesn't meet
one or more of these conditions, "Congratulations, no issues found" will appear for each. Otherwise, the
specific validation flags are shown as appropriate.
Figure 23. Data Quality Check Screen
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
To netp partners submit tne best information possible, the Data Quality checks displayed Delov\ identity possible issues in your data Review each Data Quality check by clicking on the gray bar. Review each section carefully it necessary, return to
the Activity Data screen and revise your data. Otherwise you can enter an explanation where needed and/or check the My data is correct" box at the bottom of the section to proceed.
" Denotes a required field
Rounded Activity Data - this needs to be addressed
Duplicate Carrier Activity Data - this needs to be addressed
Low Non-SmartWay Miles - this needs to be addressed
Unexpected % SmartWay Values • this needs to be addressed
Out of Range and Overreported Alerts ¦ this needs to be addressed
^vSmartWay
Transport Partnership
Data Quality Check Criteria
Data Quality Check Criteria
Qm.Qwiity-ChecK cmerta
Data Quality Check Criteria
Data Quality Check Criteria
» Page I Return to Activity Data
Rounded Activity Data
This table lists carriers with miles and/or ton-miles values ending in "000", If this data is correct, check the
"My data is correct" box at the bottom of the section to proceed, otherwise reenter the data as necessary.
Figure 24. Rounded Activity Data Screen
SmartWay Online Logistics Tool
^SmartWay
Data Quality: Example BU: Line Haul Transoort Partnership
To help partners submit the best information possible the Data Quality checks displayed below identify possible issues in vcur data Review each Data Quality check by clicking on the gray bar. Review each section carefully If necessary, return to
the Activity Data screen and revise your data Otherwise you can enter an explanation where needed and'or check the "My data is correct box at tne bottom of the section to proceed
* Denotes a required field
Rounded Activity Data - this needs to be addressed
Data Qualitv Check Criteria
SmartWay requires submittal of precise, accurate activity information to ensure Program data is of the highest quality Please check the data entries ending in *000' to make
of the section to proceed
Show 10 v entries
re you are submitting tne most precise accurate data available
It this data is correct, check tne My data is coirect' box at tfie bottom
Carrier Name
Mode - SmartWay Category
Available Activity Data
Ton-Miles
Total Mile*
non-SmartWay TnicK Carrier - Refrigerates
Truck Refrigerated
TonJriie* & Total Miles
10 000 000
2 000 000
Showing 1 to 1 of 1 entries
~ My data is correct. '
Previous | 1 | Next
Duplicate Carrier Activity Data ¦ this needs to be addressed
Data Qualitv Check Criteria
SmartWay User Guide i Tool Screens and Data Entry 31
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Duplicate Carrier Activity Data Flag
If 5 or more of your carriers out of every 100 have precisely the same value entered for miles and/or ton-
miles, (with a minimum of 3 duplicates total), they will be flagged in this table. If this data is correct, check the
"My data is correct" box at the bottom of the section to proceed, otherwise reenter your data as needed.
Figure 25. Duplicate Carrier Activity Data Flags
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
^VSnwrtWiy
Transport Partnership
To help partners submit the best Information possible, the Data Quality checks display ed belov. identify possible issues in your data Review each Data Quality check by clicking on the gray bar. Review each section carefully If necessary, return to
trie Activity Data screen and revise your data Otherwise you can enter an explanation where needed and'or check the "My data is correct- box at the bottom of the section to proceed
Denotes a required field
Rounded Activity Data • this needs to be addressed
Bat^Qy^Ltyj:jbes4_c.ateir(a
Duplicate Carrier Activity Data - this needs to be addressed
Data Qualitv Check Criteria
You nave 3 earners wrth tie same value entered tor Total Miles and or Ton-Miles if tnis data is correct, cnec* trie My data is correct tax at tne bottom of the section to proceed
Shawl 10 v entries
Carrm Name
Mode - SmartWay Category
Available Activity Data
Ton-Miles
Total Miles
Averitf Express
Truck - Mixed
Ton-Miles & Total Miles
2,308 637
160,239
Averitt Express
Track - Mixed
Ton-Miles & Avg Payloafl
2,308 637
227,676
Blue Streak Courier Service Ire
Track - Mixed
Ton-Miles & Total Miles
2,308.637
83.555
Showing 1 to 3 or 3 entries
Previous 1 Nex
My data is correct. *
Low Non-SmartWay Miles - this needs to be addressed
Daw Quality Check Criteria
Low Non-SmartWay Miles Flag
This table presents any non-SmartWay Carrier Types with unusually low mileage. Miles per non-SmartWay
carrier of less than 1 are not allowed and must be changed. Miles per non-SmartWay carrier between 1 and
100 require an explanation. Your explanation must be a minimum of 10 characters; the tool will ask you to
enter more information if the entry does not meet this condition. Miles per non-SmartWay carrier between
100 and 500 will be flagged but explanations are optional.
Figure 26. Low Non SmartWay Miles Flag
Low Non-SmartWay Miles - this needs to be addressed Data Quality Check Criteria
The following Non-SmartWay Carrier Types have unexpectedly low mileage If your mileage is correct, please check the "My Data is correct ' box at the bottom of the section You may enter an optional explanation for the low
mileage if you wish
Carrier Type
Number of Carriers
Total Miles
Total Miles / Carrier
Optional Explanation
Non-SmartWay True* - Dray
2
888
444
Specialty cross-town deliveries.
~ My data is correct.
Unexpected % SmartWay Value Flag
This table presents any % SmartWay Values that are outside of expected ranges. Please review your data
and correct as necessary. Explanations are required when:
SmartWay User Guide I Tool Screens and Data Entry 32
-------
• the percent total miles or total ton-miles attributed to SmartWay partners is less than 50 percent of
the number of carriers that are SmartWay partners; or
• the miles or ton-miles per non-SmartWay carrier is more than twice that of SmartWay carriers.
Required explanations must be a minimum of 10 characters; the tool will ask you to enter more information if
the entry does not meet this condition. Explanations are optional when:
• the percent total miles or total ton-miles attributed to SmartWay partners is less than the percent of
carriers that are SmartWay partners; or
• the miles or ton-miles per non-SmartWay carrier is more than that of SmartWay carriers.
Figure 27. Unexpected % SmartWay Value Flag
Unexpected % SmartWay Values - this needs to be addressed
Data Quality Check Criteria
The following SmartWay Values are outside of expected ranges. Please review your data and correct it if necessary. If your data is correct, please enter an explanation if required.
Value
Number of Carriers
Total Miles
Ton-Miles
SmartWay Carriers
Non-SmartWay Carriers
SmartWay % of Total
Error: The percent ofTotal Miles and/or Ton-Miles attributable to SmartWay partners is less than 50 percent of the number of carriers that are SmartWay partners. SmartWay includes most of the
operation. Please check the number of carriers, mile and ton-mile. Otherwise provide an explanation below.
Required Explanation:
arge carrier companies currently in
Warning: The Total Miles and/or Ton-Miles per Non-SmartWay carrier is greater than that of SmartWay carriers SmartWay includes most of the large carrier companies currently in operation. Please check the number of carriers
mile and ton-mile. If you would like, you may enter an explanation below
Optional Explanation:
~ My data is correct."
SmartWay User Guide i Tool Screens and Data Entry 33
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Out of Range and Overreported Alerts
This section flags two possible issues for attention. First the tool checks your payload data to ensure it falls
within expected ranges. If payload estimates do not fall within the expected range, Red and/or Yellow alerts
will be displayed for those carriers. A red alert indicates data is significantly higher/lower than the industry
average, while a yellow alert indicates the value is somewhat higher/lower than the industry average.
Absolute errors, indicating a value that is not possible are also flagged and must be revised using the 'EDIT'
link in the Corrections column then selecting the Save button in the same column before proceeding. (If you
do not wish to modify your entries select Cancel instead of Save.) Red alerts must also be addressed by
correcting them using the 'EDIT' link, or by entering an explanation at the bottom of the table regarding why
the data is correct. You may also enter explanations for any yellow messages, although this is optional.
Required explanations must be a minimum of 10 characters; the tool will ask you to enter more information if
the entry does not meet this condition. Further details regarding payload validation are provided in Appendix
B.
This table also presents any carrier activity levels that are notably higher than the annual totals reported by
the carriers themselves. "Overreported" alerts are issued if the partner's reported carrier activity exceeds the
total reported by the carrier by more than 10%. Either revise the mile and/or ton-mile values entered for
carriers with Overreported alerts using the EDIT and SAVE buttons or simply check the My Data is Correct
Box at the bottom to proceed.
Figure 28. Out of Range and Overreported Carrier Activity Alerts
Out of Range and Overreported Alerts - this has been addressed Data Quality Check Criteria
Payload Out of Range Alert: 'Yellow' and 'Red' entries in the Payload Out of Range Alert column indicate the average payload for a carrier is outside the expected range for typical carriers of the same Mode/SmartWay Category
'Red' indicates payloads are far outside the expected range, while 'Yellow' indicates payloads are somewhat outside the expected range Select the EDIT link to adjust your payload values if needed, otherwise you can enter
explanations in the "Out of Range Explanation(s)" box below Red entries require an explanation, while explanations for yellow entries are optional
Overreported Alert: 'Red' entries in the Overreported Alert column indicate the Total Miles or Ton-Miles you reported for those carriers is greater than expected based on the activity reported by the carriers in their latest submission.
This could be an error on your part, OR the carriers may not have reported all of their activity Please make sure you selected the correct carrier fleet (some carriers report multiple fleets), and the activity level attributed to each
carrier is accurate.
ShowI 10 gentries
Carrier A
Name
Carrier
Subdivision
Mode - SmartWay
Category
Available Activity Data
Ton-Miles
Total Miles
Average
Payload
Payload Out of Range
Alert
Overreported
Alert
Corrections
Carrier 57904
Logistics - General
Ton-Miles 8 Avg Payload -
7,878,543
143,246
55
Red
EDIT
Showing 1 to 1 of 1 entries Previous | 1 |
• Payload Out of Range Alert(s):
Out of Range Explanatlon(s)
After reviewing and addressing any potential data quality issues, proceed to the % SmartWay screen.
SmartWay User Guide I Tool Screens and Data Entry 34
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% SmartWay Values Screen
This screen displays the % SmartWay Values by mode for the business unit. All percentages are calculated
on a ton-mile basis. Separate tables are provided for overall business unit operations, as well as breakouts
for each carrier selected by mode. Select the gray bars to expand and hide each table.
Figure 29. % SmartWay Values Screen
^*vSmartWay
Transport Partnership
Review this screen to see your carriers" contributions to your overall % SmartWay Value, by mode Percentages are calculated on a ton-mile basis. Your SmartWay carriers and non-Smartway carrier types are separated by mode. Select the gray bars
below to expand and hide the information for each mode
The last gray bar % SmartWay, has the total number of carriers and Ton-Miles, as well as your calculated % SmartWay Values, by mode and for your business unit overall
SmartWay Carriers: Logistics
Show 10 v entries
SmartWay Online Logistics Tool
% SmartWay Values
SmartWay Carrier»
warding Worldwide LLC EFW
:h Transportation Services Ir
OPTECH Enlerpise Si
is
-------
STEPS: REVIEW YOUR INFORMATION
Before submitting your data to SmartWay you must review multiple reports to ensure the accuracy and
completeness of your entries. Select each report by clicking on the name. A Business Unit dropdown menu
will appear at the top of these reports for submissions that have more than one business unit.
NOTE: To PRINT a report, select the "Print Report" link at the top of the report, then choose where to
save the file: save as a pdf file or select your local printer. To COPY a table in a Report to a
spreadsheet, select the "Export to Excel (.xlsx)" link at the top of the report (not available on all
reports), or use your mouse, highlight the report table, right-click your mouse, select COPY, open
Excel and Paste into a worksheet.
1. Business Unit Report - This report summarizes how you characterized your business unit(s), overall
emissions performance, and % SmartWay results.
2. Carrier Activity Report - This report presents the data availability selection and activity levels
specified for each carrier as well as their associated % SmartWay Values.
3. Out of Range and Overreported Alerts Report - This report summarizes 1) carrier payload values
that fall outside of expected ranges and associated explanations, and 2) carrier-specific mile or ton-
mile values that exceed the totals reported for that carrier.
4. Emissions by Carrier Report - This report shows the performance metrics (g/mile and g/ton-mile)
by pollutant for each carrier, as well as category ranking and total emissions (in tons), sorted by
SmartWay Category and mode.
5. Emissions by Mode Report - This report shows the performance metrics (g/mile and g/ton-mile) as
well as total emissions (in tons) by pollutant, aggregated by carrier mode.
6. Business Unit Ton-Miles by Mode Report - This report shows the percentage of ton-miles by mode
for each logistics business unit used.
7. Public Disclosure Report - This report summarizes your emission results in a format common to
other carbon reporting systems, such as the Greenhouse Gas Reporting System.
Review each report closely then select Return to the Home Page to proceed.
SmartWay User Guide I Tool Screens and Data Entry 36
-------
STEP 6: COMPARE THIS YEAR'S WITH LAST YEAR'S SUBMISSION
This screen provides a side-by-side comparison of the data entered for the current reporting year with that
for the prior reporting year (if you had an approved submission). Changes in identification fields such as
contact names, phone numbers, etc. are flagged with an "X". You may provide an explanation for the change
or return to the Home page and select Step 3 "Characterize Your Business Units" to make corrections.
Percentage changes in activity levels and % SmartWay Values are also shown. Annual differences in activity
characteristics (e.g., total miles) greater than 20% are flagged by a "Big Change!" alert, and an explanation
must be provided in the text box at the bottom of the screen.
After reviewing you may return to prior screens to revise your fleet inputs if needed. After reviewing the
Comparison Report, return to the Home screen.
STEP 7: SUBMIT YOUR INFORMATION TO SMARTWAY
Review the declaration text and check the box indicating you understand and agree to the stated terms.
After submitting your SmartWay data, a confirmation screen will appear with information regarding next
steps, and an email confirming your submittal will be sent to you. If you do not receive an email, please
check your SPAM or Junk Mail folder to make sure the email was not placed there by your email application.
Your Partner Account Manager will review your data and either approve it or contact you if they have
questions. Please contact your Partner Account Manager to have them un-approve your prior submission if
you need to resubmit a tool after it has been approved.
SmartWay User Guide I Tool Screens and Data Entry 37
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Appendix A: Import File Preparation
The format of the Excel import file for the Online Logistics Tool is different than that for the Excel Logistics
tool. If you would like to construct your import file starting with the file you used for a previous year's Excel
tool, you can move columns and delete unused columns to match the new format. If the format of your
import file is incorrect you will receive an error message when uploading the file, noting issues needing
correction. The imported Excel file should only have one worksheet as the tool will attempt to import and
validate all sheets, including blank ones, which may result in an error message if your file includes
worksheets with no data. You can download an example Excel file which includes example data and an
explanation of each column from the Select Carriers screen in the Online Logistics Tool.
The following table lists the columns that can be included in your Excel import file, with required columns
noted. Column headers are not case sensitive. Column header (in the correct order) include:
CARRIERJD
CARRIER_NAME
CARRIER_MODE
SCAC
MCN
DOT
NSC
AVAI LABLE_ACTIVITY_DATA
PAYLOAD_ DISTANCE
DISTANCE
AVERAGE_PAYLOAD
NON_SW_CARRIER_COUNT
PARTNER CARRIER ID
Table A-i. Excel Import File Format
Column
Field Name
Field Type / Max
Length
Validation
A
SmartWay
Internal Carrier ID
Numeric
If the Import file was generated by the
Online Logistics Tool by exporting carriers
you previously imported, selected
manually, or selected using the Auto
Populate Carriers function, then this will
be an integer. Otherwise, this field should
be blank so your carrier data is not
associated with the wrong SmartWay
carrier.
B
Carrier Name
Alpha-numeric /
100 Characters
This is a required field.
SmartWay User Guide I Appendix A A-i
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Column
Field Name
Field Type / Max
Length
Validation
C
Mode
Alphabetic only / a
valid value from the
list
This is an optional field. When present, it
must be one of the valid Modes shown
below. Values are not case sensitive.
• T ruck
• Rail
• Barge
• Air
• Logistics
D
SCAC
Alpha-numeric / 2-
4 characters for
each code, 255
Characters
This field is optional.6 Lower case
alphabetic characters will be saved as
upper case. If you have multiple codes,
please enter them as a comma-delimited
list.
E
MCN
Numeric only / 5-7
numbers for each
number, 255
Characters
This field is optional.6 Only numeric values
are allowed. If you have multiple
numbers, please enter them as a comma-
delimited list.
F
DOT
Numeric only /1-7
numbers for each
number, 255
Characters
This field is optional.6 Only numeric values
are allowed. If you have multiple
numbers, please enter them as a comma-
delimited list.
G
NSC
Alpha-numeric /
255 Characters
This field is optional.6 If you have multiple
codes, please enter them as a comma-
delimited list.
H
Availability
Activity Data (This
field was called
'Data Available' in
the Excel-based
tool)
Alphabetic only /1
character
This field is required if submitting activity
data. This is a single alphabetic character.
It is not case sensitive. The four valid
values are:
a - you provide Ton-Miles and Total Miles
for the carrier
b - you provide Ton-Miles and Average
Payload for the carrier
c - you provide Total Miles and Average
Payload for the carrier
6 At least one entry in columns D, E, F, or G (i.e., SCAC, MCN, DOT, or NSC) is required to identify a SmartWay Carrier fleet.
SmartWay User Guide I Appendix A A-2
-------
Column
Field Name
Field Type / Max
Length
Validation
d - you provide only Total Miles for the
carrier and the carrier's average payload
will be based on an average payload
value calculated from other Truck
Carriers in the same SmartWay Category.
Logistics business units and Truck Carriers
in the LTL/Dry Van or Package Delivery
SmartWay Categories cannot use this
option.
1
Ton-Miles
Numeric only / 999
billion
This field is optional.7 When the carrier's
Availability Activity Data (AAD) is an 'a' or
'b' this can be an integer greater than 0. It
can be formatted in Excel to display a
thousand's separator, but it must be a
"true" numeric field. When AAD is a "c" or
"d" this must be blank.
J
Total Miles
Numeric only / 999
billion
This field is optional.7 When the carrier's
AAD is an 'a', 'c', or'd' this can be an
integer greater than 0. It can be formatted
in Excel to display a thousand's separator,
but it must be a "true" numeric field.
When AAD is a 'b' this must be blank.
K
Average Payload
Numeric only / 999
This field is optional.7 When the carrier's
AAD is a 'b' or 'c' this can be a number
greater than 0. When AAD is an 'a' or'd'
this must be blank.
L
Number of Non-
SmartWay
Carriers
Numeric only /
99,999
This field is optional. It is only valid for
non-SmartWay carriers.
Only integers greater than zero are valid.
It can be formatted in Excel to display a
thousand's separator, but it must be a
"true" numeric field. This must be blank
for SmartWay carriers.
M
Partner's internal
system ID for the
carrier
Alpha-numeric / 25
This field is optional. It is meant to hold an
Internal Carrier ID code from your
company's database system that remains
the same year after year. This can then be
used to identify your SmartWay carriers in
future years.
7 At Least one entry in columns I, J, or K (i.e., Ton-MiLes, Total Miles, or Average PayLoad) is required if submitting activity data.
SmartWay User Guide I Appendix A A-3
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Appendix B: Carrier Payload Validation
Validation cut points are set in the online logistics tool to identify payloads that are somewhat outside typical
industry values (yellow flag warnings) and those that are far outside industry averages (red flag warnings).
The payload check only applies to Data Availability selections where payloads are either entered by the user
or calculated based on other inputs. Checks are applied at the carrier (row) level.
Payload checks are specific to the truck carrier fleet's SmartWay Category/mode, which is available for each
carrier category from the Carrier Data Table. Red payload ranges require explanations. For yellow ranges
explanations are optional.
Validation ranges are based on payload values reported by SmartWay Logistics partners for the 2019
calendar year. Minimum values are set to zero, requiring all payload entries to be greater than zero. Red and
yellow ranges were determined based on visual identification of apparent inflection points in the payload
distribution curves, corresponding to "natural" groupings where possible. Maximum, not-to-exceed values
are based on those used in the SmartWay Truck Tool.
Table B-i. Logistics Business Unit Payload Validation Ranges
SmartWay Truck Category
Low Red
Low Yellow
High Yellow
High Red
LTL Dry Van
0.0 -1.0
1.0 - 2.5
15.0 - 20.0
20.0 - 83.7
Package
0.0 - 0.1
0.1 - 2.5
15.0 - 20.0
20.0 - 83.7
TL Dry Van
0.0 - 5.0
5.0 -10.0
20.0 - 22.5
22.5 -150.0
Refrigerated
0.0 - 5.0
5.0 -15.0
21.0 - 22.5
22.5 - 82.5
Flatbed
0.0 - 5.0
5.0 -10.0
24.0 - 26.0
26.0 - 99.9
Tanker
0.0 - 5.0
5.0 -15.0
23.5 - 25.0
25.0 -103.8
Moving
0.0 - 2.5
2.5 - 4-0
17-5 -19-5
19-5 -150.0
Specialized/Utility
0.0 - 2.0
2.0 -10.0
22.5 - 25.0
25.0 -111.0
Dray
0.0 - 5.0
5.0 -10.0
22.0 - 30.0
30.0 - 73-5
Auto Carrier
0.0 - 5.0
5-0 - 7 5
20.0 - 22.5
22.5 - 73-5
Heavy-Bulk
0.0 - 5.0
5.0 -10.0
22.5 - 25.0
25.0 - 120.0
Mixed
0.0 - 5.0
5.0 -11.5
22.0 - 32.0
32.0 - 99-3
Expedited
0.0 -1.0
1.0 - 2.5
20.0 - 22.5
22.5 - 83.7
General (all categories)
0.0 - 5.0
5.0 - 10.0
23.0 - 25.0
25.O -150.0
Logistics
0.0 -12.0
12.0 - 16.7
21.0 - 27.2
27.2 -150.0
Rail
0.0 - 9.4
N/A
N/A
125.0 - 200.0
Air
N/A
N/A
55-0 - 110.0
> 110.0
SmartWay User Guide I Appendix B B-i
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Validation cutoffs for rail payloads are based on the distribution of average values estimated for all Class l
carriers (see Logistics Tool Technical Documentation), and only include red flags. The absolute upper
bound for rail carriers has been set at 200 tons.
Air carriers have their maximum average payload set to 110 tons, corresponding to the maximum payload
capacity for the largest aircraft make/model specified by SmartWay partners in 2017. Payloads above this
amount trigger a "red" out of range error that must be explained by the partner to proceed, although no value
has been set for a maximum allowable payload at this time. Payloads between 55 and 110 tons receive a
"yellow" warning which may be explained if the partner chooses.
Barge carrier payloads are flagged for verification if their density is greater than 0.6 tons per cubic foot or
less than 0.003 tons per cubic foot, consistent with the payload validation used in the SmartWay Barge Tool.
SmartWay User Guide I Appendix B B-2
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"^vSmartWay
U.S. Environmental Protection Agency »
v>EPA
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734)214-4333
h ttps ://www. e pa. g o v/
^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
https://www.epa.gov/transportation-air-pollution-
and-climate-change
EPA-420-B-24-032 | June 2024 | SmartWay Transport Partnership | epa.gov/smartway
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