A FPA En^i—,sa, Protection ^\xSmartWay
W %Agency U.S.Environmental Protection Agency<*
2024 SmartWay
Online Shopper Tool
User Guide
U.S. Version 1.0
(Data Year 2023)
EPA-420-B-24-047 ! November 2024 I SmartWay Transport Partnership I epa.gov/smartway
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^CDA Environmental Protection ^^\XSmartWay
* mAgency U.S. Environmental Protection Agency^
2024 SmartWay
Online Shipper 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
EPA-420-B-24-047
November 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 Shippers Join The SmartWay Transport Partnership? 6
How Do I Join If My Parent Company Has Multiple Subsidiaries? 6
Establishing Your Data Collection Year 7
Required Data 7
TOOL SCREENS AND DATA ENTRY 8
Access the Tool in the SmartWay Portal 8
Introductory Screens 8
Auto Population 9
Home Screen 9
Step l: Select Your Participation Level 9
Step 2: Partnership Agreement (Way 2, 3, 4) 11
Step 3: Company and Contact Information (Way 2, 3, 4) 12
Step 4: Characterize Your Shipper Companies (Way 2, 3, 4) 15
Step 5: Enter Shipper Company Activity Information 16
Way 4 Additional Requirements 39
Step 6: Review Your Information (Way 2, 3, 4) 42
Step 7: Compare This Year's with Last Year's Submission (Way 2, 3, 4) 43
Step 8: Submit Your Information To SmartWay (Way 2, 3, 4) 43
Appendices
Appendix A: Import File Preparation (Way 3, 4) A-i
Appendix B: Carrier Payload Validation (Way 3, 4) B-i
List of Tables
Table A-i. Import File Format and Content Requirements A-2
Table B-i. Shipper Payload Validation Ranges B-i
SmartWay User Guide | List of Tables 3
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List of Figures
Figure 1. SmartWay Portal Options 8
Figure 2: OST Home Screen 9
Figure 3: Participation Level Selection Screen 11
Figure 4: Partnership Agreement Screen 12
Figure 5: Company and Contact Information Screen 13
Figure 6: Auto Population Confirmation Box 14
Figure 7: Name Your Company(ies) Screen 15
Figure 8: Company Name and Identifier Screen 16
Figure 9: Select Carriers Screen 17
Figure 10: Auto Populate Carriers Screen 18
Figure 11: Selection Needed Screen 19
Figure 12: Importing Carriers Screen 20
Figure 13: Import Results Screen 21
Figure 14: Find Carrier Screen 22
Figure 15: Contact Non-Reporting Carriers Screen 23
Figure 16: Finalize Auto Populated Carriers Screen 23
Figure 17: Finalize Imported Carriers Screen 24
Figure 18: View and Manually Select SmartWay Carriers Screen 25
Figure 19: Add SmartWay Carriers to My List Screen 26
Figure 20: Manually Select Non-SmartWay Carrier Modes/Categories Screen 27
Figure 21: Carrier Subdivision Status Screen 28
Figure 22: Subdivide Carrier Screen 29
Figure 23: Export Carriers Screen 30
Figure 24: Identify Your Own Carrier Fleets 30
Figure 25: Activity Screen 31
Figure 26: Data Quality Check Screen 34
Figure 27: Rounded Activity Data Screen 34
Figure 28: Duplicate Carrier Activity Data Flags 35
Figure 29: Low Non-SmartWay Miles Flag 35
Figure 30: Unexpected % SmartWay Value Flag 36
Figure 31: Out of Range and Overreported Carrier Activity Alerts 37
Figure 32: Way 2 % SmartWay Value Screen 38
Figure 33: Way 3 and 4 % SmartWay Value Screen 39
Figure 34: Mileage and Weight Improvements Screen 40
Figure 35: Modal Shift Screen 41
SmartWay User Guide | 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?
* SmartWav.Canada(a)NRCan-RNCan.gc.ca
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 smartwav transport(a)epa.aov.
The following guide describes the SmartWay Online Shipper Tool, which is an online version of the
SmartWay Excel Shipper Tool used by shipper partners in prior years. The Excel tool was discontinued at the
end of the 2021 reporting cycle.
SmartWay User Guide | Pre-Checklist 5
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Introduction
HOW DO SHIPPERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Shipper companies join SmartWay by submitting a SmartWay Shipper tool. Shipper companies that submit
tools that are approved by SmartWay are known as "SmartWay Shipper Company Partners."
When a shipper company submits a Shipper tool to SmartWay, they agree to the requirements stipulated in
the SmartWay Shipper Partnership Agreement—notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to SmartWay upon request.
All SmartWay Shipper Partners agree to complete and submit the SmartWay Shipper tool to:
% define company composition,
% characterize company activity,
% individually benchmark multiple companies, and
% track annual changes in performance.
Upon approval of a Shipper tool submission, a shipper company will be identified as SmartWay Shipper
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 Shipper
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 Partner Portal.
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE SUBSIDIARIES?
Shippers with subsidiaries may submit a single tool for their parent company and all its subsidiaries. If a
shipper chooses to do this, the entire organization will be considered a SmartWay Partner and the
performance rating will be assigned to the entire organization. The partner will be listed on the SmartWay
website under the parent company's name.
Individual subsidiaries may join as separate partners if the parent company wishes to have them listed
individually on the SmartWay website. Each subsidiary would submit a separate tool.
SmartWay highly recommends developing your list of subsidiary companies beforehand by using an
organization chart or perhaps a customer interface web page. For example, evaluate how your
organization contracts with carriers, identify your companies' different NAICS codes, and determine
how they choose what carriers to hire.
The best strategy is to have a clear idea of how to define your companies before filling out the tool.
SmartWay User Guide | Introduction 6
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The following sections describe the information needed and the process for completing the required
sections of the Online Shipper Tool (OST). The OST 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.
REQUIRED DATA
Shippers need to gather the following essential information to complete the OST:
% 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.
% North American Industry Classification System (NAICS) codes for the company.
% A comprehensive list of all carriers (SmartWay and non-SmartWay) that the shipper used to haul
freight during the reporting calendar year. The list should include all truck, rail, barge, air, and
logistics companies hired by the shipper.
% The activity level for each carrier for the reporting year (miles, ton-miles, and/or payload).
Additional information is required depending on the shipper's selected level of participation - see Step 1:
Select Your Participation Level below for details.
1 You can access the OST Technical Documentation through the SmartWay Partner Portal.
SmartWay User Guide | Introduction 7
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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 Shipper 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
* SmartWay Online Shipper Tool
° Begin Now
o View previous submissions
Q Example Shipper Tool
o Provide Feedback for the Online Shipper Tool (10 question survey)
° User Guide
® Technical Documentation
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, which is one calendar
year prior to the current calendar year. The Welcome screen is then followed by screens that allow 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 through the SmartWay
Portal.
2 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 | Tool Screens and Data Entry 8
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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 fleet(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 OST consists of eight 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: OST Home Screen
SmartWay Online Shipper Tool
^vSmartWay
Home Transport Partnership
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 page.
O Step 1: Select Your Participation Level
O Step 2: Partnership Agreement
CD Step 3: Enter Company & Contact Information
CD Step 4: Characterize Your Shipper Company(ies)
CD Step 5: Enter Information for your Shipper Company(ies) (select company name to add information)
CD Step 6: Review Your Information (reports)
CD Step 7: Compare this year's information with last year's submission
CD Step 8: Submit Your Information to EPA
STEP 1: SELECT YOUR PARTICIPATION LEVEL
Select Step 1 on the Home screen to display the Participation Level selection screen. There are 4 ways
shippers can participate in SmartWay. Way 1, the SmartWay Candidate level, is only for companies who want
to learn more about SmartWay before joining as a SmartWay Shipper Partner. To become a SmartWay
Shipper Partner, select Way 2, Way 3, or Way 4. Under Way 2, 3, or 4, shippers participate as full SmartWay
partners and submit activity and performance data using the SmartWay Shipper tool Selecting Way 3 or 4
will qualify shippers to compete for an annual SmartWay performance award,
SmartWay User Guide | Tool Screens and Data Entry 9
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% Way 2 data requirements:
¦ A non-mileage-based measure of how much business you do with each carrier. Examples
include the amount of money you spend with each carrier, or the number of shipments per
carrier
¦ Description of data sources used to compile the alternative activity metric
'*•- Way 3 data requirements:
¦ Activity data for all the carriers the shipper uses including:
o Total miles contracted, ton-miles contracted, and/or average payload data for each
SmartWay and non-SmartWay carrier
'*•- Way 4 data requirements:
¦ All data required for Way 3 participation, plus at least one of the following:
o Information to differentiate the freight the company moves with any individual carrier by
various methods, such as inbound versus outbound, domestic versus international, business
unit, internal ID code, or other custom method
o Information to evaluate retrospective company operational strategies occurring in the last
year to eliminate miles or weight from the freight operations to reduce the shipper's carbon
footprint
o Information to evaluate retrospective strategies occurring in the last year to shift freight
transportation from one mode to another (e.g., from truck to rail)
The required data should be provided for all the shipper's companies. Way 2 activity data reflects the relative
amount of freight carried by each carrier. Way 3 and 4 data reflects the actual amount of freight carried by
each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.
SmartWay Shipper partners are encouraged to participate at the Way 4 level and use the performance
assessment and strategy evaluation tools as a core element of their businesses1 environmental sustainability
planning processes as well as core corporate decision-making.
SmartWay User Guide | Tool Screens and Data Entry 10
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Figure 3: Participation Level Selection Screen
SmartWay Online Shipper Tool
^v-SmartWay
Participation Level Transport Partnership
First read the description of the different ways shippers can participate in SmartWay provided below. Then Specify your Participation Level by selecting the button next to the appropriate
'Way' designation (Way 2, Way 3, or Way 4). You can change your participation level at any time but be careful as this may result in some loss of data. (Note: Way 1, the SmartWay
Candidate level, is only for companies who want to learn more about SmartWay before joining the program as a Shipper Partner.)
If you specify the Way 4 participation level, you must check a box selecting at least one of the three analyses listed under this option. Each of these analyses requires additional inputs. If
you need more information to choose a participation level, including impacts on your potential for a SmartWay Award, see SmartWay Awards Information and/or talk to a SmartWay Partner
Account Manager or representative.
After selecting your Participation Level (and for Way 4, the associated analyses), select the 'Save and Continue' button to complete the tool inputs. Next you will check your results and
submit your tool to EPA for approval. You may also select the 'Help' button for additional information, or the 'Back' button to return to the previous page.
f Select Your Participation Level
Way 2: Basic Freight Assessment
O Way 3: Standard Freight Assessment
Way 4: Advanced Freight Assessment
Outputs:
The percentage of your freight moved on SmartWay
Carriers
Outputs:
Basic emissions inventory: C02, NOx, PM, Black
Carbon
Outputs:
Detailed emission inventory: C02, NOx, PM, Black Carbon
Best For:
Shippers with limited data that want to start
participating in SmartWay
Best For:
Shippers that want a freight emissions footprint to
guide their decision making
Best For:
Shippers that want a more detailed freight emissions footprint and emissions analysis
Inputs:
Carrier names and relative data (e.g.. amount spent
number of shipments, volume shipped, or other
custom metric)
Inputs:
Carrier names, mileage, Ton-Miles and/or payload
data by carrier
Inputs:
Carrier names; mileage. Ton-Miles and/or average payload by carrier; and additional operational strategy
and/or mode split data
Carrier Selection Methods:
• Manually select earners by searching
the list of available SmartWay carriers
Carrier Selection Methods:
• Manually select earners by searching
the list of available SmartWay carriers
• Auto Populate using your approved
submission from last year
• Import from an Excel file
Carrier Selection Methods:
• Manually select carriers by searching the list of available SmartWay carriers
• Auto Populate using your approved submission from last year
• Import from an Excel file
Added Benefits of Way 2:
• Be recognized as a SmartWay Partner
Added Benefits of Way 3:
The benefits of Way 2 plus
• Eligible to compete for recognition
through the SmartWay Excellence
Awards
Added Benefits of Way 4:
The benefits of Way 3 plus
• You will receive additional credit for a SmartWay Excellence Award
Note: You will have to perform at least one of the following analyses in order to be a Way 4 participant:
~ Subdivide and analyze your freight activity based on inbound vs outbound, domestic vs.
international, discrete business units, and/or other criteria
~ Analyze and compare emissions savings from operational improvements that were done in the
past year
~ Analyze and compare emissions savings from mode shifts that were done in the past year
Back H Save and Continue H Help
Use this screen to specify your program Participation Level by selecting the radio button next to the
appropriate "Way" designation. You can change your participation level at any time but be careful as this may
result in some loss of data input. If you specify Way 4 you must check a box selecting at least one of the
three available analyses. Each of these analyses requires additional inputs. To learn more about these
analyses, select the adjacent question mark on the screen. If you need more information to choose a
participation level, including impacts on your potential for a SmartWay Award, read SmartWay Awards
Information and/or contact a SmartWay Partner Account Manager or representative.
STEP 2: PARTNERSHIP AGREEMENT (WAY 2, 3, 4)
Select Step 2 on the Home screen to display the Partnership Agreement for SmartWay Shippers. To join
the SmartWay Transport Partnership as a shipper company, you must agree to the language on this screen.
To begin working with the tool, you must check the box stating that you agree to the terms of the agreement.
This agreement must be renewed annually.
SmartWay User Guide | Tool Screens and Data Entry ll
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Please review this Language with the appropriate personnel within your organization before completing or
submitting a tool to SmartWay,
Figure 4: Partnership Agreement Screen
Partnership Agreement for Shippers
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 company using EPA's SmartWay Shipper Tool. Existing companies must report the 12 months of data for the prior year
ending December 31. Newly formed companies require a minimum of 12 months of operational data.
2. Agree to SmartWay listing your name on the SmartWay Transport Partnership website as a Partner company.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the 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.
2. Provide companies with industry-wide performance benchmark data, as the data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
4. Treat individual corporate data as sensitive business information.
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it committed in the SmartWay Transport Partnership Agreement and
subsequent annual agreements.
4. 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
5. Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership Agreement. No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any person who, in the course of negotiating or
performing under this Agreement, makes, presents or submits a false or misleading statement to the government, or any person who makes a material omission in the course of negotiating or
performing under this Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3801 - 3812
(civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
Q I understand and agree to the terms of this agreement.
Save and Continue
STEP 3: COMPANY AND CONTACT INFORMATION (WAY 2, 3,4)
After agreeing to the Partnership terms, select Step 3 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
Partner 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 Partner Name, exactly as you want it to appear on the SmartWay website.
For example, you may enter:
V- ABC Company
% ABC Company, Ltd.
Your company will be listed exactly as you enter it, so pay special attention to proper capi talization,
abbreviations, annotations, and punctuation. Your company name can be up to 100 characters long.
SmartWay User Guide | Tool Screens and Data Entry 12
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Figure 5: Company and Contact Information Screen
SmartWay Online Shipper Tool
^vSmartWay
Company and Contact Information Transport Partnership
You can use the 'Auto Populate' button to populate this screen with your company's information from last year's tool. If you bring in last year's
data, you must review and verify it. Alternatively you can enter the information yourself.
Auto Populate
Start with the Company Information section. It is very important to fill out your Company Name correctly as this is how it will appear in the
SmartWay Partner List. Next click on the second and third gray bars to complete the Working Contact and Executive Contact information,
respectively. You must enter different names and emails for the Working and Executive Contacts before proceeding. You may add additional
contacts by selecting the 'Add Contact" button at the bottom.
After completing the Company and Contact sections, you may enter additional information by selecting the 'Optional Comment1 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: *
ABC Shipping Example
123 Test Way
Suite 100
Testerville
State: *
Texas
Zip Code: *
90210
J
Main Phone: *
1555-555-5555
I
Website:
www.ABCShipping.com
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:
V-- General 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
SmartWay User Guide | Tool Screens and Data Entry 13
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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.).
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 6: Auto Population Confirmation Box
• Optional Comment
I My company and contact information is correct
Return to Home Page
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 | Tool Screens and Data Entry 14
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STEP 4: CHARACTERIZE YOUR SHIPPER COMPANIES (WAY 2, 3, 4)
After entering your company and contact information, select Step 4 on the Home screen to characterize one
or more shipper companies.
The OST tracks company-Level operations. While many shipper partners will only need to create one
company, if you have multiple subsidiary companies, all with separate corporate identities and transportation
systems, you may want to create multiple company records and characterize their carrier operations
individually.
Based on your selections on the Participation Level screen, Way 4 participants will also have the option of
further refining their transportation activity by internally tracking different shipper companies, inbound/
outbound/internal freight, and domestic versus international freight within the company's carrier data
identification. Therefore, there is no need to list different internal divisions, product lines, etc. as separate
companies.
The Name your Company(ies) screen allows you to "Auto Populate" your company identification information
using the data from your approved tool submission last year (Option 1) or specify the number of shipper
companies you wish to characterize (Option 2).
Figure 7: Name Your Company(ies) Screen
^vSmartWay
Transport Partnership
SmartWay Online Shipper Tool
Name your company(ies)
Select Option 1 or Option 2 below to define your shipper company(ies).
Option 1:
Select the 'Auto Population' button below if you would like to use your company information from your approved submission from last year. Then you can add, modify, or delete the information as needed.
Option 2:
If you do not use the Auto Populate option, enter the number of shipper company(ies) you have and then select the 'Continue' button. While most shipper partners will only need to create one company, if you have
multiple subsidiary companies, all with separate corporate identities and transportation systems, you may want to create multiple company records and characterize their carrier operations individually. Note: you will
have to enter data for each company you define separately.
How many distinct shipper company(ies) do you have? [_
After selecting Option 1 or Option 2, you will need to specify the following for each shipper company:
^ Shipper Company Name: Name your companies, beginning with your Partner Name followed by the
specific company name.
% NAICS Code(s): NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be up to six digits in length. Use
the NAICS code(s) that most appropriately describes your company. Note: some large companies
SmartWay User Guide | Tool Screens and Data Entry 15
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with multiple operations may only use two or three digit NAICS codes; in this case, you do not have to
enter the full six digits. Detailed information can be found at
http://www.census.gov/eos/www/naics/.
Figure 8: Company Name and Identifier Screen
SmartWay Online Shipper Tool
Name your company(ies)
^>SmartWay
Transport Partnership
Enter the names and NAICS code(s) of your shipper company(ies) below. If you need to enter multiple NAICS codes separate them with a comma. You may also enter additional information by clicking the 'Optional
Comment' bar below. When you are done select the 'Save and Continue' button.
If you have multiple North American Industrail Classification System (NAICS) codes associated with a company, separate them using commas. If you are not sure which NAICS code(s) you should enter, you can use
https://www.census.gov/naics/ to search for the correct code.
' Denotes a required field
~ Shipper Company Name 1:
Shipper Company Name "
| Shipper Company 1
® NAICS *
111199
Add Another Shipper Company I Delete Shipper Company(ies)
Optional Comment
Return to Home Page I Save and Continue I Help
Note: If you selected the Auto Populate option for this section, you MUST still review the Shipper Company
Name and Identifier Information and revise your entries as needed.
Note: Your Subsidiary Company Names will NOT appear on the SmartWay website, only your
Partner Name. If you wish to have your companies/subsidiaries appear separately on the
SmartWay website, please submit separate tools for each to SmartWay.
STEP 5: ENTER SHIPPER COMPANY ACTIVITY INFORMATION
Next select the company name under Step 5 on the Home screen to enter detailed activity data for each of
the companies you identified.
Select Carriers Screen
The first step in characterizing your shipper company is to identify and select your carriers using one or more
of the following options, depending on your Participation Level. 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. If you are a "Way 4" Shipper and indicated you will subdivide and analyze your freight activity on
the Participation Level screen, you must also select the Carrier Subdivision link to break out your activity
based on shipment borders, shipment movement, discrete business units, and/or other criteria Select one of
the six options shown on the Select Carriers screen to proceed.
SmartWay User Guide | Tool Screens and Data Entry 16
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Figure 9: Select Carriers Screen
Select Carriers: Shipper Company 1 Transport Partnership
Select one or more of the links 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 Carriers' to load the carriers from your approved submission from last year. You can then 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 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 carriers, 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 carriers. If you do not use Non-SmartWay carriers, select the 'View and Manually Select Carrier Modes/Categories' link and check the 'I
do not use Non-SmartWay Carriers' box to confirm this. If you do use Non-SmartWay carriers, select the 'View and Manually Select Carrier Modes/Categories' link to add them to your lists of carriers.
• You indicated on the Participation Level screen that you were going to subdivide your freight shipments, but no subdivisions have been made. Select the 'Carrier Subdivision' option to subdivide your
freight. At least one carrier must be subdivided.
• Auto Populate Carriers - Use this option to load the carriers from your approved tool submission from last year. After you have brought in these carriers, you can send a reminder email to those SmartWay
carriers who haven't submitted their data for the current year.
• Import Carriers - Use this option to import your carriers from an Excel file. You can include each carrier's activity data. If you have selected Way 4 as your participation level and plan to use Carrier Subdivision,
you can include the subdivision fields in the Excel file. After you have imported your carriers, you can send a reminder email to those SmartWay carriers who haven't submitted their data for the current year.
NOTE: the format of the Excel file used in this tool is not the same format that is used in the SmartWay Excel Shipper Tool. The new format is described in the User Guide.
• 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-SmartWay 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.
• Carrier Subdivision - Use this option to subdivide your freight activity based on shipment borders (domestic or international), shipment movement (inbound, outbound, internal), discrete business units, and/or
other criteria.
• Export 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 carrier list, activity data, and (if applicable) subdivision information for importing back into the tool.
• Identify Your In House Carrier Fleets - Use this option to identify the SmartWay Carriers that your company controlled and operated during the current reporting year.
Note: You must identify and select at least one SmartWay carrier in order to complete your Shipper
Tool.
Auto Populate Carriers Screen (Way 3, 4)
The table shown on this screen Lists the SmartWay Carriers and non-SmartWay Carrier Type(s) from your
approved shipper 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
an email asking them to submit their current year data by using the 'Contact Non-Submitting Carriers'
button below.
SmartWay User Guide | Tool Screens and Data Entry 17
-------
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 10: Auto Populate Carriers Screen
SmartWay Online Shipper Tool
Auto Populate Results: One
^vSmartWay
Transport Partnership
The following table lists the SmartWay Carriers and Non-SmartWay Carrie* Type^s) from your approved shipper loot 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 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 carriers If you finalize your carriers before their
submission ts approved.
- Carriers wt» have a status of 'Dldnt Report" will be categorized as Non-SmartWay carriers when you finalize your earners. You can send an email to these carriers ashing them to submit 1heir current year data
by using the 'Contact Non-Submilllng 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 wtifch you may select. These carriers will be categorized as Non-
SmartWay Carriers if you finalize your list without specifying which Beet they are.
Cflirrier Counts; Current = 11 Pending = 11 Dldnt Report = 21 Selection Needed = 2 7
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" bulton at the bottom of Ihe
screen. You may select multiple checkboxes at a time, but they must be visible for the carrier lo be deleted.
Show 10 v entries
Carrier
Statu* '
Carrier Name
Mode - SmartWay Category
SCAC ?
MCN
DOT *
NSC f
A* v
| Fa«r
IK
Seieewn Needed
Carne*S3l9l
rf IND CARfll£Rl
Muftntodai - Surface
RDWV
QH821
71821
Seiecson Needed
CaweiS3193
FIND CARRIER!
Truck - LTL'Dfy Van
RETL
062227
62227
Pending
Carn«S3469
Logotta General
RBTW
334859
2226453
Dtdnt Report
Carnei53711
Logisto - General
VSCC
369285
2225603
Current
Carne^S-IO
Truck - Mcred
BXPE
406074
952M7
Showing 1 to 5 of 5 entries
Previous 1 Next
Finalize your carriers. This will remove any carriers who do not have a Status of 'Current'. You will 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 finding and contacting your carriers. For more information, please select the 'Help' button.
Delete Carriers) I Contact Non-Submitting Carriers
Return to Home Page I Return to Select Carriers I Help
Selection Needed Screen (Way 3, 4)
For Auto Populated carriers with a status of "Selection Needed", shippers 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 left and select Save and Continue to proceed.
SmartWay User Guide | Tool Screens and Data Entry 18
-------
Figure 11: Selection Needed Screen
SmartWay Online Shipper Tool £2^
^vSmartWay
Selection Needed: One Transport Partnership
The carrier you used last year has multiple approved carriers for the current reporting year, but none of them match your previously used carrier's name or SCAC. Please select which carrier you used in the current
reporting period and then select the Save and Continue button. If none of the carriers below are the one you used this year, select the Back button and use the "View and Select SmartWay Carriers" function on the
Select Carriers screen.
Show I 10 v I entries
This is the carrier
Carrier Name
Mode - SmartWay Category
SCAC
Carrier Address
Filter
All
Filter
Filter
O
Carrier57354
Multimodal - Surface
RDWY
10990 Roe Avenue Overland Park KS '66211
O
Carrier57355
Truck - LTL/Dry Van
HMES
10990 Roe Avenue Overland Park KS '66211
O
Carrier57356
Truck - LTL/Dry Van
RETL
10990 Roe Avenue Overland Park KS '66211
O
Carrier57357
Truck - LTL/Dry Van
NPME
10990 Roe Avenue Overland Park KS '66211
O
Carrier57358
Logistics - General
HNRF
10990 Roe Avenue Overland Park KS '66211
Showing 1 to 5 of 5 entries
Return to Home Page
Import Carriers Screen (Way 3, 4)
Shipper companies 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 last year's Excel 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 | Tool Screens and Data Entry 19
-------
Figure 121 Importing Carriers Screen
SmartWay Online Shipper Tool £5^
*\xSmartWay
Importing Carriers: One Transport Partnership
Shipper companies who use a large number of carriers during the reporting year (e.g. > 100) 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. Select the Help button below for more information on how to prepare an Excel file for importing data into the online Shipper 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 won't cause any issues. If you ignore these warnings, select the
'Continue' button to proceed to the next step.
• Errors:
o None
. Warnings:
o The Excel file you are importing has what appears to be Carrier Subdivision data starting in column O. You did not select Carrier Subdivison as one of your analyses on the Participation Level screen, so
this data was not imported. If you would like to perform a Carrier Subdivision, please check that option on the Participation Level screen and then re-import your Excel file,
o Payload_Distance was present in 1 row(s) [2]. Based on the Available Activity Data option for the carrier, this value will be recalculated,
o Distance was present in 2 row(s) [4, 7]. Based on the Available Activity Data option for the carrier, this value will be recalculated,
o Average_Payload was present in 5 row(s) [2, 3, 5, 6, 8]. Based on the Available Activity Data option for the carrier, this value will be recalculated.
o You have 3 carrler(s) 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 Only' option turn out to be invalid, their Available Activity Data option will be changed to Ton-Miles and Total
Miles'.
1
Return to Home Page
Return to Select Carriers
Continue
Help
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 be fixed in the Excel file and then be re-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:
*5> Carrier name is missing (required field)
Invalid data/value from a list (e.g., a valid carrier mode must be specified)
% 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
V- Non-SmartWay count entered for SmartWay row/carrier
Note, files with greater than approximately 10,000 rows may not upload successfully. In this case you may be
able to reduce your file size by identifying duplicate carriers and combining their activity levels. If still
unsuccessful contact your Partner Account Manager for assistance.
SmartWay User Guide | Tool Screens and Data Entry 20
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Import Results Screen (Way 3, 4)
Figure 13: Import Results Screen
SmartWay Online Shipper Tool
^vSmartWay
Import Results: One Transport Partnership
The following table displays the SmartWay Carriers and Mon-SmartWay Carrier Type(s) from me file you just Imported. To review these resufts, you can scroll through the list or use the filters In the first row. Select
the "Help" button a! the bottom of the page If you have any questions about how to use the filters.
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 earners if you finalize your earners before then
submission is approved
• Carriers who have a status of "Didn't Report' will be categorized as NorvSmartWay 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 "Not Found' were no* 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 = 51 Pending * 01 Dldnt Report = 01 Not Found = 1 *
You can remove any carriers accidenlly imported by checking the box in the Delete Carrier column and selecting the 'Delete Carriers' button. You may select multiple checkboxes at a time, but they must be visible
for the carrier to be deleted.
Show to » entries
Deiei*
Cam»r(»|
SUtul
Carrier Name
Mode ¦ SmamVsy Category
SCAC
MCN
DOT
NSC
lA.
*1
Current
Transport Services. Inc
logabcs - General
woo
207M®
M22222
N'A
Cwrent
Transport inc
Truck • Flatted
BD£E
144162
077194
NfA
Current
Transportation 1
Truck • lTVOry Van
CT88
S68S0
226091
NA
Current
transportation 2
Truck ¦ Refrigerated
YYYY
966374
0758*8
HA
Current
Transportation Se»wces Inc
Truck TU>yV*>
JJJJ
065398
0292*8
NotFounO
WWV
rr IWD CARRIED
isgnko
ASXX
Showing 1 to 6 of 6 entiles Previous 1
Your selected carriers) have been deleted.
Finalize your carriers. This will remove any carriers who do not have a Status of 'Current*. You will need to create orve or more Non-SmartWay Carrier Type entries to account for the activity of
these fleets. This cannnot be undone so make sure you ar» through finding and contacting your carriers. For more Information, please salect the Help' button.
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 Carriers box and then selecting the
"Delete Carriers" 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.
V- "Not Found" carriers could not be matched to the list of current SmartWay partners based on the
information provided. A match requires an exact match of at least one fleet identifier. Comparisons
with the current SmartWay carrier list are attempted across the following fields in order until a match
is identified. Otherwise, the carrier is designated "Not Found".
SmartWay User Guide | Tool Screens and Data Entry 21
-------
l. Carrier ID
2. Carrier Name
3. SCAC
4. MCN
5. DOT
6. NSC
Carriers designated as "Not Found" will have their activity Levels (if provided in the import file) summed and
included under the Non-SmartWay Truck-General category.
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
that remain "NOT FOUND", even after additional searches, will be classified as non-SmartWay carriers upon
finalizing.
Find Carrier Screen (Way 3, 4)
For imported carriers that were "Not Found" on the list of current SmartWay Carriers, shippers can use the
"Find My Carrier" function to search for a match. Shippers may search on multiple fields (Carrier Name, SCAC,
DOT, 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 14: Find Carrier Screen
SmartWay Online Shipper Tool
Find Carrier For: One
^vSmartWay
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: VWW
• SCAC:ASXX
Field to search on: I Carrier Name
Return to Home Page
Value to Search For: f
SmartWay User Guide | Tool Screens and Data Entry 22
-------
Contact Non-Reporting Carriers Screen (Way 3, 4)
Figure 15: Contact Non Reporting Carriers Screen
SmartWay Online Shipper Tool
*\xSmartWay
Contact Non-Submitting Carriers: One Transport Partnership
You have 2 carrier(s) who have not submitted data to SmartWay for the current reporting year. Select the 'Send Email(s)' button below to email these SmartWay partner's current Working Contact, asking them to
submit their data.
The email that will be sent is shown below. The -FIRST_NAME~ field will be replaced with the first name of the current Working Contact, and the -PAM- fields will be replaced with the partner's current Partner
Account Manager information. This email cannot be editted. The email will be sent from the smartway_transport@epa.gov email account.
You can only use this function once. Before selecting the "Send Emaii(s)' button, make sure to delete any carriers you do not want to contact before sending the email on the previous screen.
These are the carriers who have a Status of "Didn't Report".
To:
working.contact@partner.com
Subject:
Your customer, One, requests that you submit current year data to SmartWay
Dear -FIRST_NAME-
Your customer, One, requests that you submit your annual environmental emissions data to the U.S. EPA SmartWay program. Submitting your data allows One to calculate their own environmental footprint,
which is needed for a variety of environmental and sustainability reporting purposes. If you have any questions on how to submit your information to SmartWay, please contact your SmartWay Partner Account
Manager, -PAM-, at -PAM_PHONE~ or -PAM_EMAIL-.
Thank you.
SmartWay and One
Return to Home Page I Back I Send Emaii(s) I Help
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.
Finalize Auto Populated Carriers Screen (Way 3, 4)
Figure 16: Finalize Auto Populated Carriers Screen
SmartWay Online Shipper Tool
Results of Finalizing Your Carriers: Shipper Company 1
The carriers you imported have been finalized.
• You had 5 carriers whose status was 'Current'. They have been finalized and are ready for use.
• You had 7 carriers whose status was 'Not Found'. They have been consolidated into a 'non-SmartWay Truck Carrier - General' entry.
Return to Home Page I Continue I Help
This screen summarizes the final status of each of your auto populated carriers, as well as a listing of actions
taken by the tool.
SmartWay User Guide | Tool Screens and Data Entry 23
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Finalize Imported Carriers Screen (Way 3, 4)
SmartWay Online Shipper Tool
Results of Finalizing Your Carriers: One
Transport Partnership
The carriers you imported have been finalized.
• You had 36 carriers whose status was 'Current'. They have been finalized and are ready for use.
• You had 1 carriers whose status was Not Found. They have been dropped from your list of carriers. You will need to manually add them using the Non-SmartWay Carrier Types option to account for their activity.
• You had 2 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 screen.
~ Show carriers who had an invalid Average Payload
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.
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.
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). Data will not be aggregated across different subdivisions, however.
SmartWay User Guide | Tool Screens and Data Entry 24
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View and Manually Select SmartWay Carriers Screen (Way 2, 3, 4)
Fiqure 18: View and Manually Select SmartWay Carriers Screen
SmartWay Online Shipper Tool
View and Manually Select SmartWay Carriers: Shipper Company 1
^KxSmartWay
Transport Partnership
The SmartWay partners on your list of current carriers are displayed below. If you would like to add one or more SmartWay Carriers, select the 'Add Carriers to my list' button. If there is a carrier in your list of
carriers 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.
If a carrier in the table does not have a 'Delete' checkbox, it is because that carrier has been subdivided. You must delete all subdivisions for that carrier before it can be deleted.
Your SmartWay Carriers (5)
Show 10 v entries
Delete Carrier
Carrier Name
Mode - SmartWay Category
SCAC 7
MCN 7
DOT®
NSC 7
| Filter |
I A" v|
| Filter [
| Filter |
| Filter
Filter |
~
1-Bridge Logistics Corp
Logistics - General
OBBL
890026
2557559
~
1262380 Ontario Limited / DBA
as FF Express
Truck - Expedited
761735
128-847-408
~
1st Express Inc.
Truck - TL/Dry Van
FSEP
181440
284589
~
4 Gen Logistics, LLC
Truck - Dray
FGLH
14319
2981198
~
A & B Trucking
Truck - Refrigerated
933935
Showing 1 to 5 of 5 entries
ffl
Add Carriers) to my list I Delete Carriers) I Return to Home Page I Return to Select Carriers
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 select the Delete Carrier(s) button below, making sure the carrier to be
deleted is visible on the current screen.
Add SmartWay Carriers Screen (Way 2, 3,4)
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
select the Add Carrier(s) to My List button to see your carriers.
SmartWay User Guide | Tool Screens and Data Entry 25
-------
Figure 19: Add SmartWay Carriers to My List Screen
SmartWay Online Shipper Tool £2^
*\^SmartWay
Add Carrier(s) to my list: One 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 carriers. Once found, check the 'Add Carrier" box
for that carrier and select the 'Add Carrier(s) to my list' button. You may check multiple carriers at a time before selecting the 'Add Carrier(s) to my list' button, but the Add Carrier checkbox must be visible when the
button is pushed.
Available SmartWay Carriers:
Show I 10 v entries
Add Carrier
Carrier Name
Mode - SmartWay Category
SCAC D
MCN t>
DOT t)
NSC •)
| Filter |
| All
| Filter |
| Filter |
| Filter |
| Filter |
~
Carrier 1000005721
Truck - Refrigerated
1868511
~
Carrier 1000005725
Truck - Tanker
SMIT
260000
332369
080567681
~
Carrier 1000005727
Truck - Auto Carrier
nfhc00041901
~
Carrier 1000005728
Truck - Flatbed
AB140-6271
~
Carrier 1000005729
Truck - Mixed
WIRD
250760
471783
108-524-340
~
Carrier 1000005730
Truck - TL/Dry Van
CQNL
298071
624665
MB9566471
Carrier 1000005731
Truck - TL/Dry Van
537189
~
Carrier 1000005732
Truck - TL/Dry Van
FNLD
1107349
3423599
MB2017967
~
Carrier 1000005733
Truck - Mixed
~
Carrier 1000005734
Truck - TL/Dry Van
SFBC
628174
1712434
160462545
Showing 1 to 10 of 3,313 entries
Q
View and Manually Select Non-SmartWay Carrier Modes/Categories Screen (Way 2, 3, 4)
If you only use SmartWay carriers, select Option 1, 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 1, uncheck the
"I do not use Non-SmartWay Carriers box" and select Confirm.) 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.
SmartWay User Guide | Tool Screens and Data Entry 26
-------
Figure 20: Manually Select Non SmartWay Carrier Modes/Categories Screen
SmartWay Online Shipper Tool
^vSmartWay
View and Manually Select Non-SmartWay Carrier Modes/Categories: Shipper Company 1 Transport Partnership
Option 2: If you use Non-SmartWay carriers, 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 the specific carrier type if known (e.g., 'Non-SmartWay Truck - Flatbed') which will give you more precise emission estimates, or select 'Non-SmartWay Truck - General' if
unknown.
If a carrier type in the table does not have a 'Delete' checkbox, it is because it has been subdivided. You must delete all subdivisions for that carrier type before you can delete it.
* Denotes a required field
Available Non-SmartWay Carrier Types Selected Non-SmartWay Carrier Types
Add Selected Carrier Type 1
Delete Carrier Type
Carrier Type
Number of Carriers *
~
non-SmartWay Logistics Carrier
l
~
non-SmartWay Truck Carrier - General
1
~
non-SmartWay Truck Carrier - LTL/Dry Van
1
Save Number of Carriers I Delete Selected Carrier Types
Return to Select Carriers I Help
Carrier Subdivision Status Screen (Way 4 Only)
Shippers having selected the Way 4 participation Level with the subdivision option may subdivide their carrier
activity using this screen. For example, you may subdivide a carrier's activity by inbound and outbound
routes. However, making a single designation for a carrier (e.g., defining all activity as outbound) does not
constitute a "subdivision".
The carriers you selected are listed on this screen. Carriers that have not been subdivided have a status of
"Not Done". To view, add, modify, or remove a subdivision for a carrier, select the radio button in the first
column and select the Subdivide button.
SmartWay User Guide | Tool Screens and Data Entry 27
-------
Figure 21: Carrier Subdivision Status Screen
Carrier Subdivision: Shipper Company 1
Transport Partnership
This screen allows you to subdivide your carriers' activity by various designations. For example, you may subdivide a carrier's activity by its inbound and outbound routes. Making a single designation for a carrier
(e.g., defining all activity as outbound) does not constitute a "subdivision". You may subdivide each of your carriers a maximum of 20 times.
Your SmartWay Carriers and Non-SmartWay Carrier Types are listed in the table below. The Subdivision Status is either 'Not Done' or 'Done: #', where the # is the number of subdivisions done to that carrier. To
view, add, modify, or remove a subdivision for a carrier or carrier type, select the radio button in the first column then select the Subdivide button.
Carrier Subdivision
Show 10 v entries
Select Carrier
Subdivision
Status
Carrier Name
Mode - SmartWay Category
SCAC
MCN
DOT
NSC
All -I
| Filter
| All v |
| Filler |
Filter
Filter
Filter |
O
Not Done
Carrier 1000005746
Truck - TL/Dry Van
LSXA
311755
667837
R-505872-3
O
Not Done
Carrier 1000005762
Truck - TL/Dry Van
TGYQ
825807
2401083
O
Not Done
Carrier 1000005777
Truck - LTL/Dry Van
MNME
104-372-613
O
Not Done
Carrier 1000005788
Truck - TL/Dry Van
FHTP
242196
323508
104001389
Not Done
Carrier 1000005799
Truck - Mixed
KIDY
275741
182709
SK0010105
O
Not Done
Carrier 1000005919
Truck - Mixed
PNRO
679484
1885366
163855021
O
Not Done
Carrier 1000005929
Truck - TL/Dry Van
ACOD
511939
1321566
201390040
O
Not Done
Carrier 1000005935
Truck - TL/Dry Van
KHAL
356483
800923
200908457
O
Not Done
Carrier 1000005946
Truck - Mixed
GHLG
489240
1273075
R-040528-3
O
Not Done
Carrier 1000005959
Truck - TL/Dry Van
TFIT
214913
373582
564636-0
Showing 1 to 10 of 205 entries
Subdivide I Return to Home Page I Return to Select Carriers
svious
Carrier Subdivision - Subdivide Carrier Screen (Way 4 Only)
Use this screen to enter your subdivision information. You can cancel the changes made on this screen and
return to the main Carrier Subdivision screen by selecting the Cancel Subdivision button. You can remove all
subdivisions for current carrier by selecting the Remove Subdivision button.
Note: If a carrier has been subdivided you must remove the subdivision first before you can delete
the carrier from your carrier list.
SmartWay User Guide | Tool Screens and Data Entry 28
-------
Fiqure 22: Subdivide Carrier Screen
SmartWay Online Shipper Tool
*\NSmartWay
Carrier Subdivision: Shipper Company 1 Transport Partnership
Enter the subdivision information below. The default number of subdivisions is two. If you would like to make additional subdivisions for this carrier, enter the number of additional subdivisions in the text box beiow
and select the 'Add Additional Rows' button.
If you subdivide a Non-SmartWay Carrier Mode/Category, return to the View and Manually Select Non-SmartWay Carrier Modes/Categories' page to enter how many carriers the subdivision represents.
To delete a subdivision row , check the 'Delete Row' box. When you select the 'Save and Continue' button, it will be deleted. The first subdivision row cannot be deleted, but it can be blanked out.
When you are finished entering the subdivision information for this carrier, select the 'Save and Continue' button. You can cancel the changes made on this screen and return to the main Carrier Subdivision screen
by selecting the Cancel Subdivision button. You can remove ail subdivisions for the current carrier by selecting the Remove Subdivision button.
Subdivide: Carrier 56447
Delete Row
Business Unit 7
ID Code 7
Shipment Movement
Shipment Borders 7
Internal Shipper Segment
1
I 1
Inbound v
1 H
1 1
~
1
1 I
Outbound v
1 -1
1 1
Export Carriers Screen (Way 3,4)
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 Shipper 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 Shipper Tool.
See Appendix A of the Shipper Tool User Guide for details regarding import and export file format.
SmartWay User Guide | Tool Screens and Data Entry 29
-------
Figure 23: Export Carriers Screen
SmartWay Online Shipper Tool
^>SmartWay
Export: One 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 carrier information with data from
your in-house shipping applications.
1. Select the 'Export 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 tool.
2. 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, delete carriers you do not use and enter activity data for your carriers. Once complete you may import the updated file back into this tool.
Identify Your in House Carrier Fleets Screen (Way 3, 4)
Specify which carriers you operated and controlled during the reporting year by checking the box in the left-
hand column. This allows the tool to avoid double-counting when aggregating your company's Scope 3
emissions footprint, available in the Public Disclosure Report.
Figure 24: Identify Your Own Carrier Fleets
SmartWay Online Shipper Tool £5^
*\xSmartWay
Identify Your In House Carrier Fleets: Shipper Company 1 Transport Partnership
Did your company own or operate separate carriers that are also SmartWay carriers during the current reporting year? If so, please locate those carriers in the list below and select the 'My Own Carrier* checkbox.
When you are done, select the 'Update' button to proceed.
Your SmartWay Carriers (6)
Your SmartWay Carriers (6)
My Own Carrier
Carrier Name
Mode - SmartWay Category
SCAC
MCN ?
DOT 7
NSC®
~
Carrier 1000005733
Truck - Mixed
Q
Carrier 1000006399
Truck - TL/Dry Van
VKCT
558359
1278757
121889821
~
Carrier 54701
Truck - Refrigerated
AIEP
629066
1715071
~
Carrier 57266
Multimodal - Surface
ENGI
124679
28406
~
Carrier 57629
Truck - TL/Dry Van
OPRT
648624
1534531
~
Carrier 57934
Barge - General
Update I Return to Home Page I Return to Select Carriers I Help
Activity Screen (Way 3, 4)
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 Method' 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
SmartWay User Guide | Tool Screens and Data Entry 30
-------
'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 (and carrier
subdivision if applicable). 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.
Figure 25: Activity Screen
Activity Data: Shipper Company 1
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 carrier's activity data. Carriers with a Status of 'Incomplete' must be
updated in order to continue.
. ENTERED: Carriers 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 carrier's previous activity data.
Denotes a required field
" 11 Submit
Shipper Company 1: Carriers
Show 10 v I entries
Carrier Name
Mode - SmartWay Category
Available Activity Data *
Ton-Miles *
Total Miles *
Average Payload *
Status
Actions
Carrier 1000006399
Truck - TL/Dry Van
Ton-Miles & Avg Payload v
5,324,562
249,979
21.3
Entered
EDIT
Carrier 54701
Truck - Refrigerated
4,008,538
249,979
16.0355
Entered
EDIT
Carrier 57266
Multimodal - Surface
Total Miles & Avg Payload v
11,967,291
569,871
21
Entered
EDIT
Carrier 57629
Truck - TL/Dry Van
Only Total Miles v
17,785,172
1,234,567
14406
Entered
EDIT
Carrier 57934
Barge - General
Total Miles & Avg Payload v
1,481,100
9,874
150
Entered
EDIT
non-SmartWay Logistics Carrier
Logistics - General
Total Miles &Avg Payload v
2,129,204
193,564
11
Entered
EDIT
non-SmartWay Truck Carrier - TL/Dry Van
Truck - TL/Dry Van
Only Total Miles v
7,203,014
500,001
14.406
Entered
EDIT
Showing 1 to 7 of 7 entries
tn
Return to Home Page
Return to Select Carriers
Validate
Help
> 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.
SmartWay User Guide | Tool Screens and Data Entry 31
-------
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 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.
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 their average payload per carrier and then multiply by the total miles per
carrier for the reporting year -
Ton-miles per carrier = annual average payload per carrier x total annual miles per carrier
or;
2. Sum the annual mileage for each carrier, multiply by the sum of the total annual tonnage hauled for
each carrier, and divide the product by the total number of trips per carrier -
Ton-miles per carrier = (total annual miles per carrier x total annual tons per carrier)
total annual # of trips per carrier
NOTE: in both ton-miles calculations, empty miles are not factored in while the fuel used to drive
those empty miles is factored in.
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).
SmartWay User Guide | Tool Screens and Data Entry 32
-------
> 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.
Activity Data Entry Tips
Follow these tips to reduce the number of warnings and errors issued by the Shipper Tool.
• Before entering your activity data, sort your carriers from the most to least used and review the
trend for outliers. For example, do you see a small carrier with too much freight?
• If you provide both mile and ton-mile data review the calculated payloads for reasonableness
(e.g., less than 25 tons for truck carriers, higher values for rail, etc.)
• Remember to provide the total amount of freight transported for each carrier, not per shipment.
Individual shipment records may be too numerous for the tool to handle and will be rejected.
• Going forward, establish an annual, standardized data retrieval and reporting system that can be
used for future tool submittals.
Data Quality Check Screen (Way 3,4)
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.
SmartWay User Guide | Tool Screens and Data Entry 33
-------
Figure 26: Data Quality Check Screen
SmartWay Online Shipper Tool
Data Quality: One
^vSmartWay
Transport Partnership
To help partners submit the best information possible, the Data Quality checks displayed below 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 the Activity Data screen and revise your data. Otherwise you can enter an explanation where needed and 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
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Return to Home Page I Return to Activity Data
Save and Continue
Rounded Activity Data
This table lists carriers with miles and/or tori-miles values ending in "000If 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 27: Rounded Activity Data Screen
SmartWay Online Shipper Tool
Data Quality: Shipper Company 1
*\xSmartWay
Transport Partnership
To help partners submit the best information possible, the Data Quality checks displayed below 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 the Activity Data screen and revise your data. Otherwise you can enter an explanation where needed and 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
Data Quality 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 sure you are submitting the most precise, accurate data
available If this data is correct, check the 'My data is correct' box at the bottom of the section to proceed
Carrier Name
*
Mode - SmartWay Category
Available Activity Data
Ton-Miles
Total Miles
Carrierl 000006255
Truck Mixed
Only Total Miles
944,640
80,000
Showing 1 to 1 of 1 entries
~ My data is correct.
m
Duplicate Carrier Activity Data Flag
If 5 or more of your carriers out of every loo 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.
SmartWay User Guide | Tool Screens and Data Entry 34
-------
Figure 28: Duplicate Carrier Activity Data Flags
Duplicate Carrier Activity Data - this needs to be addressed Data Quality Check Criteria
You have 74 carriers with the same value entered for Total Miles and/or Ton-Miles. If this data is correct, check the 'My data is correct' box at the bottom of the section to proceed
Show I 10 vlentries
Mode - SmartWay Category
•
Available Activity Data
Ton-Miles
Total Miles
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
1-Bridge Logistics Corp
Truck - Dray
Ton-Miles and Total Miles
129,345
62,432
Showing 1 to 10 of 12 entries Previous | 1 [ 2 Next
~ My data is correct. *
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. Miles per non-SmartWay carrier between 100 and 500 will be flagged but
explanations are optional.
Figure 29: Low Non SmartWay Miles Fla
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.
Number of Carriers
Total Miles / Carrier
Optional Explanation
Non-SmartWay Truck - Dray
) My data is correct.
Specialty cross-town deliveries.
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:
• 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.
SmartWay User Guide | Tool Screens and Data Entry 35
-------
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 30: Unexpected % SmartWay Value Fla
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Low Non-SmartWay Miles - this needs to be addressed
Data Quality Check Criteria
Unexpected % SmartWay Values - this needs to be addressed
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
Sma
tWay Carriers
Non-Srr
artWay Carriers
Smart
Way % 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 large carrier companies currently in
operation. Please check the number of carriers, mile and ton-mile. Otherwise provide an explanation below.
Required Explanation:
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. *
Out of Range and Overreported Alerts - this has been addressed
Data Quality Check Criteria
I 75°F Cloudy ^ 9D trk d* ENG 1
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 as to why the data is correct at the bottom
of the table. You may also enter explanations for any yellow messages, although this is optional. Further
details regarding payload validation are provided in Appendix B.
SmartWay User Guide | Tool Screens and Data Entry 36
-------
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 shipper'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 31: 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
Show I 10 v entries
Carrier 4
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 & Avg Payload v
7,878,543
143,246
55
Red
EDIT
Showing 1 to 1 of 1 entries
• Payload Out of Range Alert(s)
Out of Range Explanation(s)
~J
After reviewing and addressing any potential data quality issues, proceed to the % SmartWay screen.
% SmartWay Value Screen - Way 2 Screen
This screen allows the user to enter their % SmartWay values for each of their carriers. First specify the basis
for allocating your activity across carriers - % Spent, % Weight, % Packages, or other custom metric. (If you
select a custom metric, you must provide further details regarding calculation methods.) Then specify the
Data Source used to develop your activity estimates. Finally, enter the associated percentages for each
carrier in the right-hand column of the table and select the Calculate button. Values must sum to 100%. After
data entry your fleet totals will be displayed in a table at the bottom of the screen. When done select Save
and Continue.
SmartWay User Guide | Tool Screens and Data Entry 37
-------
Figure 32: Way 2 % SmartWay Value Screen
SmartWay Online Shipper Tool
^vSmartWay
% SmartWay Values Transport Partnership
As a Way 2 participant, select the basis lor your % SmartWay values and the associated Data Source using the drop-down boxes. If you select *% Custom" as your SmartWay Basis or "Other" as yuor data source,
you must also provide additional descriptions in the Methodology text box. Next enter the % SmartWay Values for each carrier and Ncm-SmartWay carrier type. These must add up to 100% and each carrier or
carrier type must have a non-zero value.
After entering the information for each SmarftWay carrier, select the Calculate button to see your totals and your calculated % SmartWay Values for each mode as well as the overall % SmartWay Value for this
shipper company.
% SmartWay Basis: speni v Data Source: Distribution >nd Warehousing v |
Description of Methodology. % Custom basis, and/or Other Data Source
Warehouse inventory system
SmartWay Carriers
Carrier Name
Carrier Mod#
% Spent
Carrier 57893
Logisbcs
20 I
Carrier 57893
lOCJStKS
is
Carrier 57902
Truck
| 31 j
Carrier 57904
Log«t>cs
8 1
noo-SmanWay Logistics Camer
Logsfies
| T2 1
non-SmartWay Twck Carne< - General
Truck
13
Total % Spent | 100
Totals
Mode.1 Total
% Smartway
Adjusted % SmartWay
Number 0( SmartWay Carriers
Number of Non-SmartWay Carriers
SmartWay % Spent
Non-SmartWay % Spent
Logeties
78 571
25 581
3
3
44
12
Truck
70 455
70455
1
22
31
13
Total
75
45325
4
25
75
25
Return to Home Page I Back I Save I Calculate I Save and Continue I Help
% SmartWay Value - Way 3 and 4 Screen
This screen displays the % SmartWay Values by mode for shipper companies participating at the Way 3 or 4
level ALL percentages are caLcuLated on a ton-miLe basis. Separate tabLes are provided for your overaLL
shipper company operations, as weLL as breakouts for each carrier selected (or for each carrier subdivision if
appLicabLe) by mode. SeLect the gray bars to expand and hide each tabLe,
SmartWay User Guide | Tool Screens and Data Entry 38
-------
Figure 33: Way 3 and 4 % SmartWay Value Screen
SmartWay Online Shipper Tool
^v-SmartWay
% SmartWay Values 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 company overall.
Select Continue to enter additional information for your Way 4 participation requirements.
SmartWay Carriers: Rail
Show! 10 v| entries
SmartWay Carriers
Carrier Subdivision
Ton-Miles
% SmartWay
Canadian Pacific
Outbound; Domestic;
56,465,400
43.3483
Canadian Pacific
Inbound; Domestic;
64,565,400
49.5666
Showing 1 to 2 of 2 entries Previous 1 Next
SmartWay Carriers: Truck
% SmartWay
Mode/Total
% SmartWay
• Adjusted % SmartWay
Number of SmartWay Carriers
Number of Non-SmartWay Carriers
SmartWay Ton-Miles
Non-SmartWay Ton-Miles
Logistics
0.0000
0.0000
0
1
0
9,129,080
Rail
100.0000
100.0000
1
0
121,030,800
0
Truck
100.0000
100.0000
1
0
100,000
0
Total
92.9920
92.9920
2
1
121,130,800
9,129,080
Adjusted % SmartWay Value
The SmartWay Carrier breakout for Logistics includes an additional column for "Adjusted %SmartWay"
values. The adjusted value reflects the % SmartWay score for each logistics company hired by the shipper
accounting for the portion of activity the logistics company allocates to other SmartWay carriers.5 If logistics
companies are used, Adjusted % SmartWay values are also displayed in the "%SmartWay" summary table at
the bottom of the screen.
WAY 4 ADDITIONAL REQUIREMENTS
Mileage and Weight Improvements Screen (Way 4 Only)
After reviewing company % SmartWay Values, Way 4 participants may proceed to the Mile/Weight
Improvements Screen (if selected on the Participation Level screen). On this screen you can input information
that will allow you to determine emission savings based on eliminating mileage or weight from your
transportation network. These savings may be based on past actions that reduced miles or weight from your
system, or you may use this screen for future scenario planning to reduce emissions. List at least one
strategy to take miles or weight out of your freight network. Only strategies that you have implemented
5 At this time SmartWay Logistics partners are assigned fuLL credit when calculating a shipper's % SmartWay value, regardless of the amount of business
logistics partners do with SmartWay carriers. SmartWay may adopt the adjusted SmartWay value for scoring purposes in the future, but as of now the
adjusted values are for information purposes only.
SmartWay User Guide | Tool Screens and Data Entry 39
-------
during the past year count towards the Way 4 requirement and SmartWay Award credit. Prospective What-if
scenarios are for your planning purposes only.
Figure 34: Mileage and Weight Improvements Screen
SmartWay Online Shipper Tool
^vSmartWay
Mileage & Weight Improvements: Shipper One Transport Partnership
On this screen you can input information that will allow you to determine emission savings based on eliminating mileage or weight from your transportation network. These savings may
either be based on past actions that reduced mileage or weight from your system, or you may use this screen for future scenario planning to reduce emissions. Begin by listing at least one
strategy to take mileage or weight out of your freight network. Only strategies that you have actually implemented (retrospective) within the past year count for this requirement and
SmartWay Award credit. What-if scenarios (prospective) are for your planning purposes only.
To characterize a mileage or weight reduction strategy first specify a time frame, enter a descriptive name, select a category and activity. Then enter your percent improvement estimates for
each mode used, and provide a description of the data sources and methods used to develop these estimates. Select the 'Calculate' button to see the corresponding reductions for each
pollutant in tons per year. When finished entering information for a strategy, select the 'Save' button. You may add multiple Improvements if needed.
Once an Improvement has been saved, it can be viewed or removed by selecting the associated gray bar. The table at the bottom of the screen will summarize the net emissions impacts
for all improvements.
When you are done, select 'Continue' to proceed to the next screen.
The emission reductions have been calculated are are displayed below.
Add a Mileage or Weight Improvement
Define Improvement
Data Source 1 Methodology
Carrier
Mode
Percent Improvement
C02
(Tons)
NOx
(Tons)
PM10
(Tons)
PM2.5
(Tons)
Black Carbon
(Tons)
Time Frame
| This past year (Counts toward Way 4 Requirement) v |
Name:
| Mileage Reduction Pilot
Category:
Logistics
23.37348
0.06441
0.00052
000052
0 00018
Provided to SmartWay
via email
1 « 1
| Mileage removed from system v |
Activity :
| Distribution center location v
Truck
54.81387
0.11993
0.00083
0 00083
0.00027
Calculate I Save
Right turn only
C02 (Tons)
NOx (Tons)
PM10 (Tons)
PM2.5 (Tons)
Black Carbon (Tons)
Total Emissions Reductions (tons/yr)
97.19510
0.22748
0.00166
0.00166
0.00056
Return to Home Page I Back I Continue I Help
To characterize a mileage or weight reduction Improvement, go to the section under the Add a Mileage or
Weight Improvement gray bar to select a time frame, enter a descriptive name, select a general category
and specific activity, and provide a short description of your data sources and estimation methods. Next
enter your best estimates for percent reductions for each mode. Then select the "Calculate" button to see
the corresponding emission reductions in tons per year by mode. If satisfied with your inputs, select the
"Save" button. You may repeat this process as multiple times to characterize different strategies. The table at
the bottom of the screen will display a running total of the emission reductions for all saved strategies.
NOTE: If, after saving your improvement strategy details, you revise your company's activity-
related inputs in a way that changes your emissions footprint, you must return to this screen and
SmartWay User Guide | Tool Screens and Data Entry 40
-------
Update and Save your improvements to properly update the emissions savings.
Modal Shift Screen (Way 4 Only)
Way 4 participants may also complete the Modal Shift screen if selected on the Participation Level screen.
The Modal Shift screen allows you to estimate retrospective or prospective emission savings from modal
shifts. Different emission factors are available based on the carrier modes selected. In some cases, the
emission factor can be based on your own carrier fleet mix; for others, only a modal default will be available,
or you may supply your own emission factors. Only strategies you have implemented in the past year will
count towards the Way 4 requirement and receive credit for potential SmartWay Awards. Prospective What-
if scenarios are for your planning purposes only.
Figure 35: Modal Shift Screen
SmartWay Online Shipper Tool
Modal Shifts Impacts: One
^>SmartWay
Transport Partnership
This screen allows you to estimate retrospective or prospective emission savings from modal shifts. Different emission factors are available based on the carrier modes selected. In some cases, the emission factor
can be based on your own carrier fleet mix; for others, only 3 modal default will be available, or you may supply your own emission factors. Select the Add Modal Shift button to specify the freight modes involved,
emission factor sources, and other data to estimate emission Impacts. You can remove a modal shift by clicking on "Delete" below.
Only modal shifts you have actually implemented In the past year - This past year (Counts toward Way 4 Requirement) - will receive credit for a potential SmartWay Award. What-if scenarios (prospective) are for
your planning purposes only.
The emission reductions have been calculated are are displayed below.
Add Modal Shift
t What «5 the time frame for the shift?
| This y«*t (Counts toward '.V«y 4 R*
-------
Go to the section under the Add Modal Shift gray bar then specify the time frame and the freight modes
involved ("From" and "To" modes). The "From" modes listed only include those modes you specified in your
carrier list. Next select your preferred units for reporting activity (miles or ton-miles), the amount of activity
shifted ("From" and "To"), and the source of the emission factors used to calculate the mode shift impacts
(Shipper Carrier Average, Modal Average, and User Input). Then select the "Calculate" button to see the
corresponding emission reductions in tons per year. If satisfied with your inputs, select the "Save" button. You
may repeat this process as multiple times to characterize different mode shifts. The table at the bottom of
the screen will display a running total of the emission reductions for all saved shifts.
NOTE: If, after saving your modal shift details, you revise your company's activity-related inputs in
a way that changes your emissions footprint, you must return to this screen and Update and Save
your Modal Shifts to properly update the emissions savings.
STEP 6: REVIEW YOUR INFORMATION (WAY 2, 3, 4)
Before submitting your data to SmartWay you must review multiple reports to ensure the accuracy and
completeness of your entries. The list of available reports will vary depending on your company's
Participation Level (Way 2, 3, or 4), use of logistics providers, and Way 4 analyses performed. Select each
report by clicking on the name. A Shipper Company dropdown menu will appear at the top of these reports
for submissions that have more than one Shipper Company.
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 pdffile 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. Company Report - This report summarizes how you characterized your company and your overall
emissions performance, and % SmartWay results. Please make sure your NAICS codes are appropriate,
and your description of Data Sources are accurate and complete.
2. Carrier Activity Report (Way 3,4) - This report presents the data availability selection and activity
levels specified for each carrier as well as their associated % SmartWay Values.
3. Carrier Report (Way 2) - This report presents your description of how you determined your custom %
SmartWay estimates for each carrier (if applicable) and each carrier's contribution to your overall %
SmartWay Value. Please review to see if your data matches your expectations. If not, you may need to
re-evaluate how you estimate your % SmartWay contribution from each carrier.
4. Out of Range and Overreported Alerts Report (Way 3, 4) - 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.
5. Emissions by Carrier Report (Way 3, 4) - 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 Truck Category and mode.
SmartWay User Guide | Tool Screens and Data Entry 42
-------
6. Emissions by Mode Report (Way 3, 4) - 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.
7 Business Unit Ton-Miles by Mode Report (Way 3 and 4 shippers using logistics services) - This report
shows the percentage of ton-miles by mode for each logistics business unit used by the shipper
company.
8. Public Disclosure Report (Way 3, 4) - This report summarizes your emission results in a format
common to other carbon reporting systems, such as the Greenhouse Gas Reporting System.
9. Carrier Subdivision Report (Way 4) - This report presents the data availability selection and activity
levels for each subdivision. Only available if you selected this analysis option.
10. Mileage and Weight Improvements Report (Way 4) - This report summarizes the emissions impacts
associated with mileage/weight improvements defined by Way 4 participants. Only available if you
selected this analysis option.
11. Modal Shift Report (Way 4) - This report summarizes the emissions impacts associated with modal
shifts defined by Way 4 participants. Only available if you selected this analysis option.
Closely review each report then select Return to the Home Page to proceed.
STEP 7: COMPARE THIS YEAR'S WITH LAST YEAR'S SUBMISSION (WAY 2, 3,4)
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, NAICS, etc. are flagged with an "X". You may provide an explanation for the
change or return to the Home page and select Step 4 "Characterize Your Shipper Companies" 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 8: SUBMIT YOUR INFORMATION TO SMARTWAY (WAY 2, 3, 4)
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 | Tool Screens and Data Entry 43
-------
Appendix A: Import File Preparation
(Way 3,4)
The format of the Excel import file for the Online Shipper Tool is different than that for the Excel Shipper tool.
If you would like to construct your import file starting with the file you used for a prior year's Excel Shipper
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 of the Online Shipper Tool.
The following lists the columns that can be included in your Excel import file, with required columns noted
with an asterisk. Column headers are not case sensitive. Column headers must be in the correct order as
follows:
A)
CARRIERJD*
B)
CARRIER_NAME*
C)
CARRIER_MODE*
D)
SCAC*
E)
MCN*
F)
DOT*
G)
NSC*
H)
AVAILABLE_ACTIVITY_DATA*
1)
TON_MILES
J)
MILES
K)
AVERAGE_PAYLOAD
L)
MY_CARRIER*
M)
NON_SW_CARRIER_COUNT*
N)
PARTNER_CARRIER_ID
0)
BUSINESS_UNIT
P)
ID_CODE
0)
SHIPMENT_MOVEMENT
R)
SHIPMENT_BORDERS
SmartWay User Guide | Appendix A A-l
-------
S) INTERNAL_SHIPMENT_SEGMENT
While the import file must include all required columns, CARRIER_NAME is the only column that must be
populated with data.
If you are preparing your tool under Participation Level Way 4 and you are subdividing your freight activity,
you can include this information in the Excel file if you wish. If so, your Excel file must include the optional
subdivision columns, even if some columns are empty. Subdivision column headers start in Excel column 'O'.
Import file format and content requirements are provided in Table A-i.
Table A-i. Import File Format and Content Requirements
Column
Field Description
Field Type / Max
Length
Validation
A
SmartWay Internal
Carrier ID
Numeric
If the Import file was generated by either
exporting carriers from a prior year's Excel-
based tool or by doing an Export from the
online tool, then this will be an integer.
Otherwise, this field should be blank so
your data is not associated with the wrong
SmartWay carrier.
B
Carrier Name
Alpha-numeric /100
Characters
This is a required field.
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 which are
shown below. These values are not case
sensitive.
• Truck
• 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-separated
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-separated
list.
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 | Appendix A A-2
-------
Column
Field Description
Field Type / Max
Length
Validation
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-separated
list.
G
NSC
Alpha-numeric / 255
Characters
This field is optional.6 If you have multiple
codes, please enter them as a comma-
separated list.
H
Availability Activity
Data (This field
was called 'Data
Available' in the
Excel-based tool)
Alphabetic only /1
character
This field is optional (but is required if you
are 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
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.
When this field is omitted, the tool will
attempt to determine which value it should
use based on what was entered in the
Payload Distance, Distance, and Average
Payload fields. The code will not try to
determine if this is a'd' since there are
additional restrictions on that option. If the
code cannot determine if this is an 'a', 'b', or
'c', it will default to 'a'.
1
Ton-Miles
Numeric only / 999
billion
This field is optional.7 When the carrier's
Availability Activity Data (AAD) value 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.
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 | Appendix A A-3
-------
Column
Field Description
Field Type / Max
Length
Validation
J
Total Miles
Numeric only / 999
billion
This field is optional.7 When the carrier's
AAD value 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 value 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
My Carrier
Alphabetic only /1
character
This is an optional field. It indicates that your
company controlled and operated this
carrier during the current reporting year.
This only affects the emissions displayed on
the Public Disclosure Report. The only valid
value is a 'Y', which is not case sensitive.
M
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.
N
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 SmartWay carriers.
O
Internal Business
Unit ID
Alpha-numeric / 50
characters
This field is optional. It is only valid if you
selected Way 4 and indicated you would
subdivide one or more carriers on the
Participation Level screen. Otherwise, this is
not allowed. Any invalid values will trigger a
Warning, indicating that the data will not be
imported.
If one of the Carrier subdivision columns are
specified, then they all much be present,
but not necessarily populated.
SmartWay User Guide | Appendix A A-4
-------
Column
Field Description
Field Type / Max
Length
Validation
P
Additional ID Code
Alpha-numeric / 50
characters
This field is optional. It is only valid if you
selected Way 4 and indicated you would
subdivide one or more carriers on the
Participation Level screen. Otherwise, this is
not allowed. Any invalid values will trigger a
Warning, indicating that the data will not be
imported.
If one of the Carrier subdivision columns are
specified, then they all much be present,
but not necessarily populated.
Q
Shipment
Movement
Alphabetic only / a
valid value from the
list
This field is optional. It is only valid if you
selected Way 4 and indicated you would
subdivide one or more carriers on the
Participation Level screen. Otherwise, this is
not allowed. Any invalid values will trigger a
Warning, indicating that the data will not be
imported.
If one of the Carrier subdivision columns are
specified, then they all much be present,
but not necessarily populated.
When present, the valid values are
'Inbound', 'Outbound', or 'Internal'. These
values are not case sensitive.
R
Shipment Borders
Alphabetic only / a
valid value from the
list
This field is optional. It is only valid if you
selected Way 4 and indicated you would
subdivide one or more carriers on the
Participation Level screen. Otherwise, this is
not allowed. Any invalid values will trigger a
Warning, indicating that the data will not be
imported.
If one of the Carrier subdivision columns are
specified, then they all much be present,
but not necessarily populated.
When present, the valid values are
'Domestic', or 'International'. These values
are not case sensitive.
SmartWay User Guide | Appendix A A-5
-------
Field Type / Max
Column
Field Description
Length
Validation
S
Internal Shipper
Alpha-numeric / 50
This field is optional. It is only valid if you
Segment ID
characters
selected Way 4 and indicated you would
subdivide one or more carriers on the
Participation Level screen. Otherwise, this is
not allowed. Any invalid values will trigger a
Warning, indicating that the data will not be
imported.
If one of the Carrier subdivision columns are
specified, then they all much be present,
but not necessarily populated.
SmartWay User Guide | Appendix A A-6
-------
Appendix B: Carrier PayLoad Validation
(Way 3,4)
Validation outpoints are set in the tool to identify those 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, which is available for each carrier
category from the Carrier Data Table. Red payload ranges require explanations before proceeding. For
yellow ranges explanations are optional.
Validation ranges are based on payload values reported by SmartWay Shipper 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. Shipper Payload Validation Ranges
Carrier Category
low red
low yellow
high yellow
high red
Dray
N/A
2.39
22.31
2440
Expedited
N/A
N/A
1145
19.23
Specialized
4.37
8.57
2579
28.79
LTL
N/A
N/A
6.50
12.70
Auto Carrier
12.00
14.67
18.20
19.22
Heavy Bulk
9.16
11.82
2585
34.08
TL
339
551
21.60
22.05
Moving
N/A
N/A
1925
2346
Flatbed
4.23
594
23.81
2486
Mixed
N/A
N/A
21.71
22.41
General8
N/A
N/A
21.00
28.00
Package
N/A
N/A
1.20
1.63
Tanker
13.60
18.27
26.58
35.08
Reefer
1.64
4.39
21.00
21.85
Logistics
N/A
1.51
22.31
24.00
8 Based on all SmartWay Carrier Categories combined.
SmartWay User Guide | Appendix B B-i
-------
Validation cutoffs for rail payloads are based on the distribution of average values estimated for all Class l
carriers (see Shipper Tool Technical Documentation), and only include red flags. The absolute upper bound
for rail carriers has been set to 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 | Appendix B 3-2
-------
"^vSmartWay
U.S. Environmental Protection Agency»
oEPA
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734)214-4333
https://www.epa.gov/
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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-chanae
EPA-420-B-24-047 I November 2024 I SmartWay Transport Partnership I epa.gov/smartway
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