Multi-modal Carrier Partner Tool: 

Data Entry and Troubleshooting Guide 

2013 Data Year - United States Version 

2.0.13 
Transportation and Climate Division 

Office of Transportation and Air Quality 

U.S. Environmental Protection Agency

Multi-modal Partner Tool: 

Data Entry and Troubleshooting Guide 

2013 Data Year - United States Version 

2.0.13 

Office of Transportation and Air Quality 

EPA-420-B-14-022 

June 2014 
 

 

 

Table of Contents
 

TABLE OF CONTENTS.............................................................................................................................................. 3
 

INTRODUCTION ..................................................................................................................................................... 5
 

DOWNLOADING AND SETTING UP THE TOOL......................................................................................................... 7
 

SOFTWARE AND HARDWARE REQUIREMENTS.......................................................................................................................7
 

DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL.............................................................................................7
 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS ...................................................................................................7
 

Security Settings For Excel 2007 Users ..................................................................................................................8
 

Security Settings For Excel 2010 and newer Users ..............................................................................................13
 

BASIC ORGANIZATION OF THE SMARTWAY MULTI-MODAL CARRIER TOOL ......................................................... 18
 

REVIEWING THE INTRODUCTORY SCREENS .......................................................................................................... 20
 

THE “SMARTWAY INTRODUCTION” SCREEN ......................................................................................................................20
 

THE “SMARTWAY PARTNER AGREEMENT” SCREEN.............................................................................................................22
 

SMARTWAY TOOL SELECTION SCREEN..............................................................................................................................23
 

REQUIRED INFORMATION SCREEN ...................................................................................................................................24
 

SUMMARY GUIDANCE SCREEN ........................................................................................................................................25
 

THE US/CANADA OPERATIONS SCREEN............................................................................................................................27
 

BASIC OVERVIEW OF HOW TO COMPLETE THE TOOL ........................................................................................... 29
 

SECTIONS OF THE TOOL .................................................................................................................................................30
 

ENTERING YOUR DATA ..................................................................................................................................................31
 

VALIDATING YOUR DATA ...............................................................................................................................................31
 

SAVING YOUR DATA .....................................................................................................................................................31
 

REVIEWING YOUR DATA ................................................................................................................................................31
 

PROVIDING PARTNER PROFILE / LOGO INFORMATION / SUGGESTIONS INFORMATION ................................................................31
 

SUBMITTING DATA TO SMARTWAY .................................................................................................................................32
 

ENTERING YOUR DATA ........................................................................................................................................ 34
 

SECTION 1 DATA ENTRY: ENTER PARTNER NAME ...............................................................................................................34
 

SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION ..............................................................................35
 

SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS ...............................................................................................40
 

SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE ....................................................................................................51
 

SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR COMPONENT FLEETS.............................53
 

SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS..................................................................................................53
 

PROVIDING ADDITIONAL INFORMATION ............................................................................................................. 58
 

VIEWING YEAR-TO-YEAR COMPARISON ............................................................................................................... 61
 

VIEW REPORTS..................................................................................................................................................... 64
 

SUBMITTING DATA TO SMARTWAY ..................................................................................................................... 66
 

TROUBLESHOOTING THE TOOL ............................................................................................................................ 69
 

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APPENDIX A – CALCULATING COMPOSITE FLEET PERFORMANCE METRICS.......................................................... 72
 

APPENDIX B – WORKSHEETS ................................................................................................................................ 74
 

WORKSHEET #1: COMPANY AND CONTACT INFORMATION ...................................................................................................75
 

WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION ...................................................................................................76
 

WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS ....................................................................77
 

WORKSHEET #3B: ALLOCATE COMPONENT FLEETS ............................................................................................................78
 

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Introduction
 

This guide is the second of two guides available to help your company participate fully in the SmartWay 

Transport Partnership as a Multi-modal Carrier Partner. 

The first guide, the Multi-modal Carrier Tool “Quick Start Guide,” provides a basic walk-through of the 

process of identifying, gathering, preparing, and submitting your data using the SmartWay Multi-modal 

Carrier FLEET Tool. (From this point on, this guide will refer to the SmartWay Multi-modal Carrier FLEET 

Tool as the “Multi-modal Tool” or simply, the “Tool,” for brevity.) 

The Quick Start Guide may be all you need to successfully complete the Multi-modal Carrier Tool. 

This guide, the Multi-modal Carrier Tool “Data Entry and Troubleshooting Guide,” is intended to 

supplement the Quick Start Guide and provide more detailed information for completing your tool 

submission. 

The Table of Contents for this guide is designed so that you can find the relevant information on specific 

topics without reading the entire guide. 

In this guide, you will learn how to enter the fleet composition and activity data you collected (as 

mentioned Quick Start Guide and the online data entry forms it references) into the Multi-modal Carrier 

Tool. This guide covers: 

• Downloading and setting up the Tool to run properly 

• Basic organization of the Multi-modal Carrier Tool 

• Entering your data 

• Viewing fleet performance summary data 

• Submitting data to SmartWay 

• Troubleshooting the Tool 

• Appendices 

WARNING! 

Completing this Tool requires a considerable amount of information about your fleet(s). There 

are many sections and screens to complete for each fleet. While you will have the ability to 

save your Tool along the way and return to it at anytime, we STRONGLY ENCOURAGE you to 

review the Quick Start Guide to understand key information about joining the partnership and 

preparing the required data BEFORE attempting to complete the Tool. 

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PART 1: 

DOWNLOADING AND 

SETTING UP THE TOOL 

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Downloading and Setting up the Tool
 

SOFTWARE AND HARDWARE REQUIREMENTS 

The Multi-modal Carrier Tool was designed in Microsoft Excel. Microsoft Excel is an electronic 

spreadsheet program used for storing and manipulating data. Microsoft Excel Forms were used to 

enable the functional capabilities of the Tool. 

Completing the Multi-modal Carrier Tool requires the following software and hardware: 

•	 A 2007 or later version of Microsoft Excel 

•	 Excel security level set at Medium or lower 

•	 A PC running Windows XP or newer operating system, or a Mac that is running the 

Windows XP operating system The tool does not currently work using the Mac 

operating system 

•	 At least 10 megabytes of available disk space (more disk space may be required based 

on the number of companies you define in your tool). 

•	 Adequate memory (RAM) to run Microsoft Office 

•	 A monitor resolution of at least 1,024 x 7681 

Check with the user guides for your computer, online support, or your company’s IT department to 

make sure your system is set up to use the Multi-modal Carrier Tool. 

We encourage you to make sure that you virus software is up to date, and scan your PC before putting 

data in the Multi-modal Carrier Tool. 

DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL 

To download the Multi-modal Carrier Tool, visit: http://www.epa.gov/smartway/forpartners/index.htm 

Save the Tool in a folder on your hard drive; this folder will house copies of your data and future 

updates. 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 

The following instructions should appear on your screen if you need to change your security settings 

before running the Tool. The instructions differ depending upon what version of Excel you use (Excel 

2007, 2010, or 2013). 

1 The tool will also work at 800 x 600 resolution, but many of the screens will appear with scroll bars. 

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SECURITY SETTINGS FOR EXCEL 2007 USERS 

The default settings for Excel 2007 should enable you to run the Tool without any changes. 

Running the Tool in Microsoft Excel 2007 

1)	 Save the Tool to your computer. 

2) Open the file, and select the button that appears after the Security 

Warning just below the menu bar (Figure 1). Detailed instructions are also provided on 

the screen itself. 

Figure 1: Security Warning Screen 

3)	 In the Microsoft Office Security Options dialog box (Figure 2), choose “Enable this 

content” and select OK. 

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Figure 2: Security Options Dialogue Box 

The Welcome Screen for the Truck Carrier Tool should then appear and you will be ready to begin 

working on your tool. 

Troubleshooting the Security Settings in Microsoft Excel 2007 

If you reach this point and the Tool does NOT open, you may have your security set too high. 

To adjust your security settings, select the button (in the top left corner of the screen) and then 

select the button in the bottom right corner of the pull-down menu (Figure 3A). 

Click the “Enter 

Options Button”
 

Figure 3A: Excel Options Drop-Down Menu 

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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 3B): 

Click the “Trust 

Center” button 

Figure 3B: Excel Options Drop-Down Menu 

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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of 

the screen (Figure 4): 

Click the “Trust 

Center Settings” 

button 

Figure 4: Trust Center Settings Screen 

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Choose the setting “Disable all macros with notification” (Figure 5) and select OK. 

Choose “Disable 

all macros with 

notification.” 

Figure 5: Macro Settings Screen 

Then run the Tool. 

If, at this point, the Tool does not open, review the “Software and Hardware Requirements” on page 

7. If you after reviewing this section, you cannot determine how to correct the problem, contact your 

SmartWay Partner Account Manager. 

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SECURITY SETTINGS FOR EXCEL 2010 AND NEWER USERS 

The default settings for Excel 2010 should enable you to run the tool without any changes. To run the 

tool: 

1) Save the tool to your computer. 

2) Open the file. Depending on your Office settings, you may receive an “Enable Editing” 

popup. If you do, simply select the button. This will allow you to enter 

data into the tool. You may only receive this popup the very first time you open the 

tool. 

Figure 6: The Enable Editing Button 

3) Depending on your Excel macro security settings, you may receive a 

popup. If you do, simply select the button. This will enable macros 

in the tool you just opened. 

Figure 7: Security Warning Popup 

If, at this point, the Tool does not open, review the “Software and Hardware Requirements” on page 

7. Otherwise, you may have your security set too high. To adjust your security settings, select the 

button (in the top left corner of the screen) and then select the button in the 

bottom right corner of the pull-down menu (Figure 8): 

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Select 

Figure 8: Excel 2010 Options Drop-Down Menu
 

On the Excel Options screen, select Trust Center in the left navigation bar (Figure 9):
 

Select 

Figure 9: Excel 2010 Options Drop-Down Menu 

When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of 

the screen (Figure10): 

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Select 

Figure 10: Trust Center Settings Screen 

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Choose the setting “Disable all macros with notification” ( Figure 11) and select OK.

Select 

Figure 11: Macro Settings Screen 

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PART 2:
 

TOOL ORGANIZATION
 

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Basic Organization of the SmartWay Multi-modal Carrier Tool
 

The Multi-modal Carrier Tool is the basis of the SmartWay Partnership for Multi-modal Carriers. 

Completion and submission of a Multi-modal Carrier Tool is the first step to becoming a SmartWay 

Multi-modal Carrier Partner. Your tool submission must be approved by EPA before you are officially a 

Partner. 

The Multi-modal Carrier Tool is organized around 

• information screens 

• forms or worksheets 

• reports and summaries 

Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the 

one shown here: 

Figure 12: Opening Screen of Multi-modal Carrier Tool 

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The name of each form appears at the top left-hand corner of the screen, in white text on the blue 

window bar. 

Figure 23: Screenshot of Title of Screen/Form 

Each screen contains text instructions or information about the program. Where applicable, the screen 

will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various 

data entry screens); these buttons will be appear in green as shown below. 

Figure 34 Screenshot of Button Link in the Tool 

The screens also contain navigation buttons to direct you through the Tool. 

Figure 45 Screenshot Navigation Buttons in the Tool 

When a new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it. 

When you select the question mark, you will find additional definitions of terms or instructions to help 

you complete the screen properly. You may also find additional, detailed instructional material on how 

to successfully navigate and complete the different data entry screens within the Tool by selecting the 

buttons at the bottom of selected screens. 

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Reviewing the Introductory Screens
 

Before you reach your data entry section of the Tool, you will move through six introductory pages that 

allow you to review the basics of participation in SmartWay for Multi-modal Carriers: 

• The “SmartWay Introduction” Screen 

• The “Partnership Agreement” Screen 

• The “Is this the Right Tool for Me?” Screen 

• The “Required Information” Screen 

• The “Summary Guidance” Screen 

• The “US/Canada Operations” Screen 

The features of these screens are described below. 

THE “SMARTWAY INTRODUCTION” SCREEN 

The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure 

16). This screen contains a link to the SmartWay website where you can view and download additional 

information about the program, the Tool, and the technical basis for the calculations in the Tool. 

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Figure 16: SmartWay Introduction Screen 

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THE “SMARTWAY PARTNER AGREEMENT” SCREEN
 

Figure 17: SmartWay Partner Agreement 

After clicking the button on the SmartWay Introduction screen, the SmartWay Partner 

Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of 

this Users Guide series. 

Submitting a SmartWay Multi-modal Carrier Tool to EPA constitutes agreement to all terms in the 

Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide 

series before sending your Tool to EPA. 

To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay 

Transport Partnership by clicking check box at the bottom of the screen. 

SmartWay Multi-modal Carrier Tool submissions are due on an annual basis; therefore, when you 

submit your Tool each year, this will constitute your renewal of your partnership agreement. Failure to 

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send your annual Tool update will constitute a violation of the terms of the agreement and will result 

in immediate removal of your company name/fleet from the SmartWay Partner list. 

SMARTWAY TOOL SELECTION SCREEN 

SmartWay offers several Tools tailored for different business models and fleets. Most trucking 

companies will use the Truck Carrier Tool; however, it is advisable to review the checklist in Part 1 of the 

user guide series and/or this screen in the Multi-modal Carrier Tool to make sure it is the best option for 

your operations. 

This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-modal) 

appropriate for different types of trucking operations. Your choice of tool will depend primarily on your 

transport modes and the amount of business you contract to other companies. 

Follow the flow chart in Figure 18 to determine which Tool is most appropriate for your fleet(s). 

Select the button for further details. 

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Figure 18: Determining Which Tool is Appropriate for your Fleets 

This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-Modal) 

appropriate for different types of trucking operations. Your choice of Tool will depend primarily on the 

transport modes you utilized and the amount of business you contract to other companies. 

Follow the flow chart in Figure 18 to determine which Tool is most appropriate for your fleet(s). 

Select the button for further details. 

REQUIRED INFORMATION SCREEN 

The next screen summarizes the information needed to complete the Multi-modal Carrier Tool. Click 

in order to retain a hardcopy for reference as you complete the rest of the Tool. 

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Figure 19: Summary of Required Input Information 

SUMMARY GUIDANCE SCREEN 

The next screen provides guidance regarding use of the Multi-modal Carrier Tool, including an example 

definition for different types of fleets defined within the Tool. 

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Figure 20: Summary of Required Input Information 

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THE US/CANADA OPERATIONS SCREEN 

The last screen asks for information about any operations you have in both the US and Canada. 

Figure 21: US/Canadian Operations Screen 

The SmartWay Transport Partnership is now being administered in both the United States and Canada. 

The Partnership operates the same way in both countries; however, data collection for Canadian 

Partners is collected in metric units and there are French translations of all Tool screens and guidance. 

If your company operates in both the United States and Canada, note that you should ONLY SUBMIT 

ONE TOOL. You may select either the US Tool or the Canadian Tool, and your Partnership participation 

will be recognized in both countries. If unsure about which country to which you should submit, you 

may contact either national SmartWay Program for assistance. Use the following program links: 

United States: http://www.epa.gov/smartway/ 

Canada: http://www.smartway.nrcan.gc.ca 

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To allow the United States and Canada to accurately determine the impacts of freight operations in each 

country, you are asked to complete a single screen indicating the approximate percentage of your total 

fuel consumption that is US-based vs. Canada-based. 

•

Once you have navigated through the six introductory screens, you will be taken to the SmartWay Multimodal Carrier Tool Home screen. 

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Basic Overview of How to Complete the Tool
 

All data entry screens are reached by starting with the Home screen. 

Figure 22 displays the structure of the Home screen. 

Figure 22: Main Tool Navigation or Home Screen 

From the Home screen, you can: 

1) Enter your Partner Name; 

2) Fill out company and contact information; 

3) Define your component fleet(s) by mode; 

4) Download the latest SmartWay Carrier data file; 

5) Enter data to characterize your component fleet(s); 

6) Define your composite (multi-modal) fleet(s); 

7) Enter partner profile, logo information, and suggestions; 

8) Review year-to-year comparisons; 

9) View results of your data entry; and 

10) Create final version to submit to EPA. 

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SECTIONS OF THE TOOL 

The Multi-modal Carrier Tool Home screen contains ten sections. Each section links to additional 

screens or worksheets within the Tool which are described below: 

1.	 Enter Partner Name: Here you will enter the name of your organization, exactly as it should 

appear on the Partner Listing of the SmartWay Web site. 

2.	 Enter Contact Information 

a.	 Go To Contact Information Screen: This button takes you to a screen that asks for 

general company contact information, a working SmartWay point of contact, and an 

executive-level contact. Additional contacts may also be included. 

3.	 Define your Component Fleets 

a.	 Choose a Carrier Mode: Select the mode(s) of interest. The Multi-modal Carrier Tool 

currently allows users to define truck, logistics, barge and rail component fleets. 

b.	 When you select a Carrier mode, the software will automatically display screens where 

you will define all of the fleets your company operates in each transport mode. You will 

provide information describing the operation of those fleets. 

4.	 Download SmartWay Carrier File 

a.	 Download Latest SmartWay Carrier File: Select this button to download the latest 

SmartWay Carrier performance data for use with logistic component fleets. 

5.	 Select Component Fleet for Data Entry 

a.	 View or change information for the selected component fleet: Select a component 

fleet to provide the activity, performance and fleet composition information necessary 

to calculate the efficiency metrics for your carrier fleet. 

6.	 Define Your Composite Fleets 

a.	 Define Your Composite Fleets: This selection will allow you to identify your composite 

fleets (made up of one or more of your component fleet) and to allocate total annual 

mileage and ton-miles across the corresponding component fleets. For example, a 

“composite fleet” representing intermodal services might include three component 

fleets – one logistics carrier and two truck carrier companies. 

7.	 Partner Profile / Logo Info / Suggestions: In this optional step you can provide information 

about your company’s environmental accomplishments as well as potential use of the 

SmartWay Logo, and give EPA feedback about the SmartWay Program. 

8.	 Review Year-to-Year Comparison: This optional step allows you to compare previous year data 

entries to one another or to the data entered for the current year. The comparison reports 

provide a useful tool for performing quality control of current data, as well as a method for 

evaluating trends in operation changes, activity levels and fleet performance over time. 

9.	 View Reports: Here you can see final summaries of your data including: 

a.	 Go to Report Menu: This button will display a reports menu screen which has multiple 

options for viewing and printing all of the data, as well as performance data for either 

your Component Fleets or your Composite Fleets. 

10. 

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11. Create Final Version 

a.	 Generate File to Send to EPA: This button creates a version of the Tool (in XML format) 

for you to send as an attachment in an e-mail to your Partner Account Manager (PAM). 

Selecting the OK button on this screen does not automatically submit the file to EPA; 

you still need to submit it to EPA by attaching it in an e-mail. 

ENTERING YOUR DATA 

The first six sections of the Home screen are mandatory, and should be completed in order These 

sections comprise all the data collection steps needed to complete your SmartWay Multi-modal Carrier 

Tool. After they are completed, you can review your output and/or submit your tool to EPA. 

Once you complete each mandatory step, a will appear on the left of the screen. 

VALIDATING YOUR DATA 

The Truck Carrier Tool includes range checks and other validation rules to help identify potential data 

entry errors and/or unusual data values. To identify potential data problems and ensure a high quality 

data submission, select the button before moving on to the next screen. 

The tool will identify any potential data problems on that screen and prompt you to modify the entry or 

provide a text explanation for legitimate anomalies. 

SAVING YOUR DATA 

You can save the data you have entered at any time by selecting the button that appears 

at the bottom of all screens (including the Home screen). EPA recommends saving your data frequently 

if you are entering information for large numbers of fleets and/or vehicle classes. 

REVIEWING YOUR DATA 

Each screen within the Tool has a button. To generate a hard copy of screen text or your 

data inputs, select this button. The screen will be printed on your default printer. Alternately, you can 

return to the Home screen, select the 

identify the report of interest using the Reports Menu, and print them out for review. The data reports 

button, 

are discussed further in the section of this 

guide. 

PROVIDING PARTNER PROFILE / LOGO INFORMATION / SUGGESTIONS INFORMATION 

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The Multi-modal Carrier Tool includes an optional section that allows you to provide EPA with additional 

information regarding your company’s environmental stewardship, potential use of the SmartWay Logo, 

and general feedback regarding the SmartWay program. 

SUBMITTING DATA TO SMARTWAY 

Detailed instructions on properly submitting your data to EPA is included in this guide on page 66 

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PART 3: 

SECTION-BY-SECTION 

DATA ENTRY GUIDANCE 

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Entering Your Data
 

You should complete the first six sections of the Home screen (see Figure 23) in order. 

The next six sections of this guide explain how to enter your data on each of the 

required and optional screens. 

SECTION 1 DATA ENTRY: ENTER PARTNER NAME 

•	 Enter the name of your organization, exactly as it should appear on the Partner Listing of the 

SmartWay Web site. 

•	 Note that the reporting year for your data entry is shown next to “Report Year” to the right of 

the Partner name. 

Enter Name Here 

Figure 23: Step 1 – Enter Partner Name 

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SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION 

From the Home screen, select the Go To Contact Information Screen button. 

Select this 

Figure 24: Accessing the Contact Information Screen 

You will then be taken to the Contact Information screen. This screen will ask you to provide the 

following information: 

1. Company Information 

2. Working Contact information 

3. Executive Contact (Vice President or higher) 

4. Other Contacts 

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Figure 25: Entering Company and Contact Information 

Each field marked with an asterisk must be filled out. You will not be able to submit 

the Tool to SmartWay without this information. 

Steps for Entering Contact Information: 

Under the Partner Information tab: 

1. Enter the Company data. 

2. Enter the Working Contact name and title. 

The Working Contact is the individual designated by the Executive Contact to directly interface 

with SmartWay regarding specific tasks involved in the timely submission of the Tool. The 

Working Contact is responsible for coordinating the assembly of information to 

complete/update fleet data; completing and updating the Tool itself; maintaining direct 

communication with SmartWay; and keeping interested parties within the company apprised of 

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relevant developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are 

not blocked, new contacts may need to add SmartWay/EPA to their preferred list of trusted 

sources.) 

3.	 Enter the Executive Contact name and title
 

.
 

The Executive Contact is the company executive who is responsible for agreeing to the 

requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact 

(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive 

Contact also represents the company at awards/recognition events. This person should be a 

Vice President or higher level representative for the company. 

Under the Working Contact tab: 

Figure 26. Working Contact Information Screen 

1. Enter the Working Contact information. If the Working Contact shares the same address as 

the company, you may select the button to auto-populate the 

address section of this record. Enter the email address twice to confirm its accuracy. When 

confirmed a will appear to the right. 

Under the Executive Contact tab: 

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Figure 27. Executive Contact Information Screen 

1.	 Enter the Executive Contact information. If the Working Contact shares the same address 

as the company, you may select the button to autopopulate the address section of this record. 

Under the Other Contacts tab: 

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Figure 28. Other Contact Information Screen 

1. Enter Other Contacts (if applicable) by selecting the button. 

2. Enter the first Other Contact then click OK when done. 

Note: You must supply at least two unique contacts on the contact screen to ensure
 

EPA has access to at least two people for Tool submission follow-up.
 

NOTE: In some cases, companies with multiple fleets will gather information from
 

different sources within the company. You may find it useful to have this additional
 

contact information stored within the Tool. 

You can add more contacts to the Other Contacts box by repeating this process. If you wish to 

edit an existing contact’s information, highlight the name you wish to edit and then select the 

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button. You can remove an existing contact by highlighting the 

contact and then selecting . 

To make sure you have filled out all required contact information, select at the 

bottom of the screen on the Partner Information tab. If any information is missing or invalid, a 

dialogue box will appear informing you what additional information is required. 

4. Next select the button to return to the Home screen and go to Step 3. 

SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS 

Understanding Component and Composite Fleets: 

Multi-modal companies are somewhat more complicated to characterize than truck, rail or barge-only 

companies. Often, multi-modal services are comprised of a wide range of truck, rail, barge, and/or dray 

services that may be provided by the company or purchased from third party providers by the company. 

To properly characterize the emission rates for multi-modal companies, one must account for this wide 

variety of operations and service levels. 

Note: Multi-modal rail freight is defined as any freight transported by a multi-modal 

carrier, which may include intermodal containers as well as other cargo 

configurations such as boxcars, tanker cars, etc. 

To accomplish this SmartWay has developed the concept of “component” and “composite” fleets. 

Composite fleets are entities that your customers can hire to move their freight. For example you may 

have a Truckload Division and an Intermodal Division, whereas Component fleets are organized around 

your internal management of the company. 

In the Multi-modal Carrier Tool you will be asked to input data for all of your component fleets which 

will include those you own and manage as well as any hired services you purchase. Once these 

component fleets have been characterized you will be asked to build your composite fleets (the ones 

the public sees and can hire) from your component fleets. This process will attribute the appropriate 

weighted emission factors to your composite fleets, and demonstrate to your customers the benefits of 

using your multi-modal freight services. 

Example: Company “J” has a Truckload Division, an Intermodal Division, and a Dray Division that the 

public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it 

has its own dray fleet, and it hires dray companies. 

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The Truckload Division’s services are provided by its own truckload fleet and its hired 3PL fleet.
 

The Dray Division’s services are provided by its own dray fleet and hired dray services.
 

The Intermodal Division’s services are provided for by its own truckload fleet, its own dray fleet, its hired
 

rail services, and its hired dray services.
 

Therefore the partner defines the following component fleets:
 

1. For its truckload fleet (using the Truck Mode selection) 

2. For its dray fleet (using the Truck Mode selection) 

3. For its 3PL fleet and hired dray operations (using the Logistics Mode selection) 

4. For its rail operations(using the Rail Mode selection) 

The partner will then assign the appropriate operations of these component fleets to define the 

composite fleets that the public can hire: 

Composite Fleet One: Truckload Division 

60% of its truckload fleet, 70% of its 3PL fleet 

Composite Fleet Two: Intermodal Division 

40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet, 

and 40% of its own dray fleet 

Composite Fleet Three: Dray Division 

20% of its hired dray fleet, 60% of its own dray fleet 

NOTE: Drayage operations should be included in the SmartWay Multi-modal Carrier 

Tool if your company controls drayage movements (e.g., receives payments directly 

to move the freight using your own drayage trucks, or purchases drayage services 

directly from a third party). 

Identifying Component Fleet: 

On the Home screen select the pull-down menu next to “Define Your Component Fleets” to display the 

available component fleet modes. The Multi-modal Carrier Tool currently allows users to define truck, 

logistics, barge and rail component fleets. Other modes will be added to the Tool in the future, including 

an air module. 

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Note that some terminology on the Define Component Fleets screens are slightly inconsistent between 

the Truck Mode and the Logistics Mode, however the two modes work and act the same. For example, 

“fleets” within the Truck Mode are referred to as “Business Units” within the Logistics Mode. 

Select here 

Figure 29: Selecting Component Fleet Modes on Home Screen 

When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to 

characterize your fleet(s) for that mode. 

There are four screens in the Truck Fleet Characterization section of the Tool. These screens are also 

common to the Logistics Mode: 

1. Identify Fleets 

2. Fleet Details 

3. Operation Categories 

4. Body Types 

Screen 1: Identify Fleets is shown below for the Truck Mode below. Note that the data entry screens 

for Logistics Carriers contains the same required fields as for the Truck Mode, with the exception of the 

“95+% Control” field, as discussed below. 

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Figure 30: Identifying Component Fleets 

Steps for Completing “Identify Fleets” Screen 

Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook, 

enter data for your first fleet: 

•	 Fleet (Partner Name): Each of your component fleet names will begin with the name of your 

company. This fleet name will be whatever you enter in the Fleet Name (Partner Name) field on 

the Identify Fleets screen. By default, this field is automatically populated with the first 50 

characters of the Partner Name that was entered on the Home screen. Whatever you enter for 

Fleet Name for the first fleet will automatically be used for any additional fleets you add. 

Similarly, any edits you make to the Fleet Name for the first fleet will automatically be reflected 

on each subsequent fleet. Note that this field is called Company Name for Logistics component 

fleets. 

•	 Fleet Identifier: Please make sure to specify each fleet identifier name exactly as you want it 

displayed on the SmartWay website, including proper capitalization, any abbreviations, and 

punctuation. Remember that it will automatically be combined with the Fleet Name (Partner 

Name) field. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in 

which case your fleet name will simply be your Partner Name. Note that this field is called the 

Business Unit Identifier for Logistics component fleets. 

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Note: for each Rail fleet, you will also need to specify the Class of the associated fleet 

(1, 2, or 3). 

Adding and Deleting Component Fleets 

To enter another component fleet, select the Add Another Fleet button. To delete a component fleet, 

select the box next to the row you wish to delete, and then select the Delete Checked Rows button. 

Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the full Fleet 

Names will be displayed on the screen to the right of the screen. 

Adding Comments/Notes 

Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as 

possible. Your comments help reviewers understand your business model. Any details that you can 

provide related to your business operations will speed up approval time. 

Please note the button located at the bottom of the screen. This allows you to 

enter notes about the collection process, your assumptions and methods, data, or other 

information. These details could prove useful for your reviewer when you or someone else fills 

out the Tool next year. If comments have been added for a particular screen, the button 

will be highlighted in yellow on your screen and will now read to indicate to your reviewer 

that there are comments to be read. 

button is also available should you need assistance. You will also notice small gray icons 

with question marks [?] displayed throughout the Tool. When clicked, these icons provide additional 

information about specific items located on the screen. 

To proceed, select the Fleet Details tab at the top of the screen, or simply select the 

button at the bottom of the screen. 

A 

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Screen 2: Fleet Details is shown below for the Truck Mode below. 

Figure 31: Fleet Details (Truck Mode) 

Steps for Completing “Fleet Details” Screen 

Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook, 

enter data for your fleets. For each you will need to specify: 

•	 95% Control: Select this box if your company controls over 95% of the operation of each fleet, 

weighted by miles. “Control” means that you operate/route the fleet, regardless of ownership 

status. Control includes dedicated fleets that you operate for other parties. If you contract out 

more than 5% of the fleet’s operation, the Logistics mode should be selected instead for that 

fleet. (Note this box is not included in the Fleet Details screen for the Logistics Mode selection.) 

The key question regarding definition of “control” is: Am I able to influence the fuel efficiency of 

the trucks, and can I collect data on the trucks? SmartWay understands that control within the 

trucking business exists along a continuum. On one hand, some fleets purchase their own trucks, 

spec, maintain, and route the trucks, and have full operational control over the trucks, for 

example controlling the speed the trucks are allowed to drive, when and where they can idle, 

etc. These fleets have a high degree of control. On the other end of the continuum, some 

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companies hire other parties to move the freight, and other than assigning a load with a 

pickup/destination point, have no interaction with the freight delivery, or ability to influence the 

fuel efficiency of the truck or the collection of data on the truck. 

If you can actively affect the fuel efficiency of the truck and collect the data necessary on that 

truck to include in this Tool, you have control. SmartWay understands that there are many 

organizational/operational permutations in the trucking industry and there may be “gray” areas 

that need further clarification. If you still have questions, you may contact your assigned 

SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767. 

•	 Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4 

alphabetic character code used by the transportation industry to identify transportation 

companies. If your fleet has a SCAC, please input that information. If you have a single fleet that 

has multiple SCACs, enter all of the codes into the SCAC field, and separate them with commas. 

It is not required to enter SCAC information for each component fleet. SCACs are assigned by 

the National Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your 

SCAC(s), please contact NMFTA before proceeding. You can find NMFTA contact information at 

http://www.nmfta.org/Pages/ContactUs.aspx. 

•	 Motor Carrier Number (MCN): The Motor Carrier Number is a 5 to 7 digit number provided by 

the Federal Motor Carrier Safety Administration. If your fleet has a Motor Carrier Number, 

please input that information. It is not required to enter MCN information for each component 

fleet. 

•	 Department of Transportation (DOT) Numbers are carrier identification number issued to all 

carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits 

in length. 

NOTE: Entering SCACs, MCNs, and DOT numbers are optional; however, if you have 

this information you are encouraged to supply it to make sure that SmartWay 

Shippers and Logistics companies can identify you. 

•	 Fleet Type: Fleet Type is defined as the service type for your fleet. There are two options 

accepted by the Tool—“For-Hire” and “Private/Dedicated.” If your company has only one fleet, 

your “Fleet Type” selection will reflect your company’s operations as a whole. If there are 

multiple fleets, each will have its fleet type defined separately. 

•	 Fleet Contact: This contact should be one of the contacts you already identified in the Contact 

Information section as the contact for each fleet. NOTE: A drop-down menu in the Tool will 

supply this information; if there is a contact for the fleet that is not already listed in the Contacts 

worksheet, you will need to go back to the Contact Information screen to add the required 

contact information. 

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Screen 3: Operation Categories is shown below. 

Figure 32: Operation Categories Screen 

Steps for Completing “Operation Categories” Screen (Truck Mode Only): 

For each component fleet, fill out the Operation Category (%) information by indicating the percentage 

of operation on a mileage basis. Operational categories include: 

•	 Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo, 

generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload 

carrier is a trucking company that generally contracts an entire trailer-load to a single customer. 

•	 Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and 

consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub 

terminal where the freight will be further sorted and consolidated for additional linehauls. 

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•	 Drayage - Predominantly associated with port, or rail-head connections where freight is picked 

up, and moved to another transfer facility or transport mode terminal. Often these moves are 

short in nature, but can be longer depending on specific situations. 

•	 Package delivery (PD) - Covers operations characterized by residential or business package 

delivery/pickup consisting primarily of single or small groups of packages. It does not include 

larger scale pickup delivery operations that are more properly characterized as LTL operations. 

Common examples of this type of operation are the brown UPS and white FedEx delivery 

vehicles. 

•	 Expedited - Time-sensitive freight shipments, with trucks typically on stand-by. 

Enter the percent of each operational category based on approximate mileage. This percentage 

calculation does not need to be exact but should be reasonably reflective of your fleet. 

Screen 4: Body Types is shown below. 

Figure 33: Body Types Screen 

Steps for Completing “Body Types” Screen (Truck Mode Only): 

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Next, fill out the Body Type fields, indicating the percentage by body type for each component fleet. 

Body Type categories include: 

• Dry van 

• Refrigerated (Reefer) 

• Flatbed 

• Tanker 

• Intermodal chassis containers (pooled and owned) 

• Heavy/Bulk hauler 

• Auto carriers 

• Moving 

• Utility2 

• Special hauler (e.g., Hopper, Livestock, and other specialized carriers) 

The percentages specified can be approximate, based on vehicle populations. The percentages for each 

fleet must sum to 100%. 

Once you are sure your information is input correctly, you may click the button at the 

bottom of the page. 

If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an 

existing fleet, you can return to the Identify Fleets screen. To add a new fleet, follow all of the 

instructions on the screen regarding defining your fleets, including clicking the button. 

When you select this button, the system will create blank data entry forms only for the new fleet(s) you 

have added; the existing fleets will not be affected. 

If you need to delete an existing fleet, simply check the box next to the fleet and then click the Delete 

Checked Rows button. Note that, if you have already generated data entry forms for the fleet you are 

deleting, the system will prompt you to confirm the deletion. 

If you choose to delete a component fleet, and if you have allocated any activity to 

this fleet to the composite multi-modal fleets (defined under Step 6 on the Home 

screen) then you must re-allocate your composite fleet activity to reflect this change. 

Similarly, adding a new component fleet may require modifying your composite fleet 

activity allocations under Step 6 as well. 

2 The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage, 

recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks. 

Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions 

per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may 

experience yellow or red warning labels on the Activity screen due to the unique nature of utility “payload.” In the case of red alerts, 

simply input text defining your special conditions in the required text boxes that appear. 

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As on the other screens there is a button as well as an button. Clicking 

will take you back to the Home screen (see Figure 33). At this point you may define 

another component fleet following the same process, or proceed to Step 4 on the Home screen. 

Data Requirements for Business Unit Focus Screen (Logistics Tool Only):
 

The Business Unit Focus screen is shown below.
 

Figure 34: Business Unit Focus Screen (Logistics Mode Only) 

For each Logistics business unit you will need to specify the percent of total activity associated with the 

different Business Unit Focus categories, listed below. 

•	 Logistics Provider: Logistics providers are non-asset based third parties that provide multiple, 

bundled logistics services. They may be involved in material management, transportation 

management, inbound and outbound freight, inventory management, 4PL activities, 

warehousing, cross dock, kitting, packaging, and sub assembly processes. 

•	 Freight Forwarder: Freight forwarders are documentation specialists and consolidators of 

freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders 

normally provide pickup and delivery for domestic and international shipments, and provide the 

property transportation for a compensation or fee basis. 

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•	 Freight Broker: A freight broker buys and sells transportation services and normally works on 

behalf of a carrier or shipper. 

•	 Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets 

can be for-hire or private/dedicated. Refer to “Choosing the Right Tool for your Business Units” 

in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the 

Truck Carrier portion of your operations. 

•	 Rail Freight Broker: A freight broker buys and sells transportation services and normally works 

on behalf of a carrier or shipper. 

SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE 

Once you are back on the Home screen, if you have any Logistics Component Fleet, you will need to 

select the button in step # 4: Download Latest SmartWay Carrier Data File. This will ensure that you 

have the latest carrier performance data for characterizing logistic fleet performance. You will not be 

able to input the required logistics fleet data in Step 5 without this file. You must have an active 

Internet connection to perform this step. 

Select Component Fleet for Data Entry 

On the Home screen, you will now see all the fleets you created listed in the window below item # 5: 

Select Component Fleet for Data Entry. 

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Figure 35: Home Screen with Component Fleet Status 

There will be a status message after each fleet, indicating whether or not the data entry for that fleet is 

complete. The following information may appear beside a fleet name: 

• Not checked - Data has not been entered yet. 

• Incomplete - Some data is still missing and/or inconsistent. 

• Complete - All data requirements have been met and validation has occurred. 

In addition to the status indicators above, you may also see one of two qualifiers: “Errors” or 

“Warnings.” 

•	 Errors will prevent you from generating the Internal Metrics Reports under item #9, Go To 

Reports Menu, and must be addressed before you can submit your Tool to EPA. 

•	 Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA. 

However, it is strongly recommended that you carefully review each warning message before 

sending your data to EPA so that you can anticipate questions that may come from a Partner 

account manager (PAM) as a result of your data being outside the expected ranges. The method 

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for addressing errors and warnings is described for subsequent input screens in the following 

sections. 

To add data to a particular fleet file, highlight the fleet name and then double-click. You will then 

proceed to the Tool Data Entry Screens. 

SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR 

COMPONENT FLEETS 

PLEASE REFER TO THE TRUCK, LOGISTICS, BARGE, AND RAIL TOOL USER GUIDES 

FOR DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR 

COMPONENT FLEETS. 

SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS 

Now that you have identified and characterized your component fleets, you will be asked to provide 

information for EACH composite fleet. In this section, you will be asked to allocate component fleet 

miles and ton-miles across the different composite fleets. 

The “Define Your Composite Fleet” section of the Tool has three subsections: 

1. Identify Composite Fleet 

2. Allocate Component Fleet 

3. Composite Fleet Details 

The requirements for each subsection are described below. 

Once you have entered data for all of your component fleets, and resolved any error notifications, you 

may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component 

fleets into larger, composite fleets operating across one or more modes. Composite fleets are entities 

that your customers can hire to move their freight. For example you may have a Truckload Division and 

an Intermodal Division for hire. 

Identify Composite Fleets 

First, enter the name of your composite fleets on the first screen, Identify Composite Fleets, as shown 

in Figure 36. Names include your Partner Name combined with your Fleet Identifier. Remember to 

enter your composite fleet names exactly as you want them to be seen on the SmartWay website. 

Note: Your company’s name and your composite fleet(s) will be listed on the 

SmartWay website to indicate your participation in the SmartWay Transport 

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Partnership. Your shipper and logistics customers can also use the SmartWay Online 

Database to search for your company by the name you submit in the Tool, your SCAC 

number or your Motor Carrier Number. Therefore, it is critical that you identify your 

company and composite fleet(s) in the Tool as you would have them appear on the 

SmartWay website and within other SmartWay Tools. 

Figure 36: Identifying Composite Fleets 

You may add more fleets by selecting Add Another Composite Fleet. To proceed to the next screen, 

select the Allocate Component Fleets tab or select NEXT. 

Allocate Composite Fleets 

Proceed to the Allocate Component Fleets screen (Figure 37) to see a list of all of the component fleets 

you defined under Step 3 (Define Your Component Fleets). All of the miles and ton-miles associated 

with each of these fleets must be assigned across one or more of the composite fleets you defined on 

the previous screen. You must allocate component fleet activity based on the percentage of total miles 

and total ton-miles attributable to each composite fleet. The total miles and ton-miles listed for each 

component fleet is automatically calculated from Step 5 where you entered the activity data for your 

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component fleets. (Note that Total Miles refers to truckload miles for the Truck Mode, and railcar-miles 

for the Rail mode.) 

Figure 37: Allocating Component Fleets 

Note that the percentage allocations must sum to 100 for each component fleet. In addition, if you enter 

a non-zero percentage for a particular total miles assignment, and zero percent for the corresponding 

ton-mile assignment (or vice versa), the Tool will display an error and you will not be allowed to proceed 

until reconciling the discrepancy. 

The Show Allocations button located below the component fleet list allows you to view a summary of 

your composite fleet percentage allocations across all of your different component fleets, in order to 

confirm the accuracy of your assignments. An example is provided in Figure 41. 

The Validate Screen button will validate the information you enter on this screen. The ratio of total 

allocated ton-miles to total miles is checked for each composite fleet. If any of these ratios differ from 

industry average payload standards, you will receive a warning message. These warning messages are 

intended to flag possible data entry errors; however these warning messages will not prevent you from 

submitting your completed Multi-modal Carrier Tool to EPA.3 

3 Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5 tons (based on the out of 

range warning for Class 8b TL/Dry Vans – see Truck Tool Technical Documentation for details). Warnings are issued at the high 

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Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and 

gram per ton-mile performance metrics for composite fleets. 

Figure 38: Example Composite Fleet Allocation Summary 

Select the Return to Entry Form button to leave the spreadsheet and return to the allocation screen 

shown in Figure 37. 

Composite Fleet Details 

First proceed by entering the SCAC and MCN values for each composite fleet if available (see Figure 39). 

Separate multiple values by a comma if necessary. These values are not mandatory but will assist 

Shippers and Logistics Companies in identifying your fleets. Next select the appropriate contact from the 

drop-down menu. 

end if the average composite fleet payloads are > 60 tons. This value was chosen based on the distribution of payloads reported by 

Multi-modal Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff. 

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Once you have allocated all of your component fleets across the composite fleets, select the HOME 

button to return to the Home screen. 

Figure 39: Example Composite Fleet Details Screen 

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Providing Additional Information
 

After completing Steps 1 – 6 on the Home screen, you may provide EPA with additional information
 

regarding your company, potential use of the SmartWay Logo, and general feedback regarding the
 

modal Carrier Tool data to EPA. Selecting the
 

on the Home screen will open the Partner Information form (see Figure 40). 

SmartWay program. This information is optional and is not required in order to submit your Multibutton 

Figure 40: Partner Information Screen 

Use this page to provide information you would like to share publicly. Information should be entered in 

the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will 

use this information to create a SmartWay Partner profile page for your company on the SmartWay 

website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar, 

so make sure the text is exactly as you wish it to appear. If your company contains public relations 

functions, you may want them to review this information before submittal, however, keep your 

SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information 

provided should be informational in nature, and speak to the question. 

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Figure 41 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company 

level to Partners that meet SmartWay’s Partner environmental performance thresholds. Tractor and 

Trailer Logos may be placed directly on your equipment to display your fleet’s qualification. Use this 

screen to provide information regarding your qualification for, and planned use of, the Partner, Truck 

and Trailer Logos. Use the scroll bars to display more questions and input fields. Additional information 

on Logo qualification and use can be found by selecting the button or the 

and links. 

Figure 41: Logo Qualification Screen 

Figure 42 displays the Suggestions screen. You may respond to some or all of these questions in order to 

provide feedback regarding the various aspects of the SmartWay program. SmartWay values your 

feedback. Any information you provide will be used to improve the program, and will be kept 

confidential. Use the scroll bar to the right to display additional questions. 

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Figure 42: Suggestions Screen 

Once you have completed these three screens, select the button to return to the Home 

screen. 

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Viewing Year-to-Year Comparison
 

The Year-to-Year Comparison Report allows the user to compare the fleet characteristics and activity 

values, as well as CO2 performance metrics for the current reporting year with the previous year. This 

report is particularly helpful in identifying any changes that may have occurred since your last reporting 

period, determining trends in activity and performance over multiple years, and performing general 

under item #8 on the Home screen. 

Figure 46 shows the data entry screen for the comparison report. Note that your most recent year’s 

data is already “loaded,” including the data you have entered for your current fleet(s). In order to load 

button as shown in Figure 44. 

quality assurance of the inputs used for your current Tool. You can access this report by selecting 

data for the previous year fleets, select the button. A 

screen will appear allowing you to specify the location of your prior year file, using the 

Figure 43. Load Previous Year Data for Year-to-Year Report 

Once your prior year data loaded into the Multi-modal Carrier Tool, select the “RUN REPORT” button to 

view the line-item data entry comparisons. An example report is presented in Figure 45. 

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Figure 44. Example Year-to-Year Report 

Comparisons are also shown for a number of activity parameters for the composite fleet and each 

component fleet including: 

• Number of fleets 

• Total miles 

• Total ton-miles 

• Average payload 

A variety of calculated annual performance metrics are also shown, including: 

• Average grams CO2 per mile 

• Average grams CO2 per ton-mile 

• Average grams NOx per mile (M1) 

• Average grams NOx per ton-mile (M2) 

• Average grams PM2.5 per mile (M1) 

• Average grams PM2.5 per ton-mile (M2) 

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• Average grams PM10 per mile (M1) 

• Average grams PM10 per ton-mile (M2) 

Percentage changes are also indicated for each of these items, relative to the earlier year baseline 

values. 

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View Reports
 

Once you complete allocating component fleet activity across your composite fleets and return to the 

Home screen, you may select Go To Reports Menu which will take you to the following screen: 

Figure 45: Multi-modal Reports Menu 

Selecting any of the green buttons will display data for the selected fleet type (component by mode, or 

composite). You will then proceed to another screen where you can choose how to view the results. 

Selecting any of the summary report types will take you to a screen allowing you to preview and print 

your reports. Figure 47 shows one of many sample reports that the Tool can generate for you, in this 

case summarizing the performance metrics for each composite fleet. Similar composite reports are 

available by carrier mode and Partner-level totals, as well as component fleet reports by mode type. 

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(Note that reports for air component fleets will be available in the future.) These reports will prove 

useful for your company‘s evaluation and improvement efforts. 

Figure 46: Example of Completed Composite Fleet Performance Metrics Report 

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Submitting Data to SmartWay
 

Congratulations! You are now ready to send your data to EPA.
 

Select the button, which will open the following screen.
 

Figure 47: Creating Submission File for EPA 

Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once 

again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a 

question will appear asking if you submitted your data the previous reporting year. If so, you must then 

enter your Annual Submission ID, which has been sent to you by your SmartWay PAM via email. If you 

cannot locate your submission ID you can select the link “Email me my SmartWay ID” to have your ID 

sent to you. 

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Figure 48: Completed Submission File Screen 

When ready, select NEXT to create a file with the following naming convention: 

Multi-modal_PartnerName_ Year_ V0.xml 

For example, Multi-modal_ABCompany_ 2013 _V0.xml 

where PartnerName is your company’s name as entered for Step 1 on the Home screen, and Year 

indicates the year for which you are submitting your data. 

Next specify the folder where you would like to save the . xml file, and the following screen will appear. 

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Figure 49: Instructions for Submitting xml File to EPA 

Follow these instructions for submitting your .xml file to SmartWay. Note that the .xml file is 

approximately 10 times smaller than the .xls files the tool generated in the past. Upon selecting CLOSE, a 

screen will appear that allows you to close the Multi-modal Carrier Tool or return to the Home screen. 

NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not 

allow zipped files through the EPA firewall. 

NOTE: DO NOT CHANGE THE NAME OF THE XML FILE. 

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Troubleshooting the Tool
 

Although the revised SmartWay Tools have been tested extensively, you may encounter errors. 

Intermittent errors have been encountered when opening the Tools directly from an e-mail rather than 

from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use 

of the Tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition, 

make sure that your computer is using a system and application version validated for use with the 

SmartWay 2013 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2007, 2010, or 2013.) 

If you continue to encounter problems, please make a screen capture of the error message, and save the 

data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image 

into a document such as MS Word.) Then send the screenshot, along with the saved data to your 

Partner Account Manager for further assistance. 

Proper Calculation Setting 

By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not 

calculating automatically, then your Excel may be set to “Manual”. Follow these instructions to change 

your Excel Calculation setting. 

Office 2010 

Choose the “Formulas” tab. Select the “Calculation Options” button in the “Calculation” section to view 

the drop-down list of options. Choose “Automatic” from the list of options to switch to automatic 

calculation. 

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Office 2007 

Select the Office button at the top left. Then select the Excel Options button and the Excel Options 

dialog box will appear. Select the Formulas tab and the Formulas options will appear in the right pane. 

Select the “Automatic” radio button in the Calculation options section. 

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Appendix A – Calculating Composite Fleet Performance Metrics
 

The Multi-modal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for 

composite fleets using the carrier-specific performance metrics associated with the associated 

component fleets. The percentage distributions provided for miles and for ton-miles are used as 

weighting factors in developing these composite values. 

The following example illustrates how the composite metrics are calculated for CO2 grams per mile. 

1) Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2 

2) Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3 

3) Component fleet activity is allocated across the composite fleets as summarized below: 

Total Miles Allocation 

Component Fleets Total Miles Composite 1 Composite 2 Composite 3 Total 

Logistics 1 6,679,941 30% 50% 20% 100% 

Truck 1 1,234,567 50% 50% 0% 100% 

Logistics 2 1,000,000 35% 12% 53% 100% 

Total 8,914,508 

4) The mileage associated with each component/composite fleet combination is calculated by 

multiplying the total miles in the table above by the associated fraction, with the results 

summarized as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 2,003,982 617,284 350,000 2,971,266 

Composite 2 3,339,971 617,284 120,000 4,077,254 

Composite 3 1,335,988 0 530,000 1,865,988 

Total 6,679,941 1,234,567 1,000,000 8,914,508 

5) The corresponding composite-based mileage fractions are as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 67% 21% 12% 100% 

Composite 2 82% 15% 3% 100% 

Composite 3 72% 0% 28% 100% 

6) The CO2 grams per mile values calculated for each component fleet are as follows:
 

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•	 Logistics 1: 2,261 g/mi 

•	 Truck 1: 1,649 g/mi 

•	 Logistics 2: 1,163 g/mi 

7)	 Using the composite-based mileage distributions and component fleet grams per mile values, 

the grams per mile value for Composite Fleet 1 is calculated as follows: 

Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi 

Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the 

corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion. 

Note: Class 2 and 3 Rail component fleets do not report railcar miles. Accordingly, grams per mile values 

cannot be calculated directly from their fleet inputs and must be estimated. In order for the Multimodal Carrier Tool to calculate gram per mile values for composite fleets containing Class 2 or 3 

component rail fleets, SmartWay assumes these fleets have gram per mile emission rates equal to those 

assumed for modal average rail carriers. 

Emission factors for all rail fleets within the Multi-modal Carrier Tool are reported in grams per truckequivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile values 

for Rail Carriers are converted to grams per truck-equivalent mile, using the fleet average rail car volume 

value of 6,091 cubic feet and the average truck trailer volume of 3,180 cubic feet, resulting in the 

following modal average gram per mile factors used for all rail fleets: 

CO2 g/mi = 1,072 

NOx g/mi = 18.6 

PM10 g/mi = 0.52 

PM2.5 g/mi = 0.50 

Please see the Rail Tool Technical Documentation for details. 

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Appendix B – Worksheets
 

List of Worksheets 

WORKSHEET #1: COMPANY AND CONTACT INFORMATION .... ERROR! BOOKMARK NOT DEFINED.
 

WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION ..... ERROR! BOOKMARK NOT DEFINED.
 

WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS .......... ERROR!
 

BOOKMARK NOT DEFINED.
 

WORKSHEET #3B: ALLOCATE COMPONENT FLEETS ............. ERROR! BOOKMARK NOT DEFINED.
 

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WORKSHEET #1: COMPANY AND CONTACT INFORMATION 

#1. Enter your Contact Information: 

General Company Contact Information 

Company Name 

Headquarters 

Mailing Address 

City State/Province Zip Country 

Main Phone Toll-free Number Cell Web Address 

Number number 

Working Contact Information 

Working Contact Name 

Working Contact Mailing 

Address 

City State/Province Zip Country 

Working Contact Phone Email 

Number Address 

Executive Contact Information 

Executive Contact Name 

Executive Contact Mailing 

Address 

City State/Province Zip Country 

Executive Contact Phone Email 

Number Address 

Other Contact Information 

Other Contact Name 

Other Contact Mailing 

Address 

City State/Province Zip Country 

Other Contact Phone Number Email 

Address 

Contact’s role in program 

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WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 

Complete this worksheet for each component truck and/or logistic fleet you will be submitting in the 

Multi-modal Carrier Tool.4 

#2: Define your Fleets 

Partner Name and Fleet Identifier 

NAICS: _____ _____ SCAC: __________ MCN:_____ _____ _____ DOT#:__________ _____ 

FLEET TYPE:_____ _____ 95% Control* _____ 

Fleet Contact:______________________________________________ 

Operation Category Percentages:
 

Truckload _____ LTL _____ Drayage _____ Package Delivery_____ Expedited_____
 

Body Type Percentages: 

Dry Van_____ Reefer _____ Flatbed _____ Tanker _____ Chassis _____ Heavy Bulk _____
 

Auto Carrier _____ Moving _____ Utility _____ Special Hauler _____
 

Business Unit Focus Percentages (Logistics Only): 

Logistics Provider_____ Freight Forwarder _____ Freight Broker_____ Truck Carrier _____
 

Rail Freight Broker_____
 

* Applicable for Truck fleets, not Logistics fleets 

4 Component Rail fleets only require Partner Name, Fleet Identifier, NAICS code, Rail Class (1,2,or 3), 

and Fleet Contact. 

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WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 

Complete the following for each composite fleet you will be submitting in the Multi-modal Carrier 

Tool. 

#3A: Define Your Composite Fleets 

Company Name / Component Fleet Identifier 

SCAC: ____________________
 

Motor Carrier Number: ____________________
 

Fleet Contact:______________________________________________
 

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WORKSHEET #3B: ALLOCATE COMPONENT FLEETS 

Complete the following table for each component fleet you will be assigning to the composite fleets 

listed in Worksheet 3A. 

#3B: Allocate Your Component Fleets 

List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy 

the table multiple times if necessary. 

“% Miles” and “% Ton-Miles” columns must each sum to exactly 100% for each component 

fleet. 

Composite Fleet Name % Miles % Ton-Miles 

1 

2 

3 

4 

5 

6 

7 

8 

9 

10 

11 

12 

13 

14 

15 

16 

17 

18 

19 

20 

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