Logistics Partner 2.0.12 Tool: 

Quick Start Guide

2012 Data Year - United States Version
Transportation and Climate Division

Office of Transportation and Air Quality

U.S. Environmental Protection Agency

Office of Transportation and Air Quality

EPA-420-B-13-030

July 2013

Logistics Partner 2.0.12 Tool: 

Quick Start Guide

2012 Data Year - United States Version
 SmartWay Logistics Partner Tool Quick Start Guide | Page 3 

Table of Contents 

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

OVERVIEW....................................................................................................................................................... 5

SECTION 1—BASIC INFORMATION FOR LOGISTICS COMPANIES ....................................... 6

WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?........................................................................................ 6

WHY DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? ...................................... 6

HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?...................................... 7

HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?................................................... 7

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL?...................................................... 8

WHAT IS INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP AGREEMENT? ........................... 9

WHAT SOFTWARE AND HARDWARE IS REQUIRED FOR COMPLETING THE SMARTWAY LOGISTICS TOOL?....10

SECTION 2— OVERVIEW OF DATA COLLECTION REQUIREMENTS..................................... 11

DATA REQUIREMENTS FOR INTRODUCTORY SCREENS........................................................................................11

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR.....................................................11

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME ...................................................12

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION.........................................................12

DATA REQUIREMENTS FOR SECTION 3: LOGISTICS BUSINESS UNIT CHARACTERIZATION...........................13

DATA REQUIREMENTS FOR SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE....................17

DATA REQUIREMENTS FOR SECTION 5 ................................................................................................................18

DATA ENTRY FOR BUSINESS UNITS .....................................................................................................................18

SECTION 3—STEP BY STEP INSTRUCTIONS FOR DATA ENTRY ........................................... 21

DOWNLOADING THE SMARTWAY LOGISTICS TOOL ............................................................................................21

SETTING YOUR SECURITY LEVELS FOR THE SMARTWAY TOOLS ......................................................................21

ENTERING YOUR PARTNER NAME .........................................................................................................................22

ENTERING YOUR CONTACT INFORMATION ..........................................................................................................22

COMPLETING THE “IDENTIFY BUSINESS UNITS ” SCREEN ...............................................................................23

COMPLETING THE “LOGISTICS BUSINESS UNIT DETAILS” SCREEN ................................................................. 24

COMPLETING THE “BUSINESS FOCUS” SCREEN ................................................................................................24

COMPLETING THE “OPERATION CATEGORIES” SCREEN ....................................................................................24

COMPLETING THE “BODY TYPES” SCREEN .........................................................................................................24

DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE..........................................................................25

INPUTTING CARRIERS FOR A BUSINESS UNITS ..................................................................................................25

COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB .........................................................................25

COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB ...............................................................26

COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT ................................................................. 26

OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL 

INFORMATION.........................................................................................................................................................28

STEPS FOR SUBMITTING YOUR TOOL TO EPA....................................................................................................29
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APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA .............................. 30

WORKSHEET #1: COMPANY AND CONTACT INFORMATION ................................................. 31

WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION............................... 32

WORKSHEET #3A: SELECT CARRIER(S) ........................................................................................ 33

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 1 OF 5) .................................................. 34

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5) .................................................. 35

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5) .................................................. 36

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5) .................................................. 37

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5) .................................................. 38
 SmartWay Logistics Partner Tool Quick Start Guide | Page 5 

Overview 

In this guide you will learn about: 

1) SmartWay Basic Information 

2) Joining SmartWay Transport Partnership as a logistics company 

3) Understanding the details of the SmartWay Partnership Agreement 

4) Meeting software/hardware requirements for participating in the program 

5) Gathering the data necessary for participation in SmartWay. 

Please review this guide carefully BEFORE attempting to gather your company data, or entering data 

into the Logistics Tool. Understanding the basics of the program will simplify your SmartWay 

experience. 

WARNING: 

***Before beginning, use this chart to make sure you are choosing the right Tool for your operations! ***

If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 6 

Section 1—Basic Information for Logistics Companies 

This section covers frequently asked questions and essential information about the SmartWay Transport 

Partnership and how logistics companies can participate. 

WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?

Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between the 

EPA and the freight industry to improve fuel efficiency, increase environmental performance, and 

encourage supply chain sustainability. 

Five types of freight transport companies can join SmartWay. 

Freight shippers 

Logistics companies (including 3PLs/4PLs1) 

Truck carriers 

Rail carriers 

Multi-modal carriers 

Companies join the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The 

SmartWay Tools (1) assess freight operations, (2) calculate fuel consumption and carbon footprints, and 

(3) track fuel-efficiency and emission reductions. SmartWay Tools must be submitted each year for the 

company to remain a partner in good standing. 

SmartWay ranks Partners’ efficiency and environmental performance and recognizes strong 

performance with access to the “SmartWay Partner” Logo. Superior performance in various Partner 

categories is also recognized through the SmartWay Excellence Awards. 

WHY DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT 

PARTNERSHIP?

The SmartWay Transport Partnership provides logistics companies with ways to reduce the 

environmental impact of their freight operations and address costs. Designed with and for the freight 

sector, the SmartWay Transport Partnership delivers solutions to marketplace needs and challenges. 

With access to the latest in EPA-tested technologies and peer-provided success stories, carriers that join 

the SmartWay Transport Partnership can gain a better understanding of their environmental footprint 

and assert their corporate leadership. 

 Additionally, SmartWay Partners are associated with an internationally recognized and respected brand 

that symbolizes cleaner, more efficient transportation choices. 

Logistics companies that join SmartWay move significant amounts of freight with SmartWay Carriers. 

The higher efficiency of carriers in SmartWay compared to non-SmartWay carriers gives SmartWay 

logistics companies an opportunity to improve corporate freight efficiency, reduce their carbon 

footprint, and voluntarily advance freight sustainability for themselves and their customers. 

 

1

 3PLs/4PLs Third party logistics companies/fourth-party logistics companies. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 7 

Participation in SmartWay helps SmartWay Logistics Partners 

• identify opportunities to improve efficiency, 

• demonstrate efficiency to customers and stakeholders, 

• evaluate and compare carrier performance, and 

• determine the company’s transportation carbon footprint. 

SmartWay provides logistics companies with free Tools that help assess and compare various freight 

transportation options with detailed reports and analyses that support better business decision making. 

HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT 

PARTNERSHIP?

Logistics companies join SmartWay by submitting a SmartWay Logistics Tool (hereafter known as the 

“Logistics Tool,” or simply, the “Tool.”)

Logistics companies that submit Tools that are approved by EPA are known as “SmartWay Logistics 

Company Partners.”

When a logistics company submits a Logistics Tool to EPA, they agree to the requirements stipulated in 

the SmartWay Logistics Company Partnership Agreement--notably, that they will measure and report 

the emissions performance of their company annually and provide supporting documentation to EPA 

upon request. 

All SmartWay Logistics Company Partners agree to complete and submit the SmartWay Logistics Tool to: 

define business unit(s) composition 

characterize company activity 

individually benchmark multiple business units 

track annual changes in performance 

Upon approval of a Logistics Tool submission, a logistics company will be identified as a SmartWay 

Logistics Partner on EPA’s website, on the SmartWay Partner List, and in a database used to identify 

companies that meet SmartWay’s annual requirements.

HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?

Companies that join the SmartWay partnership should include all of their business units in their 

submission. If a company wishes to list multiple business units in the Logistics Tool, they should list 

these business units as their customers can hire them. Internal fleets invisible to a customer should not 

be listed separately. Companies will be listed at the Company level in the SmartWay Partner list on the 

SmartWay website, and each individually defined fleet will appear as a separate entity in the SmartWay 

Carrier Data file that customers use to identify which fleets they do business with in the Logistics Tool. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 8 

SmartWay highly recommends developing your list of business units before 

beginning your data entry process. Any business unit that a shipper could 

hire directly should be listed as a separate business unit in your Logistics 

Tool submission. 

The best strategy is to have a clear idea of how to define your companies 

before filling out the Tool. 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL?

To participate in SmartWay, logistics companies need to gather the following essential information to 

complete the Logistics Tool: 

The official company name, EXACTLY as you would like it presented on the EPA website 

Company contact information 

Contact details for your primary contact 

Contact details for an executive contact (cannot be the same as the primary contact) 

A comprehensive list of business units, including: 

o Business unit details, such as: 

 Standard Carrier Alpha Codes (SCACs) 

 Motor Carrier Numbers (MCNs)

 US DOT Number 

 Business Unit Type 

 Business Unit Contact: 

o Business unit focus (e.g., logistics provider, freight forwarder, freight broker, or truck 

carrier) 

o Operation categories 

Data sources for all data to be entered 

SmartWay ID number (if this is not your first Tool submission) 

This data must be provided for all of your company’s fleets. This data reflects the amount of freight 

carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 9 

WHAT IS INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP 

AGREEMENT?

To join the SmartWay Transport Partnership as a Logistics Company, you must agree to the language on 

the “Partnership Agreement for Logistics Companies.” When you begin working within the Tool, you will 

be asked to check a box stating that you agree to the terms of the Partnership Agreement. This 

agreement must be renewed annually.

Please review this language with the appropriate personnel within your organization before completing 

or submitting a Tool to EPA. Your company’s executive contact must approve this agreement. 

Partnership Agreement for Logistics Companies 

With this agreement, your company joins EPA’s SmartWay Transport Partnership and commits to:

1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) 

using EPA's SmartWay Logistics Tool. (Existing fleets must report the 12 months of data for the 

prior year ending December 31. Newly formed companies require a minimum of 3 months of 

operational data.) 

2. Allow EPA to post performance results on the EPA SmartWay website/database. 

3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and 

agree to EPA audit of this data upon request by EPA. 

In return, EPA commits to: 

1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay 

website and in related educational, promotional, and media materials. EPA will obtain express 

written consent from the Partner before using the Partner’s name other than in the context of 

increasing public awareness of its participation as described here. 

2. Provide companies with industry-wide performance benchmark data as this data becomes available 

to EPA.2

3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government 

Appropriations). 

General Terms 

1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered 

null and void. 

2. Either party can terminate the agreement at any time without prior notification or penalties or any 

further obligation. 

3. EPA agrees not to comment publicly regarding the withdrawal of specific partners. 

4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish 

the specific actions to which it committed in the SmartWay Transport Partnership Agreement and 

subsequent annual Agreements. 

5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport 

Partnership constitutes EPA approval or endorsement of anything other than the Partner’s 

commitment to the program. The Partner will not make statements or imply that EPA endorses the 

purchase or sale of the Partner’s products and services or the views of the organization.

6. Submittal of this SmartWay Logistics Tool annually constitutes agreement to all terms in this 

Partnership Agreement. No separate agreement need be submitted. 

 

2

 Individual corporate data will be treated as sensitive business information. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 10

WHAT SOFTWARE AND HARDWARE IS REQUIRED FOR COMPLETING THE 

SMARTWAY LOGISTICS TOOL?

The Logistics Tool was designed in “Microsoft Excel Forms.” Completing the Logistics Tool requires the 

following software and hardware: 

A 2003 or later version of Microsoft Excel 

Excel security level set at Medium or lower 

A PC running Windows XP or a 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) 

A minimum of 10 megabytes of free 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 768 

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

to make sure your system is set up to use the Logistics Tool. 

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

putting data in the Logistics Tool.
 SmartWay Logistics Partner Tool Quick Start Guide | Page 11

Section 2— Overview of Data Collection Requirements 

This section will explore the data needed for completing the required sections of the Logistics Tool. The 

Logistics Tool Data Entry and Troubleshooting Guide explains more about the structure of the Tool and 

the data entry process; this guide will focus primarily on the essentials for completing the Tool.

DATA REQUIREMENTS FOR INTRODUCTORY SCREENS

There are four screens that orient you to the Tool: the Partnership Agreement, Tool selection guidance, 

and data collection needs. These are general information screens; note that you MUST click the box 

indicating that you agree to the terms of the Partnership Agreement before moving on to the next 

screen. 

DATA REQUIREMENTS FOR 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. If you are submitting for the first time and do not have a full year of operational data, 

please collect a minimum of three months’ data for input into the SmartWay Tool. In your next update 

year, you will be required to submit a full year’s data.
 SmartWay Logistics Partner Tool Quick Start Guide | Page 12

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME

Your Partner Name is the official name that your customers would recognize for your company—in 

other words, the name someone hiring you would look for. 

You must specify you company’s official Partner Name, exactly as you want it to appear on the 

SmartWay website. 

For example, if you enter: 

ABC Company 

ABC Company, Inc. 

ABC COMPANY LLC 

Your company will be listed exactly as you’ve entered above. Therefore, it is important to pay special 

attention to proper capitalization, abbreviations, annotations, and punctuation. 

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION

The SmartWay Tool asks for: 

General company information such as location, web address, phone number, etc. 

A primary contact3for any questions about your company’s participation and Tool submissions 

An executive contact4for participation in awards and recognition events 

Additional contacts (optional): Additional contacts may include anyone who is not the primary 

contact but may be involved with SmartWay (e.g., press/media contact, fleet manager, etc.). 

Note that you MUST have at least two contacts listed in the contact information section of the Tool, 

with the primary contact information different from the executive contact. SmartWay recommends 

developing an internal succession plan to make sure that your Logistics Tool submission schedule is 

maintained, in the event that a primary contact is reassigned, or leaves the company for any reason. 

 

3

The primary 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 primary contact is responsible for coordinating the assembly of information to complete/update 

company data; completing and updating the Tool itself; maintaining direct communication with SmartWay; and keeping interested parties 

within the company apprised of relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA are not blocked, 

new primary contacts may need to add SmartWay/EPA to their preferred list of trusted sources.) 

4

The executive contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership Agreement, 

overseeing the primary 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.
 SmartWay Logistics Partner Tool Quick Start Guide | Page 13

DATA REQUIREMENTS FOR SECTION 3: LOGISTICS BUSINESS UNIT 

CHARACTERIZATION

The Logistics Tool tracks business unit-level operations. Most logistics companies should create one 

business unit; i.e., one line. 

However, if you have multiple business units that can be hired by customers individually, you should 

create multiple business unit records in the Tool and characterize their operations individually. You 

should not include internal company fleet definitions or designations—only separate business units as 

they would be identified and hired by your customers. 

There are five screens in the Business Unit Characterization section of the Tool: 

Identify Logistics Business Units: For each business unit that a customer can hire, you will 

be asked to establish a name. Each business unit name will begin with your Partner Name, 

and will include a business unit identifier as a suffix. Use a business unit identifier that is 

recognizable by your customers. 

Logistics Business Unit Details: For each business unit, you will be asked to provide SCACs, 

MCN, and/or DOT numbers (optional--for fleet identification); define the business unit as 

“for-hire” or “private;” and identify a point of contact. 

Business Focus: For each business unit, you will need to specify the percent of overall 

activity for each business focus category (e.g., logistics provider, freight forwarder, freight 

broker or truck carrier). 

Operation Categories: You will need to provide a reasonable estimate of the business unit’s 

split between truckload, less-than-truckload, drayage, package delivery, and expedited 

operations.

Body Types: You will need to provide a reasonable estimate of the business unit’s split 

between the following body types:

o Dry van 

o Refrigerated (Reefer) 

o Flatbed 

o Tanker 

o Intermodal chassis containers (pooled and owned) 

o Heavy/Bulk hauler 

o Auto carriers 

o Moving 

o Utility5

 

5

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

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

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

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

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

alerts, simply input text defining your special conditions in the required text boxes that appear.
 SmartWay Logistics Partner Tool Quick Start Guide | Page 14

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

Data requirements for these five screens are described in greater detail below. 

Data Requirements for “Identify Logistics Business Units” Screen 

For each logistics business unit, you will need to specify: 

Company Name: On the SmartWay website, each of your business unit names will begin with 

the name of your company. This "prefix" will be whatever you enter in the Company Name field 

on the “Identify Logistics Business Units” screen. By default, the Company Name for your first 

business unit on the screen is automatically populated with the first 50 characters of the Partner 

Name that was entered on the Home screen. You should specify the Company Name so that it 

appears EXACTLY as it you want it to show within each business unit name. (For example, if 

your company's name includes "Inc." or "Ltd.", you may choose not to include that in your fleet 

names.) Please pay special attention to proper capitalization, abbreviations, and punctuation. 

Remember that this name will be automatically inserted at the start of each of your business 

unit names on the SmartWay website. 

Business Unit Identifier: Please make sure to specify each business unit identifier 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 your 

Company Name. NOTE: If you have only one business unit, you may leave the Business Unit 

Identifier field blank, in which case your business unit name will simply be your Company Name. 

NOTE: Define your business units based on the ability of your customers to choose them. If a business 

unit includes a mix of TL and LTL, you will indicate the percentages of each. If customers can choose to 

hire your TL business unit, your LTL business unit, or your dray business unit separately, then each 

should be regarded as a separate business unit. 

Data Requirements for “Logistic Business Unit Details” Screen

For each business unit, you will need to specify: 

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

character alphabetic code used by the transportation industry to identify transportation 

companies. If you cannot remember your SCACs, please contact the National Motor Freight 

Traffic Association before proceeding (see http://www.nmfta.org/Pages/ContactUs.aspx.) You 

can enter multiple SCACs by separating them with commas in the Tool. This field is optional and 

may be left blank in the Tool. 

Motor Carrier Numbers (MCNs): The Motor Carrier Number is a 6 or 7 digit number provided 

by the Federal Motor Carrier Safety Administration. This field is optional and may be left blank 

in the Tool. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 15

US DOT Number: This number is assigned to commercial vehicles hauling cargo in interstate 

commerce by the Federal Motor Carrier Safety Administration. DOT numbers are strictly 

numeric and can be up to 7 digits in length. This field is optional and may be left blank in the 

Tool. 

 Business Unit Type: Business Unit Type is defined as the service type for your business unit. 

There are two options accepted by the Tool—“For-Hire” and “Private/Dedicated.” If your

company has only one business unit, your “Type” selection will reflect your company’s 

operations as a whole. If there are multiple business units, define each unit’s type separately.

Business Unit Contact: This contact should be one of the contacts you already identified in the 

Contact Information section as the contact for each business unit. NOTE: A drop-down menu in 

the Tool will supply this information; if there is a contact for the business unit that is not already 

listed in the Contacts worksheet, you will need to go back to that screen to add the required 

contact information. 

Data Requirements for “Business Focus” Screen

For each business unit, you will need to specify the percent of overall activity for each Business Focus 

Category: 

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 docking, 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. 

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. 

Data Requirements for “Operation Categories” Screen

For each business unit you will need to specify: 

Operation Category: Determine the percent of each operation type based on overall activity for 

the reporting year. The percentages for each business unit must sum to 100%. This percentage 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 16

calculation does not need to be exact, but should be reasonably reflective of your business unit 

operations. Operation categories include: 

o 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 company that generally contracts an entire trailer-load 

to a single customer. 

o Less-than-truckload (LTL) : Less-than-truckload carriers collect freight from various 

shippers and consolidate that freight onto enclosed trailers for line-haul to the 

delivering terminal or to a hub terminal where the freight will be further sorted and 

consolidated for additional line-hauls. 

o Drayage (Dray): 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. 

o 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. 

o Expedited: Includes time-sensitive shipments, with trucks typically on stand-by. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 17

Data Requirements for “Body Types” Screen

For each business unit you will need to specify Body Type (by percentage of vehicles). Determine the 

percent of each body type represented in the business unit. Percentages can be approximate, based on 

overall activity, but must sum to 100%. Body type categories include: 

Dry van/box van 

Refrigerated (Reefer) 

Flatbed 

Tanker 

Intermodal chassis containers (pooled and owned) 

Heavy/Bulk 

Auto carrier 

Moving 

Utility 

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

NOTE: Define your business units based on the ability of your customers to choose them. If customers 

can choose to hire your dry van business unit, or your reefer business unit, or your flatbed business unit, 

then create each as a separate business unit. The percentages for each business unit must sum to 100%. 

Once you have defined your logistics business units, you will need to enter detailed information 

regarding vehicles and activity levels. 

DATA REQUIREMENTS FOR SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE

To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you 

must click the “Download Latest SmartWay Data Carrier Data File” button on the home screen. A new 

box will appear next to the button indicating the “Date of Current Carrier File.” You are now ready to go 

on to selecting carriers and entering activity data for each business unit. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 18

DATA REQUIREMENTS FOR SECTION 5: DATA ENTRY FOR BUSINESS UNITS

Now that you have defined your logistics business units, you will be asked to provide additional 

information for EACH business unit separately. 

Data Requirements for Select Carrier(s) Screen

To begin, you will need to identify the carriers included in each logistics business unit. Two options are 

available for identifying your carriers. If you have a large number of carriers (e.g., as a large 3PL), you 

may wish to develop your carrier details separately and upload your data in a single file using the Data 

Import method. Alternatively, if your logistics business unit has a limited number of carriers, you may 

choose to specify your carriers one at a time using the Manual Entry method. These two methods are 

described in detail in the Logistics Tool Data Entry and Troubleshooting Guide. 

Regardless of the method you choose, you will need to first identify the mode of transport for the 

carrier. Four carrier mode selections are available, including: 

Rail 

Truck 

Multi-modal 

Logistics 

(Note: By selecting “All” on the Tool’s Select Carrier(s) screen, you may search across all carriers, 

regardless of mode.) 

Next, you may also specify a carrier bin category for the Truck mode. Truck bin categories include: 

TL Dry Van 

LTL Dry Van 

Refrigerated 

Flatbed 

Tanker 

Dray 

Heavy/Bulk 

Package 

Auto Carrier 

Moving 

Utility 

Specialized 

Mixed 

Expedited 

Bin category selections are not currently available for other modes but may be added in the future. 

(Note: Multi-modal selections list “Truck/Rail” as the bin category.)

After identifying the mode (and bin category, if available), you should identify each carrier’s specific fleet 

name, as listed in the SmartWay Carrier Data file, along with any associated SCACs and MCNs. The 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 19

Carrier data file can be downloaded from the SmartWay website by selecting the button under Step 4 on 

the Logistics Tool Home screen and viewed on the Select Carrier(s) screen or offline using Microsoft® 

Excel. 

In certain cases, a carrier may have multiple fleets associated with its operations. In the case of 

trucking, multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select 

among multiple fleets. The Select Carrier(s) screen also allows you to filter carrier fleets by SCAC, MCN 

and/or DOT number if needed.

If one or more carriers in your business unit are not SmartWay Partners, you should specify “NonSmartWay” for the given mode – for example, Non-SmartWay Truck Carrier or Non-SmartWay Multimodal Carrier. If you have any non-SmartWay carriers in your list, then you must also specify the 

number of non-SmartWay carriers utilized for each mode, but only include carriers used during the 

reporting year.

Data Requirements for Activity Data Screen

First provide a detailed text Data Source Description for the sources used to estimate your mileage and 

ton-mile data for your carriers. Be sure to indicate how you calculated the values, and where this data 

was obtained. For example, you may use PC Miler, carrier reports, or accounting/purchasing records to 

determine miles. Payload and ton-mile estimates may be based on bills of lading or other internal 

records. 

Next you must specify a Data Availability option for each carrier. There are seven Data Availability

options, as summarized below. 

1. Enter ton-miles and miles (preferred option) 

2. Enter ton-miles and average payload 

3. Enter ton-miles, density, and load fraction 

4. Enter ton-miles only 

5. Enter miles and average payload 

6. Enter miles, density, and load fraction 

7. Enter miles only 

Ideally, when entering information for a carrier, you should use Data Availability Option 1. If this is not 

possible, please choose the method that uses the most accurate data at your disposal. In this way the 

Tool will utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as 

for the emissions footprint calculations.6

After specifying the Data Availability options, you must then pick the preferred metric (Inventory 

Calculation Metric) for calculating mass emissions for each of your carriers. Options include: 

grams per (truck) mile 

grams per railcar-mile 

grams per ton-mile (all modes) 

 

6

 Data Availability selections for LTL carriers are restricted to Options 2, 3, and 4, due to the difficulty in adjusting mileage for 

partial loads.
 SmartWay Logistics Partner Tool Quick Start Guide | Page 20

Select the metric most appropriate for characterizing your carrier activity. You should select g/mile 

metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should generally 

be used for rail and heavier truck freight. 

After specifying the Data Availability Option, record your activity data. 

If the carrier mode is rail, record total railcar-miles, otherwise specify total truckload-miles. Enter the 

data to the nearest whole number. 

Data Availability Option 1 – Enter total ton-miles and total miles. 

Data Availability Option 2 - Enter total ton-miles along with your estimated average payload (per truck 

or railcar, as appropriate) in short tons (2,000 lbs). 

Data Availability Option 3 – Enter your total ton-miles. Next, you must estimate your freight density 

using the Average Density Calculator on the Activity Data screen. The calculator allows you to specify 

the fraction of shipments that fall into various commodity groupings. Each grouping has an associated 

average density, expressed in pounds per cubic foot of available cargo space. The densities for a given 

commodity category vary for rail and truck modes, since utilized container space varies by mode.7

 

For each carrier, record the percentage distribution (as a fraction of total miles) for each of the 

Commodity Groupings, as shown in Worksheet 3B. 

Next you will need to estimate the number of loads (truck or railcar) by load fraction category. The 

Logistics Tool has ten load categories: 

1/10 truckload (or railcar-load) 

2/10 truckload (or railcar-load) 

...(incremental categories)...

9/10 truckload (or railcar-load) 

Full truckload (or railcar-load) 

Record the annual number of loads for each of these categories, for each carrier, matching your 

estimates to the most appropriate (closest) category. Load estimates can be volume-based (with full 

truckload equivalent to cubing out) or weight-based (with full truckload equivalent to weighing out). 

Data Availability Option 4 - Enter total ton-miles. 

Data Availability Option 5 - Enter total miles along with your estimated average payload (per truck or 

railcar, as appropriate) in short tons (2,000 lbs). 

Data Availability Option 6 - Enter total miles. Next enter your freight density and load percentage 

information, as described for Data Availability Option 3. 

Data Availability Option 7 - Enter total miles. 

 

7

 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 21

Section 3—Step by Step Instructions for Data Entry 

DOWNLOADING THE SMARTWAY LOGISTICS TOOL

To download the Logistics Tool, visit: http://epa.gov/smartway/partnership/logistics.htm. Save the Tool 

in a folder on your hard drive; this folder will house copies of your data and future updates.

SETTING YOUR SECURITY LEVELS FOR THE SMARTWAY TOOLS

In some cases, Microsoft Excel will ask you to adjust your security settings before opening the Tool. 

Instructions should appear on your screen if you need to change your security settings before running 

the Tool. The instructions differ depending upon what version of Excel you use (Excel 2003, 2007 or 

2010). 

If you need additional assistance with your security settings, download the guidance document labeled 

“Logistics Company Partner 2.0.12 Tool: Data Entry and Troubleshooting Guide—2012 Data Year—

United States Version” from the logistics page of the SmartWay website 

(http://epa.gov/smartway/documents/partnership/logistics) and review the screen-by-screen guidance 

in Part 1: Downloading and Setting Up the Tool. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 22

ENTERING YOUR PARTNER NAME

1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the 

field as indicated. 

2. Proceed to Section 2 to enter contact information. 

ENTERING YOUR CONTACT INFORMATION:

1. Click the button on the Home screen labeled 

.

2. Enter the Partner Information details in Section 1 of the Contact Information screen. 

3. Enter Primary Contact details in Section 2. If the primary contact’s address is the same as the 

company address, you can select the button to automatically fill 

in the address section of this record. 

4. Enter the Executive Contact details in Section #3 by selecting the 

 button to the right; enter the required data. Note that you MUST have 

at least two different contacts on the Contact Information screen. 

5. Enter Other Contacts (if applicable) in Section 4 by selecting the 

button. A new contact field will appear, labeled Other Contact Information. Enter the first Other 

Contact then select OK when done. You can add more contacts by selecting “Add New Contact” 

again. If you wish to edit an existing contact’s information, highlight the name you wish to edit and 

then select the button. You can remove an existing contact by 

highlighting the contact and then selecting the button. 

6. Select at the bottom of the screen. If any information is missing, a dialogue box will 

appear informing you what additional information is required. 

7. When finished, select the button to return to the Home screen and proceed to 

Section 3. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 23

COMPLETING THE “IDENTIFY BUSINESS UNITS ” SCREEN:

1. On the Home screen, select the 

button to display the Business Unit Characterization screens.

2. Confirm that the Business Unit (Company Name) that appears automatically is correct and 

appropriate for your business units. If not, make changes in the field under the heading “Company 

Name.”

3. Enter the “Business Unit Identifier” for your first (or only) business unit.

4. Enter additional business units as needed: 

a. To enter another business unit, select the button. 

b. To delete a business unit, select the box next to the row you wish to delete, and then select 

the button. 

c. Once you have confirmed or modified the Company Name and specified the Business Unit 

Identifiers, the full Business Unit Name(s) will be displayed on the screen to the right, 

exactly as they will be displayed on the SmartWay website. 

5. To proceed, select the Fleet Details tab at the top, or simply select the button at the 

bottom of the screen. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 24

COMPLETING THE “LOGISTICS BUSINESS UNIT DETAILS” SCREEN

1. For each business unit, you are asked to provide additional details, including SCAC, MCN, and DOT 

identifiers (optional) for each business unit listed. If you have a single business unit that has 

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

While it is not required to enter SCAC, MCN, or DOT information for each business unit, it 

will help shippers and logistics companies searching by those parameters in the SmartWay 

database to easily find your business unit for inclusion in their Tool. 

2. Select your Business Unit Type (either “For-Hire” or “Private/Dedicated”) for each business unit 

listed. 

3. Select a Business Unit Contact from the drop-down menu for each business unit listed. If the 

appropriate business unit contact is not listed, go back to the Contact Information screen (see 

Section 2), and enter that name under “Other Contacts.” Then return to this screen to add the name 

from the drop-down menu. 

4. Click the button or select the Operation Categories tab at the top to proceed to the 

next section. 

COMPLETING THE “BUSINESS FOCUS” SCREEN:

1. For each business unit identified, estimate the percentage of total activity associated with each of 

the four business focus categories listed. Enter your estimates in the fields provided. Leave the field 

blank if no activity is associated with that operation category for that business unit. 

2. Click the button or select the Body Types tab at the top to proceed to the next 

section.

COMPLETING THE “OPERATION CATEGORIES” SCREEN:

1. For each business unit identified, estimate the percentage of mileage each business unit spends in 

the five defined operation categories and enter your estimates in the fields provided. Leave the 

field blank if no mileage is associated with that operation category for that business unit. 

2. Click the button or select the Body Types tab at the top to proceed to the next 

section.

COMPLETING THE “BODY TYPES” SCREEN:

1. For each business unit, enter an estimate of the percentage of business unit mileage associated with 

each body type. The percentages specified can be approximate, based on vehicle populations. NOTE: If 

you specify activity for Special Haulers, a button will appear next to the cell entry. You must 

select this button and provide a text description of your specialty haulers. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 25

2. Once you are sure your information is input correctly, you may select the 

button at the bottom of the page. You will automatically be returned to the Home screen. 

DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE

1. On the home page, select the 

button and allow the Tool to download the latest carrier data (SmartWayCarrierData2012.xls). 

2. Proceed to next section to enter data for your business unit(s). 

INPUTTING CARRIERS FOR A BUSINESS UNIT:

1. On the HOME page, select and highlight the name of the business unit for which you wish to enter 

data. 

2. Double click the name; you will then be taken to the Input Carriers screen data entry screen for that 

business unit. 

3. You will see the Instructions screen; read the instructions and scroll to the bottom. 

4. Check the box next to the words “I have read and understand the carrier data input instructions” 

when you have read them. 

5. You must now decide how you will enter your data; i.e., via manual input or through the outside 

data import function. Refer to the “Logistics Company Partner 2.0.12 Tool: Guide to Importing 

Carrier Data Using Outside Data Import Function-2012” on the logistics page of the SmartWay 

website for more information about using the Outside Data Import function to enter your carriers. 

Otherwise, proceed to the tab. 

COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB:

1. To select carriers manually, you can enter all or part of the carrier’s name directly into the 

“Carrier Name” input box and the select the button. A new filtered list will 

appear in the Available SmartWay Carriers box. 

Double click on the carrier name to add it to the “Selected SmartWay Carriers” box.

2. You may also search for carriers by filtering using carrier mode, bin category, SCAC, MCN, and/or 

DOT to find your carriers in the SmartWay Carrier data file. 

3. To search by Carrier Mode, select the mode of transport from which you wish to choose a 

carrier. Five carrier mode selections are available, including “All,” “Rail,” “Truck,” “Multi-modal” 

and “Logistics.” 

 Note that by selecting “All”, you may search across all carriers, regardless of mode.

4. Next, if you select the Truck mode, you may also specify a carrier bin category. Truck bin 

categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk, 

Package, Auto Carrier, Moving, Utility, Specialized, Mixed, and Expedited. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 26

To select carriers manually, you can enter all or part of the carrier’s name directly into the 

“Carrier Name” input box and the select the button. A new filtered list will 

appear in the Available SmartWay Carriers box. 

Using your most, double click on the carrier name to add it to the “Selected SmartWay Carriers” 

box. 

5. Once you have successfully identified your carriers using the Manual Entry method, proceed to 

the tab. 

COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB:

1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field. 

2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your 

business unit. 

3. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit; 

double clicking will add it to the “Selected Non SmartWay Carriers” list.

4. Once the required data has been entered on t the tab, 

you can proceed to the Activity Data screen.

COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:

1. Click the button. 

2. Enter a detailed description of the sources used for your Activity data information, including a 

description of how you calculated miles, ton-miles, payload, density and load percent (if 

applicable) in the space provided. 

3. Click the button. 

4. For each carrier listed, specify your data availability: 

1=I know both Ton-miles and Total Miles 

2=I know Ton-miles and Average Payload. 

3=I know Ton-miles and have general information about number of loads and type of cargo. 

4=I know Ton-miles only. 

5=I know Total Miles and Average Payload. 

6=I know Total Miles and have general information about number of loads and type of 

cargo. 

7=I know Total Miles only. 

5. For carriers where you’ve selected Data Availability Option 1, enter total ton-miles along with 

total miles. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 27

6. For carriers where you’ve selected Data Availability Option 2, enter total ton-miles along with 

your estimated average payload (per truck or railcar, as appropriate) in short tons (2,000 lbs). 

7. For carriers where you’ve selected Data Availability Option 3, enter your total ton-miles. Next, 

you must estimate your freight density using the Average Density Calculator on the Activity 

Data screen. 

a. Click the “Calc” button under the heading “Average Density.”

b. Enter the percentage distribution (as a fraction of total miles) for each of the 

Commodity Groupings (see Worksheet 3B.) 

c. Click to return to the Activity screen. 

d. Next, click the “Calc” button under the heading “Average Load Pct.”

e. Estimate and enter the number of loads (truck or railcar) by load fraction category. 

The Logistics Tool has ten load categories: 

 1/10 truckload (or railcar-load) 

2/10 truckload (or railcar-load) 

...(incremental categories)... 

9/10 truckload (or railcar-load) 

Full truckload (or railcar-load) 

f. Record the annual number of loads for each of these categories, for each carrier, 

matching your estimates to the most appropriate (closest) category. Load estimates can 

be volume-based (with full truckload equivalent to cubing out) or weight-based (with 

full truckload equivalent to weighing out). 

8. For carriers where you’ve selected Data Availability Option 4, enter total ton-miles. 

9. For carriers where you’ve selected Data Availability Option 5, enter total miles along with your 

estimated average payload (per truck or railcar, as appropriate) in short tons (2,000 lbs). 

10. For carriers where you’ve selected Data Availability Option 6, enter your total miles. Next, 

estimate your freight density and average load percent using the calculators as described above 

for Data Availability Option 3. 

11. For carriers where you’ve selected Data Availability Option 7, enter total miles. 

12. Click the button and correct any errors. 

a. If you have errors, they will appear either as red boxes for significant errors, or as yellow 

warning boxes for less-extreme errors. Red errors will prevent you from submitting 

your Tool. 

b. If your values are out of range, but you are confident that they are correct, double click 

the box with the error. A comment box will then appear. Enter an explanation for the 

value and click OK. The box will become yellow, and you will be able to proceed to 

submit your Tool. 

13. Proceed to the tab to see your % SmartWay Value for determining your 

eligibility for using the SmartWay Logo. You may also go to the tab 

to review your carriers’ performance levels. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 28

14. Click the button to return to the Home screen. 

OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND 

PROVIDE ADDITIONAL INFORMATION

After completing Steps 1 – 5 on the Home screen, you have access to three optional sections of the Tool. 

The Year-to-Year Comparison Report allows the user to compare the business unit characteristics and 

activity values, as well as CO2 performance metrics for the current year with those of a prior 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 

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

 under item #6 on the Home screen. 

The View Your Data Reports section gives you access to eleven reports to help you understand your 

data and use it to make better performance decisions. You can access these reports by selecting 

 under item #7 on the Home screen. 

The Provide Additional Information section allows you to provide EPA with additional information 

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

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

Tool data to EPA. Selecting the button under 

item #8 on the Home screen will open the Partner Information forms.

***Once you’ve reviewed these sections, you will be ready to submit your Tool to EPA.*** 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 29

STEPS FOR SUBMITTING YOUR TOOL TO EPA

1. Select the button, which will open a 

new screen. 

2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership 

Agreement once again. 

3. 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. 

a. If so, you must then enter your Annual Submission ID, which has been sent to you by 

your SmartWay PAM via email. 

b. If you cannot locate your submission ID, you can select the link “Email me my SmartWay 

ID” to have your ID sent to you. 

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

Logistics_PartnerName_ Year_ 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; for example: 

 Logistics_ABCLogistics, Inc_ 2012 _V0.xml 

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

6. 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. 

7. Upon selecting NEXT, a screen will appear that allows you to close the Logistics 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. 

Please visit http://www.epa.gov/smartway/partnership/logistics.htm for additional resources, including 

printable data collection worksheets, technical documentation, and the Logistics Tool Data Entry and 

Troubleshooting Guide for more in-depth exploration of each section of the Logistics Tool. 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 30

APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA 

List of Worksheets 

#1: Company and Contact Worksheet.......................................................................................................31

#2: Logistics Business Unit Characterization Worksheet.......................................................................32

#3A: Select Carriers Worksheet..................................................................................................................33

#3B: Activity Data Worksheet.....................................................................................................................34
 SmartWay Logistics Partner Tool Quick Start Guide | Page 31

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 

Number

Toll-free 

Number

Cell 

number

Web Address

Primary Contact Information 

Primary Contact Name

Primary Contact Mailing 

Address 

City State/Province Zip Country

Primary Contact Phone 

Number

Email 

Address

Executive Contact Information 

Executive Contact Name

Executive Contact Mailing 

Address 

City State/Province Zip Country

Executive Contact Phone 

Number

Email 

Address

Other Contact Information 

Other Contact Name

Other Contact Mailing 

Address 

City State/Province Zip Country

Other Contact Phone Number Email 

Address

Contact’s Role in Program
 SmartWay Logistics Partner Tool Quick Start Guide | Page 32

Worksheet #2: Logistics Business Unit Characterization 

Complete this worksheet for each business unit you will be submitting in the Logistics Tool. 

#2: Define Your Business Units

Business Unit Name (Company Name followed by Business Unit Identifier name) 

SCAC(s): _______________ 

MCN: _________________ 

DOT: _________________ 

BUSINESS UNIT TYPE:_______________ (for-hire, private/dedicated) 

Business Unit Contact:______________________________________________ 

Business Unit Focus (activity %s): 

Logistics Provider _____ Freight Forwarder _____ Freight Broker _____ Truck Carrier _____ 

Operation Category (activity %s): 

Truckload _____ LTL _____ Drayage _____ Package Delivery_____ Expedited _____

 

Body Type (activity %s): 

Dry Van_____ Reefer _____ Flatbed_____ Tanker_____ Chassis _____ 

Heavy/Bulk _____ Auto Carrier _____ Moving _____ Utility _____ Special Hauler_____
 SmartWay Logistics Partner Tool Quick Start Guide | Page 33

Worksheet #3A: Select Carrier(s) 

Complete the following for each business unit you will be submitting in the Logistics Tool. Make 

multiple copies of the table below to enter all carriers in the business unit if needed. 

#3A: Identify Your Business Units

Logistics Business Unit Name 

Carrier Name* Mode^ Bin Category**

# Non-SmartWay Carriers^^______________

* Exactly as it appears in SmartWay Carrier data file

^ Truck, Rail, Logistics, Multi-modal

** Truck bin categories include:

TL Dry Van; LTL Dry Van;

Refrigerated; Flatbed;

Tanker; Dray;

Package; Specialized; Mixed

^^ If applicable, for current reporting year only 
 SmartWay Logistics Partner Tool Quick Start Guide | Page 34

Worksheet #3B: Enter Activity Data (page 1 of 5) 

Complete the following for each business unit you will be submitting in the Logistics Tool. Make 

multiple copies of the tables if needed to enter all carriers in the business unit. 

#3B: Enter Activity Data

Logistics Business Unit Name: 

Provide Data Source Description: 
 

Worksheet #3B: Enter Activity Data (page 2 of 5) 

Data Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and Average Payload

Carrier Name

Data 

Availability 

Option (1-7)*

Inventory 

Calculation 

Metric^ Ton-miles Miles

Average 

Payload**

* Options include

1 = (Preferred) I know both Ton-miles and Total Miles.

2 = I know Ton-miles and Average Payload.

3 = I know Ton-miles and have general information about number of loads and cargo density.

4 = I know Ton-miles only.

5 = I know Total Miles and Average Payload.

6 = I know Total Miles and have general information about number of loads and cargo density.

7 = I know Total Miles only.

^ g/ton-mile; g/mile; g/railcar-mile

** For Options 2 and 5 only
SmartWay Logistics Partner Tool Quick Start Guide|Page 36 

Worksheet #3B: Enter Activity Data (page 3 of 5) 

Complete the following for each truck, logistics, and multi-modal carrier in the business unit. Only 

required for Data Availability Options 3 and 6. 

Make multiple copies of the tables as needed to enter all carriers in the business unit. 

Commodity Distribution (for Average Density Calculator) 

Carrier Fleet Name: 

Truck/Logistics/Multi-modal Carrier Commodity Distribution 

Commodity 

Group Description Avg lbs/cu ft

% of Carrier 

Freight*

1 Pharmaceutical products 7.8

2

Electronic and electrical equipment; furniture, 

mattresses, lamps, etc.; machinery; mail and courier 

parcels; misc. manufactured products; mixed freight; 

non-powered Tools; plastic and rubber; powered Tools; 

precision instruments and apparatus; printed products; 

vehicles, including parts.

9.3

3

Alcoholic beverages; all other agricultural products; all 

other prepared foodstuff; all other transportation 

equipment; articles of base metal; bakery and milled 

grains; base metal – finished or semi-finished; live 

animals and fish; meat, seafood and their preparation; 

paper and paperboard articles; pulp, newsprint, paper 

or paperboard; recyclable products; textile, leather, 

and related products; tobacco products; wood 

products.

11.3

4

All other waste and scrap, animal feed or products of 

animal origin, hazardous waste, misc/other; 

monumental or building stones, non-metallic mineral 

products.

13.2

5

All other chemical products, all other coal and refined 

petroleum, base chemicals, crude petroleum; fertilizers 

and fertilizer materials.

14.1

6

All other non-metallic minerals, cereal grains, logs and 

other wood in rough, metallic ores and concentrates; 

natural sand.

16.3

7 Coal, fuel oils, gasoline and aviation turbine. 17.2

8 Gravel and crushed stones 18.3

* mileage basis - must sum to 100
 SmartWay Logistics Partner Tool Quick Start Guide | Page 37

Worksheet #3B: Enter Activity Data (page 4 of 5) 

Complete the following for each rail/intermodal carrier in the logistics business unit. 

Make multiple copies of the table as needed to enter all carriers in the business unit. 

Commodity Distribution (for Average Density Calculator) 

Carrier Fleet Name: 

Rail Carrier Commodity Distribution 

Commodity 

Group Description Avg lbs/cu ft

% of 

Carrier 

Freight*

1

Electrical equipment, furniture, live animals and fish,

textiles and leather, vehicles.

7.7

2 Mixed freight 16.1

3

Machinery, tobacco products, transportation 

equipment

22.6

4

Logs and rough wood; meat, fish, seafood; misc. 

manufacturing; paper products; products of 

petroleum

34.6

5

Alcoholic beverages; animal feed; fabricated base 

metals; fats and oils; fuel oils; gasoline and fuel; 

milled grain products; other agricultural products; 

pulp and paper; waste and scrap; wood products

42.0

6

Base metal, basic chemicals, building stone, cereal 

grains, chemical products, fertilizers, gravel and 

crushed stone, metallic ores, natural sands, nonmetallic minerals, plastics and rubber

48.3

7 Coal 54.3

* mileage basis - must sum to 100
 SmartWay Logistics Partner Tool Quick Start Guide | Page 38

Worksheet #3B: Enter Activity Data (page 5 of 5) 

Complete the following for each carrier in the logistics business unit. 

Make multiple copies of the table as needed to enter all carriers in the business unit. 

Load Distribution (for Average Load Calculator) 

Carrier Fleet Name: 

Carrier Load Distribution 

Load Fraction* # Loads/yr

1/10

2/10

3/10

4/10

5/10

6/10

7/10

8/10

9/10

Full

* Truckload or railcar-load, depending on mode