Logistics Partner 2.0.12 Tool: 

Data Entry and Troubleshooting 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-13-031

July 2013

Logistics Partner 2.0.12 Tool: 

Data Entry and Troubleshooting Guide

2012 Data Year - United States Version
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 3 

Table of Contents 

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

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

PART 1: DOWNLOADING AND SETTING UP THE TOOL ............................................................................................ 6

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

Software and Hardware Requirements ................................................................................................................. 7

Downloading the SmartWay Logistics Company Tool .......................................................................................... 7

How to Set Security Levels for the SmartWay Tools .............................................................................................. 7

Security Settings For Excel 2003 Users .............................................................................................................................. 8

Security Settings For Excel 2007 Users .............................................................................................................................. 9

Security Settings For Excel 2010 Users ............................................................................................................................ 15

PART 2: TOOL ORGANIZATION ............................................................................................................................ 19

BASIC ORGANIZATION OF THE SMARTWAY LOGISTICS COMPANY TOOL...................................................................................20

REVIEWING THE INTRODUCTORY SCREENS .........................................................................................................................22

SmartWay Introduction Screen ...........................................................................................................................23

SmartWay Partnership Annual Agreement Screen .............................................................................................24

SmartWay Tool Selection Screen.........................................................................................................................25

Required Information Screen ..............................................................................................................................26

BASIC OVERVIEW OF HOW TO COMPLETE THE TOOL ...........................................................................................................28

Sections of the Tool .............................................................................................................................................29

Entering Your Data ..............................................................................................................................................29

Validating Your Data ...........................................................................................................................................30

Saving Your Data .................................................................................................................................................30

Reviewing Your Data ...........................................................................................................................................30

Providing Additional Information ........................................................................................................................30

Submitting Data to SmartWay ............................................................................................................................30

PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE ...................................................................................... 31

PREPARING FOR DATA ENTRY .........................................................................................................................................32

SECTION 1 DATA ENTRY: ENTER PARTNER NAME ...............................................................................................................33

Section 1 Overview ......................................................................................................................................................... 33

Steps for Entering Partner Name ............................................................................................................................ 33

SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION ..............................................................................34

Section 2 Overview ......................................................................................................................................................... 34

Steps for Entering Contact Information: ................................................................................................................. 36

SECTION 3 DATA ENTRY: LOGISTICS BUSINESS UNIT CHARACTERIZATION................................................................................37

“Identify Logistics Business Units” Screen Overview ...................................................................................................... 38

Steps for Completing “Identify Business Units” Screen:......................................................................................... 40

“Logistics Business Unit Details” Screen Overview ......................................................................................................... 41

Steps for Completing “Business Unit Details” Screen............................................................................................. 42

”BUSINES FOCUS “ Screen Overview............................................................................................................................... 43

Steps for Completing “Business Focus” Screen ...................................................................................................... 44

”Operation Categories” Screen Overview....................................................................................................................... 44

Steps for Completing “Operation Categories” Screen: ........................................................................................... 45

“Body Types” Screen Overview....................................................................................................................................... 45

Steps for Completing The “Body Types” Screen: ................................................................................................. 46

SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE .........................................................................................47
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 4 

SECTION 5: SELECT BUSINESS UNIT FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR 

BUSINESS UNITS) ..........................................................................................................................................................47

“Business Unit Status Review” Overview........................................................................................................................ 47

Steps for Selecting a Business Unit to Review: ....................................................................................................... 49

Completing the Select Carrier(s) Screen ........................................................................................................................ 49

Steps for Inputting Carriers for a Business Unit: ................................................................................................. 50

Steps for Completing the Manual Input SmartWay Carriers Tab: .......................................................................51

Steps for Completing the Manual Input Non-SmartWay Carriers Tab: ...............................................................51

Completing the Activity Data Screen .............................................................................................................................. 52

Steps for Completing the Activity Data Tab for Your Business Unit: ...................................................................54

SECTIONS 6-8: OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL INFORMATION..........56

VALIDATING YOUR DATA ...............................................................................................................................................57

VIEWING REPORTS .......................................................................................................................................................59

Viewing the Year-to-Year Comparison Report ........................................................................................................ 60

Viewing Other Data Reports ................................................................................................................................... 63

PROVIDING ADDITIONAL INFORMATION............................................................................................................................65

SUBMITTING DATA TO SMARTWAY ................................................................................................................................. 68

Steps for Submitting Your Tool To EPA................................................................... Error! Bookmark not defined.

TROUBLESHOOTING THE TOOL ........................................................................................................................................72

APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA .......................................................................73

WORKSHEET #1: COMPANY AND CONTACT INFORMATION...................................................................................................74

WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION...........................................................................................75

WORKSHEET #3A: SELECT CARRIER(S) ............................................................................................................................76

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 1 OF 5) ....................................................................................................77

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5) ....................................................................................................78

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5) ....................................................................................................79

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5) ....................................................................................................80

WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5) ....................................................................................................81
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 5 

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.

Introduction 

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

Transport Partnership as a Logistics Company Partner. 

The first guide, the Logistics Company Tool “Quick Start Guide,” provides a basic walk-through of the 

process of identifying, gathering, preparing, and submitting your data using the SmartWay Logistics 

Company Tool. (From this point on, this guide will refer to the SmartWay Logistics Company Tool as 

the “Logistics Company Tool” or simply, the “Tool,” for brevity.) 

The Quick Start Guide may be all you need to successfully complete the Logistics Company Tool. 

This guide, the Logistics Company 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 business unit composition and activity data you collected 

(as mentioned Quick Start Guide and the online data entry forms it references) into the Logistics 

Company Tool. This guide covers: 

Downloading and setting up the Tool to run properly 

Basic organization of the Logistics Company Tool 

Entering your data 

Viewing business unit performance summary data 

Submitting data to SmartWay 

Troubleshooting the Tool 

Appendices 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 6 

PART 1: 

DOWNLOADING AND 

SETTING UP THE TOOL 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 7 

Downloading and Setting up the Tool 

SOFTWARE AND HARDWARE REQUIREMENTS

The Logistics Company 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 Logistics Company 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 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 768 

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 Company Tool. 

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

data in the Logistics Company Tool.

DOWNLOADING THE SMARTWAY LOGISTICS COMPANY TOOL

To download the Logistics Company 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.

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 

2003, 2007 or 2010). 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 8 

SECURITY SETTINGS FOR EXCEL 2003 USERS

 To use the Logistics Company Tool in Microsoft Excel 2003, you will need to have your security levels set 

to “Medium.”

Setting Security Levels to Medium in Excel 2003 

1. When using Excel 2003, on the menu bar, go to 

Tools  Macro Security Level. 

2. When the “Security” window opens, select the 

“Medium” level, and select OK. 

Figure 2: Security Level Setting Screen in Excel 2003

Figure 1: Macro Setting Tabs in Excel 2003
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 9 

Running the Tool in Microsoft Excel 2003 

1. Save the Tool to your computer in a folder on your hard drive. 

2. Go to that folder and double-click on the file to open the Tool. 

3. You will see a security-warning box appear (Figure 3). Select the button 

in the security-warning box. 

Figure 3: Screen showing “Enable Macros” button 

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

working on your tool. 

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 4). Detailed instructions are also provided on 

the screen itself. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 10

Figure 4: Security Warning Screen 

3) In the Microsoft Office Security Options dialog box (Figure 5), choose “Enable this 

content” and select OK. 

Figure 5: Security Options Dialogue Box 

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

working on your tool. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 11

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 6A). 

Figure 6A: Excel Options Drop-Down Menu 

Click the “Enter 

Options Button”
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 12

On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):

Figure 6B: Excel Options Drop-Down Menu 

Click the “Trust 

Center” button
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 13

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

the screen (Figure 7):

Figure 7: Trust Center Settings Screen 

Click the “Trust 

Center Settings” 

button
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 14

Choose the setting “Disable all macros with notification” (Figure 8) and select OK. 

Figure 8: 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. 

Choose “Disable 

all macros with 

notification.”
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 15

SECURITY SETTINGS FOR EXCEL 2010 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 9: 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 10: 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 11):
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 16

Figure 11: Excel 2010 Options Drop-Down Menu 

On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):

Figure 12: 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 (Figure13):

Select

Select
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 17

Figure 13: Trust Center Settings Screen 

Select
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 18

Choose the setting “Disable all macros with notification” (Figure 14) and select OK. 

Figure 14: Macro Settings Screen 

Select
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 19

PART 2: 

TOOL ORGANIZATION 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 20

Basic Organization of the SmartWay Logistics Company Tool 

The Logistics Company Tool is the basis of the SmartWay Partnership for Logistics Companies. 

Completion and submission of a Logistics Company Tool is the first step to becoming a SmartWay 

Logistics Company Partner. Your tool submission must be approved by EPA before you are officially a 

Partner. 

The Logistics Company 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 15: Screenshot of the Orientation of the Logistics Company Tool in Microsoft Excel 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 21

The gray screen is where you enter data. The light green background is the Excel workbook; this area 

remains in the background is NOT used for data entry. For the purposes of your tool submission, 

disregard the background workbook. 

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

window bar, and the reporting year for the Tool is prominently displayed at the top of the screen. 

Figure 16: 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 shown in green and clearly labeled, as seen in Figure 17. 

Figure 17: Screenshot of Button Link in the Tool 

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

Figure 18: Screenshot of Selected Navigation Buttons in the Tool 

When 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.
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 22

Reviewing the Introductory Screens 

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

allow you to review the basics of participation in SmartWay for logistics companies. These screens are: 

The “SmartWay Introduction” Screen 

The “SmartWay Partnership Annual Agreement” Screen

The “SmartWay Tool Selection” Screen

The “Required Information” Screen

The features of these screens are described below. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 23

SMARTWAY INTRODUCTION SCREEN

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

19). This screen contains: 

a button linking 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 

descriptions of Tool Help and Navigation buttons found throughout the Tool 

Figure 19: SmartWay Introduction Screen 

Of special note is the small question mark ([?]), which appears next to new concepts when they are 

introduced throughout the Tool. Clicking the question mark will reveal additional definitions of terms or 

instructions to help you complete the screen properly.
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 24

After selecting the button on the SmartWay Introduction screen, the SmartWay 

Partnership Annual Agreement will appear. 

SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN

Figure 20: SmartWay Partnership Annual Agreement 

Submitting a Logistics Company Tool to EPA constitutes agreement to all terms of the Partnership 

Agreement, which is required for joining SmartWay and remaining a partner in good standing 

All participants in SmartWay are strongly advised to read the agreement thoroughly, especially since 

some changes in the Agreement’s wording have been made since the 2011 version of this Tool. 

This screen presents the agreement details; in addition, a text version of the agreement is included in 

the Appendix of this guide and in the Quick Start Guide for your convenience. 

Click to accept 

Agreement

Agreement
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 25

If you have been assigned the responsibility for completing your tool submission but are not in the 

position to approve the agreement, acquire any necessary approvals before trying to input data into the 

Tool. 

To move to next screen, you must check the box indicating that your company accepts the terms of the 

agreement. 

SMARTWAY TOOL SELECTION SCREEN

SmartWay offers several tools tailored for different business models and business units. Most logistics 

companies will use the Logistics Company Tool; however, it is advisable to review this screen in the 

Logistics Company 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 21 to determine which Tool is most appropriate for your business unit(s). 

Select the button for further details. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 26

Figure 21: Determining Which Tool is Appropriate for Your Business Units 

REQUIRED INFORMATION SCREEN

This next screen summarizes the information needed to complete the Logistics Company Tool. 

You may select to create a hard copy to reference as you complete the rest of the Tool. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 27

Figure 22: Summary of Required Information 

While this screen serves as a reminder of your data input needs, refer to the Logistics Company Tool 

Quick Start Guide for more tips and worksheets to help you gather your data for efficient and accurate 

tool completion. 

Once you have navigated through the four introductory screens, you will be taken to the SmartWay 

Logistics Company Tool Home screen. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 28

Basic Overview of How to Complete the Tool 

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

Figure 23 displays the structure of the Home screen. 

Figure 23: Main Tool Navigation or “Home” Screen
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 29

SECTIONS OF THE TOOL

The Logistics Company Tool Home screen contains nine sections. Each section links to additional 

screens or worksheets within the Tool which are described below:

Section 1: Enter Partner Name (data field): Specify your company’s Partner Name, exactly as you 

want it to appear on the SmartWay website. 

Section 2: Enter Contact Information (button): This button takes you to a screen that asks for 

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

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

Section 3: Logistics Business Unit Characterization: This button takes you to a screen that asks you 

to define all the business units your company operates and provide information 

describing their operation. Once these parameters are defined, the software will enable 

you to generate blank data entry forms for each business unit. 

Section 4: Download Latest SmartWay Carrier Data File: Select Download Latest SmartWay Carrier 

File. Select this button to download the latest SmartWay Carrier performance data for 

use with your logistics business units. You must download the latest file to ensure you 

use the most up to date information on SmartWay Carrier Partners. 

Section 5: Select Business Unit for Data Entry: Selecting a business unit name will take you to 

screens asking for the carrier and activity information necessary to calculate efficiency 

metrics for the business unit.

Section 6: (Optional) Review Year-to-Year Comparison (button): 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 business unit performance over time. 

Section 7: (Optional) Go To Reports Menus (button): Here you can view final summaries of your 

data including all data inputs, business unit performance summaries, an “out of range” 

report (summarizing inputs that are higher or lower than expected values) and a 

summary of comments you have entered. 

Section 8: (Optional) Provide Additional Information (button): Here you can provide information 

about your company’s environmental accomplishments and give EPA feedback about 

the SmartWay program

Section 9: Generate File to Send to EPA (button): 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

With the exception of Section 1, clicking on the buttons or list items in Sections 2 through 7 will take you 

to additional screens and worksheets that comprise the data entry segments of the Tool. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 30

The first four sections of the home screen are mandatory and MUST be completed in order. These 

sections comprise all the data collection steps needed to complete your SmartWay Logistics Company 

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 Logistics Company 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 business units 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

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

reports provided by the Logistics Company Tool are discussed further in the 

section of this guide. 

PROVIDING ADDITIONAL INFORMATION

The Logistics Company 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 72. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 31

PART 3: 

SECTION-BY-SECTION 

DATA ENTRY GUIDANCE 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 32

Preparing for Data Entry 

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 business units. 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. 

The next four sections of this guide explain how to enter your data on each of the required and optional 

screens. You must complete these first four sections of the Home screen in order. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 33

Section 1 Data Entry: Enter Partner Name 

SECTION 1 OVERVIEW

Section 1 of the Logistics Company Tool asks you to “Enter Partner Name.”

Figure 24: Field for Entry of Partner Name on Logistics Company Tool Home Screen 

EPA publishes your company’s official name on the EPA SmartWay website. This is how your customers 

will know that you are a SmartWay Partner. The name that EPA lists is known as your “Partner Name” 

and is defined within Section 1 of the Logistics Company Tool. 

Therefore, it is essential that you specify your company’s Partner Name EXACTLY as you want it to 

appear on the SmartWay website. 

Pay special attention to proper capitalization, abbreviations, and punctuation, and remember that EPA 

will use whatever you enter EXACTLY as reported. 

Steps for Entering 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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 34

Section 2 Data Entry: Enter Company and Contact Information 

SECTION 2 OVERVIEW

The Contact Information section is where you identify all points of contact between EPA and your 

company that are related to your participation in SmartWay. 

Section 2 asks you to click a green button labeled “Enter Contact Information.”

Figure 25: Select Contact Information Button on “Home” Screen

You will then be taken to the Contact Information Screen. The Partner Name entered on the Home 

screen will appear automatically at the top (see arrow in Figure 26). On this screen you establish the 

following details about your company: 

1. Partner Information includes details about the company location, phone numbers, and web 

address. 

2. The Primary Contact is the person assigned to work directly with EPA regarding timely and 

accurate tool submission, and is responsible for assembling information to complete/update 

business unit 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 e-mails from 

SmartWay/EPA are not blocked, new primary contacts may need to add SmartWay/EPA to 

their preferred list of trusted sources.) 

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

requirements in the SmartWay Partnership Annual Agreement, overseeing the Primary 

Contact (as appropriate), and ensuring 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. 

4. Other Contacts include any other company representatives that have a role in your 

participation in SmartWay. These may include representatives from other business units, 

media/public relations, staff, or anyone who has responsibility for specific business units 

beyond the person listed as the primary contact. This is especially important as you will be 

identifying individual business units in the Tool and will be assigning contacts to each 

business unit separately. 

NOTE: You must supply at least two unique contacts on the contact page. While the primary contact 

and the executive contact can be there same person, you must also supply another person’s name in 

the “Other Contacts” field to ensure EPA has access to at least two people for Tool submission followup.
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 35

Figure 26: Blank Contact Information Screen 

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

SmartWay without this information. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 36

STEPS FOR ENTERING CONTACT INFORMATION:

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

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

company, you can select the button to automatically fill in the address 

section of this record. 

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

 button to the right; enter the required data. If the Primary Contact and 

Executive Contact are the same, simply check the box to auto-populate 

the Executive Contact information. However, note that you MUST have at least two different 

contacts on the Contact Information screen, and in this case you will be required to add a contact to 

the “Other Contacts” section.

4. 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. 

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

appear informing you what additional information is required. 

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

Section 3. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 37

Section 3 Data Entry: Logistics Business Unit Characterization 

The next section of the Tool is the “Logistics Business Unit Characterization” section. This is the section 

where you will define the various components of your business units. 

The Logistics Company Tool allows you to assess your operations by defining multiple business units. If a 

customer has the ability to hire a specific business unit by name or type, you should add that business 

unit to the list of business units that you will characterize in the Logistics Company Tool. Do not include 

internal company business unit definitions or designations—only include separate business units as they 

would be identified and hired by your customers. 

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

1. Identify Logistics Business Units 

2. Logistics Business Unit Details 

3. Business Focus 

4. Operation Categories 

5. Body Types 

Each screen, and the steps required to complete it, is described below. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 38

“IDENTIFY LOGISTICS BUSINESS UNITS” SCREEN OVERVIEW 

The Identify Logistics Business Units screen is shown below: 

Figure 27: Identify Logistics Business Units Screen 

You will be asked to establish a name for each business unit that a customer can hire. The Logistics 

Company Tool combines your Partner Name (as defined on the Home screen in Section 1) with a 

Business Unit Identifier that you provide on the Identify Business Units screen to establish your final 

Business Unit Name. 

Each of your business unit names will begin with the name of your company. This business unit 

"prefix" will be whatever you enter in the Business Unit (Partner Name) field on the Identify Business 

Units screen. By default, this field is automatically populated with the first 50 characters of the Partner 

Name that was entered on the Home screen; however, you may change the prefix here by simply typing 

your desired prefix into the field below the heading Business Unit (Partner Name). You should specify 

the Business Unit prefix so that it appears EXACTLY as it you want it to show within each business unit 

name. Pay special attention to proper capitalization, abbreviations, punctuation, and suffixes (such as 

Inc. or Ltd.) and adjust as necessary. 

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

names in the SmartWay Carrier Data File. Whatever you enter for business unit prefix for the first 

business unit will automatically be used for any additional business units you add. Similarly, any edits 

you make to the business unit prefix for the first business unit will automatically be reflected on each 

subsequent business unit. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 39

To define each business unit name, you will be required to enter the Business Unit Identifier. This 

should be an identifier recognizable to your customers. Again, make sure to specify each Business Unit 

Identifier name exactly as you want it displayed in the SmartWay Carrier Data File, including proper 

capitalization, any abbreviations, and punctuation. Remember that it will automatically be combined 

with the Business Unit prefix (Partner Name) field. 

Once you have added your Business Unit Identifiers, the complete business unit name (with Partner 

Name prefix and Business Unit Identifier combined) will appear in the grayed-out box on the far right of 

the Identify Business Units screen. 

Figure 28: Example of final Business Unit Name formatting

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 presented as the “Partner Name” you entered.

If you have more than one business unit, you will need to add the business units separately. To enter 

another business unit, select the button. 

Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible. 

Your comments help reviewers understand your business operations. Any details that you can provide 

related to your operations will speed up approval time.

The button located at the bottom of the screen allows you to enter notes about the data 

collection process, your assumptions and methods, or other information. These details could prove 

useful for your reviewer when you or someone else completes the Tool next year. 

The button will be highlighted in yellow on your screen if comments have been added for 

a particular screen. The button will then read to indicate to your reviewer that there are 

comments to be read. 

If, at a point later in the data entry process, you realize that you need to add a new business unit or 

delete an existing business unit, you can return to the Identify Business Units screen. 

To add a new business unit, follow all of the instructions on the screen regarding defining your business 

units, including selecting the button at the end of the process. When you select 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 40

this button, the system will create blank data entry forms only for the new business unit(s) you have 

added; the existing business units will not be affected. 

If you need to delete an existing business unit, simply check the box next to the business unit and then 

select the button. And, as on the other tabs, there is a 

button as well as an button. Selecting will take you back to the Home

screen 

STEPS FOR COMPLETING “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 (Partner Name) that appears automatically is correct and 

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

“Business Unit (Partner 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 Partner Name and specified the Business Unit 

Identifiers, the full Business Unit Names will be displayed on the screen to the right, 

exactly how they will be displayed on the SmartWay website. 

5. To proceed, select the Logistics Business Unit Details tab at the top, or simply select the 

 button at the bottom of the screen. 

6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with 

your business unit name(s). 

7. Verify that the business unit name(s) show exactly what you want customers to find in the 

SmartWay Carrier Data File.

8. Select OK to proceed to the next screen. You may return to this screen later to revise your 

business unit name(s) if necessary. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 41

“LOGISTICS BUSINESS UNIT DETAILS” SCREEN OVERVIEW

The Logistics Business Unit Details Screen is shown below: 

Figure 29: Logistics Business Unit Details Screen 

The Logistics Company Tool asks you to provide three types of industry identifier codes for each your 

business units. 

Standard Carrier Alpha Codes (SCACs) are unique 2-4 alphabetic character codes used by the 

transportation industry to identify transportation companies. SCACs are assigned by the 

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

contact NMFTA before proceeding. You can find NMFTA contact information at 

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

Motor Carrier Numbers (MCNs): are 6 or 7 digit numbers provided by the Federal Motor Carrier 

Safety Administration. 

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. 

Entering SCACs, MCNs, and DOT number is optional; however, if you have this information you are 

encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you. 

You will also need to establish the Business Unit Type for each of your business units, which 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 “Business Unit Type” selection 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 42

will reflect your company’s operations as a whole. If there are multiple business units, each will have its 

business unit type defined separately. 

Finally, you will identify a Business Unit Contact for each business unit. This contact should be one of 

the contacts 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 the Company and 

Contacts screen to add the required contact information. 

STEPS FOR COMPLETING “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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 43

”BUSINES FOCUS “ SCREEN OVERVIEW

Figure 30: Business Focus Screen 

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). 

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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 44

STEPS FOR COMPLETING “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.

”OPERATION CATEGORIES” SCREEN OVERVIEW

The Operation Categories Screen is shown below:

Figure 31: Operation Categories Screen – Example Business Unit Inputs 

For each business unit, you are asked to estimate the percentage of total mileage that is operated in 

each of five operation categories defined in the Tool. These Operational Categories are defined below: 

Truckload (TL) operations involve 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) operations involve collecting freight from various shippers and 

consolidating 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. 

Drayage (Dray) operations are predominantly associated with port or 

railhead connections where freight is picked up and moved to a transfer facility 

or transport mode terminal. These moves are often short in nature, but can be longer 

depending on specific situations. 

Package delivery (PD) operations are characterized by residential or business package 

pickup/delivery consisting primarily of single or small groups of packages. Package 

delivery does not include larger scale pickup/delivery operations that are more properly 

characterized as LTL operations. 

Expedited operations are time-sensitive freight shipments, with trucks typically waiting 

on stand-by. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 45

You will be asked to enter the percent of each operational type based on approximate mileage. This 

percentage calculation does not need to be exact; however, it should be a reasonable representation of 

your business unit’s operations.

NOTE: You should define your business unit’s operations based on your customers’ ability to choose 

them. For example: 

If a business unit is 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. 

STEPS FOR COMPLETING “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.

“BODY TYPES” SCREEN OVERVIEW

The Body Types screen is shown below: 

Figure 32: Example 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 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 46

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. 

STEPS FOR 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. 

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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 47

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. 

Section 5: Select Business Unit for Data Entry (providing activity and 

fuel consumption information for your business units) 

Now that you have defined your logistics business units, in Section 5 of the Logistics Company Tool, you 

will be asked to provide additional information for EACH business unit separately. 

“BUSINESS UNIT STATUS REVIEW” OVERVIEW

Once you have returned to the Home screen, you will see all of your business units listed in the window 

below item # 5: Select Business Unit for Data Entry. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 48

Figure 33: Home Screen – Business Unit Status Prior to Activity and Fuel Data Entry 

A status message appears after each business unit, indicating whether or not the data entry for that 

business unit is complete. There are three possible status messages: 

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. 

Fleet File 

Status 

Indicators
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 49

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

“Warnings.”

Errors prevent you from generating internal metrics reports (under the “View Your Data 

Reports” section of the tool), and must be addressed before you can submit your tool to 

EPA. However, with errors, you will be able to use the Review Year-to-Year Comparison 

Report to help identify missing data or otherwise clarify uncertainties by referring to 

previous year submissions. 

Warnings will still allow you to run 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 of addressing errors and warnings is described for the various input screens in 

the following sections. 

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

will then proceed to the Tool data entry screens. 

STEPS FOR SELECTING A BUSINESS UNIT TO REVIEW:

1. Using your mouse, 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 Instructions screen for that business unit. 

COMPLETING THE CARRIER SELECTION SCREENS

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.) 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 50

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 

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.

STEPS FOR INPUTTING CARRIERS FOR A BUSINESS UNIT:

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

data. 

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

business unit. 

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

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

when you have read them. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 51

7. 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. 

STEPS FOR 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. 

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. 

STEPS FOR 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.
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 52

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

can proceed to the Activity Data screen. 

COMPLETING THE 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.1

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) 

 

1

 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 Data Entry and Troubleshooting Guide | Page 53

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.2

 

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). 

 

2

 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 54

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. 

STEPS FOR 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. 

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) 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 55

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. 

14. Click the button to return to the Home screen. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 56

Sections 6-8: 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 Data Entry and Troubleshooting Guide | Page 57

Validating Your Data 

The Logistics Company Tool has validation checks embedded at different points in the Tool to ensure 

data quality, including checks of payload and ton-miles, to help ensure the reasonableness and quality of 

Partner data. 

 In most instances the validation ranges are based on Truck Partner data distributions from the 2011 

calendar year. (Refer to the Logistics Company Tool Technical Documentation (found on the website at 

http://epa.gov/smartway/partnership/logistics.htm) for a detailed discussion of all validation criteria 

used within the Tool.) 

At any time, you can select the button at the bottom of the screens to make sure you 

have filled out everything properly before proceeding to the next screen. 

Any time you leave a particular screen, the Tool will automatically perform a screen validation. 

Any time you return to the Home screen, the Tool will automatically perform a business unit-level

validation. 

If you select the button and no potential errors are identified, the following message will 

be displayed. Select OK to proceed. 

Figure 34: Validation Check Notification – No Errors 

If missing or potentially erroneous inputs are identified, you will see the following message. 

Select Yes to see a complete list of validation errors/warnings. An example Validation Check results 

screen is provided in Figure 35. 

Figure 35: Validation Check Notification – with Errors/Warnings 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 58

The and

buttons at the bottom of the screen provide additional information to assist you in correcting any errors. 

Once you close the Validation check screen, you will see warnings and errors highlighted in a red or 

yellow on the Activity Information screen. Entering new data in a highlighted cell will cause the colored 

shading to disappear, even if the new value is still invalid. To check the validity of your newly entered 

data, select the button again and repeat the procedure described above as necessary. 

The Logistics Company Tool also utilizes a number of “logical” validation checks to ensure the 

reasonableness of various inputs and category selections. For example, checks are applied regarding the 

consistency between body types specified in the Business Unit Characterization section and those 

selected in the payload and volume calculators. If inconsistencies are found, in most instances a simple 

warning is indicated, and text explanations are not required. For a complete listing of all validation 

checks used in the Tool, refer to the Logistics Company Tool Technical Documentation. 

Once all potential validation errors have been corrected or otherwise verified, select to 

proceed to the next step. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 59

Viewing Reports 

Once you have returned to the Home screen, notice that the business unit that you filled out and 

validated now identifies its status as “Complete” or “Complete (with Warnings).” You may now highlight 

the next business unit if you have another one to complete. In the example below, the business unit 

listed as “Example Dray Business Unit" remains to be finished. Fill out unfinished business units in the 

same manner as the previous business unit. 

Figure 36: Home Screen - After Completing the Data Entry/Modification Process for First Business Unit 

Once you have filled out information for all your business units, be sure that all business units show 

"Complete” or “Complete with Warnings” beside the name. If, and only if, all business units are marked 

as such, you can move on to the next step. If one or more business units are not marked as such, review 

the data you entered for errors or omissions. 

Updated fleet 

status indicator
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 60

VIEWING THE YEAR-TO-YEAR COMPARISON REPORT

The Year-to-Year Comparison Report allows the user to compare the activity values, as well as CO2, NOx 

and PM performance metrics for the current reporting year with those of 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 quality 

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

 under item #6 on the Home screen. 

Figure 37 shows the data entry screen for the comparison report. Note that your current year’s data is 

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

data for the previous year, select the button. A screen will appear allowing you 

to specify the location of your 2011 file, using the button as shown in Figure 38. 

Figure 37: Year-to-Year Comparison Report Input Screen 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 61

Figure 38: Data Load Screen for Year-to-Year Comparison Report 

Once your comparison years have been specified and your prior year data loaded into the Logistics 

Company Tool, select the “RUN REPORT” button to view the line-item data entry comparisons. An 

example report is presented in Figure 39.
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 62

Figure 39: Example Year-to-Year Comparison Report 

The example above indicates that a change in phone number has occurred for the primary contact since 

2011, with no other changes in basic contact information. Comparisons are also shown for a number of 

activity parameters including: 

Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers 

Activity allocation (in this case based on ton-miles) for SmartWay Value by mode 

average payload, density and load percent 

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

mass emissions in short tons for all pollutants 

grams per mile for all pollutants 

grams per ton-mile for all pollutants 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 63

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

values. Note that all comparisons are at the aggregated Partner level rather than the individual business 

unit level. 

VIEWING OTHER DATA REPORTS

Once you are ready to continue, select 

 to go to the following screen: 

Figure 40: View Reports Menu 

Selecting any of the green buttons on this screen will display the indicated data. Several reports 

summarize the data you entered on specific data input screens, such as the Business Unit 

Characterization and Input Summary Report. The Out of Range Report may be particularly useful in 

identifying and addressing those inputs flagged as potentially erroneous during business unit validation. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 64

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

your reports. Figure 41 shows one of many sample reports that the Tool can generate for you; in this 

case summarizing emission reductions in tons and assorted performance metrics at the Partner Total 

level (including all business units). These reports will prove useful for your company‘s evaluation and 

improvement efforts. 

Figure 41: Example of Completed Report 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 65

Providing Additional Information 

After completing Steps 1 – 4 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 

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

Company Tool data to EPA. Selecting the 

button on the Home screen will open the Partner Information form (see Figure 42). 

Figure 42: 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. 

Figure 43 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. Use this screen 

to provide information regarding your qualification for, and planned use of, the Partner Logo. Use the 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 66

scroll bar to display more questions and input fields. Additional information on Logo qualification and 

use can be found by selecting the button link. 

 Figure 43: Logo Qualification Screen 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 67

Figure 44 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. 

 Figure 44: Suggestions Screen 

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

screen. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 68

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 45: 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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 69

Figure 46: Completed Submission File Screen 

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

Logistics_PartnerName_ Year_ V0.xml 

For example, Logistics_ABCLogistics, Inc_ 2012 _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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 70

Figure 47: 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 NEXT, a 

screen will appear that allows you to close the Logistics Company 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. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 71

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

printable data collection worksheets and technical documentation for the Logistics Tool. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 72

Troubleshooting the Tool 

Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent 

errors have been encountered when opening the Tool from an e-mail rather than from a drive. In 

addition, note that you will not be able to open the Tool successfully directly from the SmartWay 

website, so save the Tool to your hard drive before opening. If you encounter an error during use of the 

Tool, try restarting the Tool directly from a disk drive, with all other Excel files and applications closed. 

In addition, make sure that your computer is using a system and application version validated for use 

with the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 or 2007). 

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

at that point. (You can make a screen capture by pressing the keys Alt and Print Screen at the same 

time, and then pasting the image into a document such as MS Word.) Then send the screenshot, along 

with the saved Tool to your Partner Account Manager for further assistance. 
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 73

APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA 

List of Worksheets 

#1: Company and Contact Worksheet.......................................................................................................75 

#2: Logistics Business Unit Characterization Worksheet........................................................................76 

#3A: Select Carriers Worksheet..................................................................................................................77 

#3B: Activity Data Worksheet.....................................................................................................................78
 SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 74

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 Data Entry and Troubleshooting Guide | Page 75

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 Data Entry and Troubleshooting Guide | Page 76

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 Data Entry and Troubleshooting Guide | Page 77

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
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
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 80

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
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 81

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