Truck Carrier 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

Truck Carrier Partner 2.0.12 Tool: 

Data Entry and Troubleshooting Guide

2012 Data Year - United States Version

Office of Transportation and Air Quality

EPA-420-B-13-002

January 2013
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Table of Contents

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 Truck Carrier 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 TRUCK CARRIER 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

US/Canada Operations Screen............................................................................................................................. 28

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

Sections of the Tool.............................................................................................................................................. 30

Entering Your Data............................................................................................................................................... 30

Validating Your Data............................................................................................................................................ 31

Saving Your Data.................................................................................................................................................. 31

Reviewing Your Data............................................................................................................................................ 31

Providing Additional Information......................................................................................................................... 31

Submitting Data to SmartWay............................................................................................................................. 31

PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE .........................................................................................32

PREPARING FOR DATA ENTRY .......................................................................................................................................... 33

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

Section 1 Overview ........................................................................................................................................................... 34

Steps for Entering Partner Name............................................................................................................................... 34

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

Section 2 Overview ........................................................................................................................................................... 35

Steps for Entering Contact Information:................................................................................................................... 37

SECTION 3 DATA ENTRY: CHARACTERIZE YOUR FLEETS......................................................................................................... 38

“Identify Fleets” Screen Overview .................................................................................................................................... 39

Steps for Completing “Identify Fleets” Screen: ........................................................................................................ 41

“Fleet Details” Screen Overview ....................................................................................................................................... 42

Steps for Completing “Fleet Details” Screen ............................................................................................................ 43

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

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

“Body Types” Screen Overview......................................................................................................................................... 46

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

SECTION 4: SELECT FLEET FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR FLEETS) ........... 47
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Fleet Status Review Overview........................................................................................................................................... 48

Steps for Selecting a Fleet to Review:....................................................................................................................... 49

“General Information” Screen Overview .......................................................................................................................... 50

Steps for Completing “General Information” Screen................................................................................................ 52

Fuel Section: “Engine Model Year & Class” Overview....................................................................................................... 53

Steps for Completing the “Engine Model Year & Class” Screen ................................................................................54

Fuel Section: “Activity Information” Screen Overview...................................................................................................... 55

Main Fuel Activity Data Points Overview.......................................................................................................................... 57

Steps for Completing the Main Fuel Data Points on the “Activity Information” Screen........................................... 59

“Fuel Allocator Worksheet” Overview.............................................................................................................................. 60

Steps for Completing the “Fuel Allocator Worksheet” ............................................................................................. 62

(OPTIONAL) “Biodiesel Blend Worksheet” Overview........................................................................................................ 63

Steps for Completing the “Biodiesel Blend Worksheet “.......................................................................................... 63

(OPTIONAL) “Ethanol Blend Worksheet” Overview.......................................................................................................... 64

Steps for Completing the “Ethanol Blend Worksheet “ ............................................................................................ 64

Payload and Capacity Overview on the “Activity Information” Screen............................................................................. 65

Steps for Completing the Payload Section on the “Activity Information” Screen .................................................... 70

Average Capacity Volume (cubic feet) Worksheet Overview on the “Activity Information” Screen ................................ 71

Steps for Completing Average Capacity Volume (cubic feet) Worksheet on the “Activity Information” Screen ..... 73

Percent (%) Capacity Utilization Section Overview on the “Activity Information” Screen................................................ 74

Steps for Completing the % Capacity Utilization Section on the “Activity Information” Screen .............................. 74

Road Type/Speed Category Section Overview on the “Activity Information” Screen....................................................... 75

Steps for Completing the Road Type / Speed Category Section on the “Activity Information” Screen.................... 75

Average Annual Idle Hours per Truck Section Overview on the “Activity Information” Screen ....................................... 76

Steps for Completing the Average Annual Idle Hours per Truck Section on the “Activity Information” Screen ...... 77

“PM Reduction” Screen Overview .................................................................................................................................... 78

Steps for Completing the “PM Reduction” Screen ................................................................................................... 79

VALIDATING YOUR DATA ................................................................................................................................................ 80

VIEWING REPORTS ........................................................................................................................................................ 86

Viewing the Year-to-Year Comparison Report.......................................................................................................... 87

Viewing Other Data Reports..................................................................................................................................... 92

PROVIDING ADDITIONAL INFORMATION............................................................................................................................. 95

SUBMITTING DATA TO SMARTWAY .................................................................................................................................. 98

TROUBLESHOOTING THE TOOL ....................................................................................................................................... 101

APPENDIX A – PORT DRAY PROGRAM DATA REQUIREMENTS AND CALCULATIONS ................................................................... 102

APPENDIX B—RECOMMENDED DATA SOURCES FOR ACTIVITY DATA..................................................................................... 108
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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 Truck Carrier Partner. 

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

of identifying, gathering, preparing, and submitting your data using the SmartWay Truck Carrier FLEET 

Tool. (From this point on, this guide will refer to the SmartWay Truck Carrier FLEET Tool as the “Truck 

Carrier Tool” or simply, the “Tool,” for brevity.) 

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

This guide, the Truck Carrier Tool “Data Entry and Troubleshooting Guide,” is intended to supplement the 

Quick Start Guide and provide more detailed information for completing your tool submission. 

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

topics without reading the entire guide.

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

mentioned Quick Start Guide and the online data entry forms it references) into the Truck Carrier Tool. 

This guide covers:

• Downloading and setting up the Tool to run properly

• Basic organization of the Truck Carrier Tool

• Entering your data

• Viewing fleet performance summary data

• Submitting data to SmartWay

• Troubleshooting the Tool

• Appendices
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PART 1: 

DOWNLOADING AND 

SETTING UP THE TOOL
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Downloading and Setting up the Tool

SOFTWARE AND HARDWARE REQUIREMENTS

The Truck Carrier Tool was designed in Microsoft Excel. Microsoft Excel is an electronic spreadsheet 

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

functional capabilities of the Tool.

Completing the Truck Carrier 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 7681

 

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

sure your system is set up to use the Truck Carrier Tool.

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

data in the Truck Carrier Tool.

DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL

To download the Truck Carrier Tool, visit: http://epa.gov/smartway/partnership/trucks.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). 

 

1 The tool will also work at 800 x 600 resolution, but many of the screens will appear with scroll bars.
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SECURITY SETTINGS FOR EXCEL 2003 USERS

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

working on your tool.

Troubleshooting the Security Settings in Microsoft Excel 2007

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

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

select the button in the bottom right corner of the pull-down menu (Figure 6A). 

Figure 6A: Excel Options Drop-Down Menu

Click the “Enter 

Options Button”
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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
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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
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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.”
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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):
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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
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Figure 13: Trust Center Settings Screen

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

Figure 14 Macro Settings Screen

Select
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PART 2: 

TOOL ORGANIZATION 
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Basic Organization of the SmartWay Truck Carrier Tool

The Truck Carrier Tool is the basis of the SmartWay Partnership for Truck Carriers. Completion and 

submission of a Truck Carrier Tool is the first step to becoming a SmartWay Truck Carrier Partner. Your 

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

The Truck Carrier Tool is organized around 

• information screens 

• forms or worksheets 

• reports and summaries

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

one shown here. 

Figure 15: Screenshot of the Orientation of the Truck Carrier Tool in Microsoft Excel
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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.

Title of Screen/Form

Reporting Year
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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 truck carriers. These screens are:

• The “SmartWay Introduction” Screen

• The “SmartWay Partnership Annual Agreement” Screen

• The “SmartWay Tool Selection” Screen

• The “Required Information” Screen

• The “US/Canada Operations” Screen

The features of these screens are described below.
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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.

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

Partnership Annual Agreement will appear. 
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SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN

Figure 20: SmartWay Partnership Annual Agreement

Submitting a Truck Carrier 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.

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.

Click to accept 

Agreement
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SMARTWAY TOOL SELECTION SCREEN

SmartWay offers several tools tailored for different business models and fleets. Most truck carriers will 

use the Truck Carrier Tool; however, it is advisable to review this screen in the Truck Carrier Tool to make 

sure it is the best option for your operations.

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

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

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

Follow the flow chart in Figure 21 to determine which Tool is most appropriate for your fleet(s). 

Select the button for further details.
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Figure 21: Determining Which Tool is Appropriate for Your Fleets 
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REQUIRED INFORMATION SCREEN

This next screen summarizes the information needed to complete the Truck Carrier Tool. 

You may select to create a hard copy to reference as you complete the rest of the Tool.

Figure 22: Summary of Required Information

While this screen serves as a reminder of your data input needs, refer to the Truck Carrier 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 Truck 

Carrier Tool Home screen.
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US/CANADIAN OPERATIONS SCREEN

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

Figure 23: Screenshot of the US/Canadian Operations Screen

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

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

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

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

TOOL. You may select either the US tool or the Canadian tool, and your partnership participation will be 

recognized in both countries. 

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

country, you are asked to complete a single screen indicating:

• The percentage of your fleet(s) that utilizes vehicles licensed in the United States vehicles vs. 

vehicles licensed in Canada.

• The approximate percentage of your total fuel consumption that is US-based vs. Canada-based

• The source of your total fuel consumption estimates

• The degree to which your Canadian fleets and US fleets use the same fuel mix
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Basic Overview of How to Complete the Tool 

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

Figure 24 displays the structure of the Home screen.

Figure 24: Main Tool Navigation or “Home” Screen
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SECTIONS OF THE TOOL

The Truck Carrier Tool Home screen contains eight 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: Characterize your Fleets (button): This button takes you to a screen that asks you to 

define all the fleets 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 fleet.

Section 4: Select Field for Data Entry (list): This section allows you to select the fleet for which you 

will be entering performance and fleet composition information necessary to calculate 

fleet efficiency metrics for your fleet; a list will indicate the fleet(s) defined and 

characterized in section 3.

Section 5: (Optional) Review Year-to-Year Comparison of Fleets (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 fleet performance over time.

Section 6: (Optional) View Your Data Reports (button): Here you can view final summaries of your 

data including all data inputs, fleet 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 7: (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 8: 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. 

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 Truck Carrier Tool. 

After they are completed, you can review your output and/or submit your tool to EPA. 
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Once you complete each mandatory step, a will appear on the left of the screen. 

VALIDATING YOUR DATA

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

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

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

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

provide a text explanation for legitimate anomalies.

SAVING YOUR DATA

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

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

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

REVIEWING YOUR DATA

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

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

return to the Home screen, select the button, identify 

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

by the Truck Carrier Tool are discussed further in the 

section of this guide.

PROVIDING ADDITIONAL INFORMATION

The Truck Carrier Tool includes an optional section that allows you to provide EPA with additional 

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

and general feedback regarding the SmartWay program. 

SUBMITTING DATA TO SMARTWAY

Detailed instructions on properly submitting your data to EPA is included in this guide on page 98. 
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PART 3: 

SECTION-BY-SECTION 

DATA ENTRY GUIDANCE
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Preparing for Data Entry

To participate in SmartWay, truck carriers need to gather the following essential information to complete 

the Truck Carrier 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)

• Split between US/Canada operations

• Quarterly IFTA statements2 (for activity data) for the reporting calendar year

• Fleet details for all fleets you control:

o SCACs, MCNs, or DOT number information

o Total inventory of vehicles in your fleet(s), sorted by vehicle class and engine model year, 

body type, and operational category for the reporting calendar year

o Total miles, revenue miles and empty miles

o Total diesel and biodiesel use by class

o Average payload, average capacity volume, and percent capacity utilization by class

o Average idle hours per truck

o Use of particulate matter control equipment by truck class and engine model year (if 

applicable)

• Data sources for all data to be entered

• SmartWay ID number )if this is not your first tool submission)

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

carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.

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. 

 

2 If applicable.
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Section 1 Data Entry: Enter Partner Name

SECTION 1 OVERVIEW

Section 1 of the Truck Carrier Tool asks you to “Enter Partner Name.”

Figure 25: Field for Entry of Partner Name on Truck Carrier 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 Truck Carrier 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.

Enter your Partner 

Name precisely as you 

want it on the EPA 

b
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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 26: 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 27). 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 

fleet 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 fleets beyond the 

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

individual fleets in the Tool and will be assigning contacts to each fleet 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.

Select “Enter 

Contact 

Information” 

B
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 36

 

Figure 27: 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. 

Partner Name 

from Home screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 37

 

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.

NOTE: The Preferred Language of Correspondence is set to English for participants in the U.S. SmartWay 

program at this time and may not be changed. SmartWay Canada allows submissions in English or 

French.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 38

 

Section 3 Data Entry: Characterize your Fleets 

The third section of the Tool is the “Characterize your Fleets” section. This is the section where you will 

define the various components of your fleets.

The Truck Carrier Tool allows you to assess your operations by defining multiple fleets. If a customer has 

the ability to hire a specific fleet by name or type, you should add that fleet to the list of fleets that you 

will characterize in the Truck Carrier Tool. Do not include internal company fleet definitions or 

designations—only include separate fleets as they would be identified and hired by your customers.

There are four screens in the Fleet Characterization section of the Tool: 

• Identify Fleets 

• Fleet Details

• Operation Categories

• Body Types

Each screen, and the steps required to complete it, is described below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 39

 

“IDENTIFY FLEETS” SCREEN OVERVIEW 

The Identify Fleets screen is shown below:

Figure 28: Identify Fleets Screen

You will be asked to establish a name for each fleet that a customer can hire. The Truck Carrier Tool 

combines your Partner Name (as defined on the Home screen in Section 1) with a Fleet Identifier that 

you provide on the Identify Fleets screen to establish your final Fleet Name.

Each of your fleet names will begin with the name of your company. This fleet "prefix" will be whatever 

you enter in the Fleet (Partner Name) field on the Identify Fleets screen. By default, this field is 

automatically populated with the first 50 characters of the Partner Name that was entered on the Home

screen; however, you may change the prefix here by simply typing your desired prefix into the field below 

the heading Fleet (Partner Name). You should specify the Fleet prefix so that it appears EXACTLY as it you 

want it to show within each fleet 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 fleet names in the 

SmartWay Carrier Data File. Whatever you enter for Fleet prefix for the first fleet will automatically be 

used for any additional fleets you add. Similarly, any edits you make to the Fleet prefix for the first fleet 

will automatically be reflected on each subsequent fleet.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 40

 

To define each fleet name, you will be required to enter the Fleet Identifier. This should be an 

identifier recognizable to your customers. Again, make sure to specify each Fleet 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 Fleet prefix 

(Partner Name) field. 

Once you have added your Fleet Identifiers, the complete fleet name (with Partner Name prefix and Fleet 

Identifier combined) will appear in the grayed-out box on the far right of the Identify Fleets screen.

Figure 29: Example of final Fleet Name formating

NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in which case your fleet 

name will simply be presented as the “Partner Name” you entered.

If you have more than one fleet, you will need to add the fleets separately. To enter another fleet, 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. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 41

 

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

existing fleet, you can return to the Identify Fleets screen. 

To add a new fleet, follow all of the instructions on the screen regarding defining your fleets, including 

selecting the button at the end of the process. When you select this button, the system 

will create blank data entry forms only for the new fleet(s) you have added; the existing fleets will not be 

affected.

If you need to delete an existing fleet, simply check the box next to the fleet and then 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 FLEETS” SCREEN:

1. On the Home screen, select the button to display the Fleet

Characterization screens.

2. Confirm that the Fleet (Partner Name) that appears automatically is correct and appropriate for 

your fleets. If not, make changes in the field under the heading “Fleet (Partner Name).”

3. Enter the “Fleet Identifier” for your first (or only) fleet. 

4. Enter additional fleets as needed: 

a. To enter another fleet, select the button. 

b. To delete a fleet, 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 Fleet 

Identifiers, the full Fleet 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 Fleet 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 

fleet name(s). 

7. Verify that the fleet 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 fleet 

name(s) if necessary.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 42

 

“FLEET DETAILS” SCREEN OVERVIEW

The Fleet Details Screen is shown below:

Figure 30: Fleet Details Screen

The Truck Carrier Tool is designed only for fleets over which you have total control. The Fleet Details

screen asks you to: 

1) Verify and declare that you have control, 

2) Add identifying information to help SmartWay Shippers and Logistics Company Partners find your 

fleets, and 

3) Identify the contacts for each of the fleets you defined in the previous screen.

“Control” means that you operate/route the vehicles, regardless of ownership status. Control includes 

dedicated fleets that you operate for other parties. If you can actively affect the fuel efficiency of the 

truck and collect the data necessary on that truck to include in this tool, you have control. 

SmartWay understands that there are many organizational/operational variations in the trucking 

industry and there may be “gray” areas that need further clarification. If you still have questions, you 

may contact your assigned SmartWay Partner Account Manager or the SmartWay help line at 734-214-

4767.

NOTE: If you contract out more than 5% of a fleet’s operation, the SmartWay Logistics Tool should be 

used for that fleet.

Once you have confirmed that you control the fleets you have identified, you will be asked to provide 

further data that helps customers identify your fleets. The Truck Carrier Tool asks you to provide three 

types of industry identifier codes for each your fleets. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 43

 

• 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 Fleet Type for each of your fleets, which is defined as the service type 

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

company has only one fleet, your “Fleet Type” selection will reflect your company’s operations as a 

whole. If there are multiple fleets, each will have its fleet type defined separately.

Finally, you will identify a Fleet Contact for each fleet. This contact should be one of the contacts 

already identified in the Contact Information section as the contact for each fleet. 

NOTE: A drop-down menu in the Tool will supply this information; if there is a contact for the fleet that 

is not already listed in the Contacts worksheet, you will need to go back to the Company and Contacts

screen to add the required contact information. 

STEPS FOR COMPLETING “FLEET DETAILS” SCREEN

1. For each fleet, if you control over 95% of the operation of the vehicles (weighted by miles) check 

the box labeled “95+% Control.” 

2. Enter SCAC, MCN, and DOT identifiers (optional) for each fleet listed. If you have a single fleet 

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 fleet, it will 

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

database to easily find your fleet for inclusion in their Tool.

3. Select your Fleet Type (either “For-Hire” or “Private/Dedicated”) for each fleet listed.

4. Select a Fleet Contact from the drop-down menu for each fleet listed. If the appropriate fleet 

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.

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

the next section.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 44

 

”OPERATION CATEGORIES” SCREEN OVERVIEW

The Operation Categories Screen is shown below:

Figure 31: Operation Categories Screen – Example Fleet Inputs

For each fleet, 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.

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 fleet’s operations.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 45

 

NOTE: You should define your fleet’s operations based on your customers’ ability to choose them. For 

example: 

• If a fleet is a mix of TL and LTL, you will indicate the percentages of each. 

• If customers can choose to hire your TL fleet, your LTL fleet, or your dray fleet separately, then 

each should be regarded as a separate fleet. 

STEPS FOR COMPLETING “OPERATION CATEGORIES” SCREEN:

1. For each fleet identified, estimate the percentage of mileage each fleet 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 fleet.

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

section.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 46

 

“BODY TYPES” SCREEN OVERVIEW

The Body Types screen is shown below:

Figure 32: Example for Body Types Screen

Body Type categories as defined in the Truck Carrier Tool are: 

• Dry van

• Refrigerated (Reefer)

• Flatbed

• Tanker 

• Intermodal chassis containers (pooled and owned)

• Heavy/Bulk hauler

• Auto carriers

• Moving

• Utility3

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

STEPS FOR COMPLETING “BODY TYPES” SCREEN:

1. For each fleet, enter an estimate of the percentage of fleet mileage associated with each body 

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

percentages for each fleet must sum to 100%.

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.

 

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

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

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

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

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

simply input text defining your special conditions in the required text boxes that appear.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 47

 

Section 4: Select Fleet for Data Entry (providing activity and fuel 

consumption information for your fleets)

In Section 4 of the Truck Carrier Tool, you will enter detailed activity and fuel consumption data for each 

of the fleets you identified and characterized in Section 3. 

All Truck Carriers should enter the most recent 12 months of data into the Tool. If you are submitting 

for the first time and do not have a full year of operational data, you must collect a minimum of three 

months’ data for input to submit a tool and join SmartWay. You will be required to submit a full year’s 

data in the follow year’s submission.

You will select and enter information about each fleet separately. To begin entering data for a fleet, you 

must first review the fleet’s status in the Section 4 status window. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 48

 

FLEET STATUS REVIEW OVERVIEW

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

item # 4: Select Fleet for Data Entry. 

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

A status message appears after each fleet, indicating whether or not the data entry for that fleet 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
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 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 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 fleet file, highlight the fleet name and then double-click. You will then proceed 

to the Tool data entry screens. 

STEPS FOR SELECTING A FLEET TO REVIEW:

1. Using your mouse, select and highlight the name of the fleet for which you wish to enter data.

2. Double click the name; you will then be taken to the General Information data entry screen for 

that fleet.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 50

 

“GENERAL INFORMATION” SCREEN OVERVIEW

The General Information screen is shown below:

 

Figure 34: Sample Data Entry Screen for First Example Fleet– General Information

This screen asks you to provide information for six key indicators, including fuel types used. 

The first section asks you to determine your short haul split vs. long haul split. This requires you to 

estimate the percentage of your fleet’s operations that are short haul or long haul. A short haul is

defined as any haul less than 200 miles; a long haul is defined as any haul in excess of 200 miles. 

Percentages should be reasonable estimates. 

Next, you must select the fuel types found in this fleet. This requires you to define all fuels the fleet 

used from a list of: 

a. Diesel/Biodiesel: petroleum diesel and/or biodiesel made from any renewable feedstock

b. Gasoline/Ethanol: conventional and reformulated gasoline, including blends of 10% 

ethanol (E10) and 85% ethanol (E85)

c. Liquefied Petroleum Gas (LPG): also known as LP Gas, Liquid Propane Gas, and propane

d. Liquefied Natural Gas (LNG)
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 51

 

e. Compressed Natural Gas (CNG)

f. Electric: vehicles exclusively using batter electric power

g. Hybrid: vehicles with hybrid electric or hydraulic hybrid powertrains

NOTE: Once you check these boxes, the appropriate fuel type tab (along the top of the screen next to the 

General Information tab) will become active.

If you select the Diesel/Biodiesel box, the grayed-out Part 3: Particulate Matter Reduction section will 

become active.

You will then be asked to determine whether you will need to enter data for Particulate Matter 

Reduction. Check the Particulate Matter Reduction box only if you have truck engines that are 2006 

model year or earlier and are equipped with diesel retrofit particulate matter control devices (i.e., diesel 

oxidation catalysts (DOCs), particulate filters, or closed crankcase ventilation (CCV)). 

Next you will be asked to determine what is known as your “Cube-Out” Percentage. Your “cube out” 

percentage is the percentage of trailers using 100% of their available cargo capacity while remaining 

within allowable weight limits. You must provide a reasonable estimate.

Next you will go to the button to view a list of 

potential shipment types and select all of the ones that you move with this fleet.

You also have the option of choosing to participate in SmartWay’s Port Dray Program. This voluntary 

program recognizes Partners for reducing diesel emissions from port drayage trucks. If you have a fleet 

(or fleets) with 75% or more of operation in the Dray Operation Type category, your fleet is eligible to 

participate in SmartWay’s Port Drayage Program. Appendix A to this document provides the data entry 

requirements for participation in this program as well as details regarding Dray Program Scoring.

Once you have completed all of the general information screen items, you can select the 

button to make sure you have filled out everything on this screen properly. You can also select 

to check your data entries across all screens for the given fleet. Any data entry gaps or 

inconsistencies will be identified by the Tool. 

However, if validating the fleet, note that you will receive additional validation errors unless you have 

completed the data entry for all screens. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 52

 

STEPS FOR COMPLETING “GENERAL INFORMATION” SCREEN

1. Enter your percentage short-haul vs. long-haul operations.

• Inputting a value in one cell automatically populates the other cell to add up to 100. 

2. Check the boxes for the fuel types you use. 

• Once you check these boxes, the appropriate fuel type tab (along the top of the screen 

next to the General Information tab) will become active. If you select the 

Diesel/Biodiesel box, the grayed-out Part 3: Particulate Matter Reduction section will 

become active.

3. Determine whether you will need to enter data for Particulate Matter Reduction; if yes, check the 

box. 

• Check the Particulate Matter Reduction box only if you have truck engines that are model 

year 2006 or earlier and are equipped with diesel retrofit particulate matter control 

devices (i.e., diesel oxidation catalysts (DOCs), particulate filters, or closed crankcase 

ventilation (CCV)). 

4. Enter the percentage of trailers using 100% of available cargo capacity while remaining within 

allowable weight limits. 

5. Click the button and select which commodity categories you typically 

carry. Select all categories that apply to your fleets.

6. FOR FLEETS WITH 75% OR MORE OF TRUCKS IN THE DRAYAGE OPERATIONS CATEGORY: Check the 

box if you wish to participate in the Port Dray Program.

7. Select the button to make sure you have filled out everything on this screen properly. 

You can also select to check your data entries across all screens for the given fleet. 

8. Click or select the next available fuel tab at the top to begin entering fuel and activity 

data for this fleet.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 53

 

FUEL SECTION: “ENGINE MODEL YEAR & CLASS” OVERVIEW

This section looks at truck classes and engine model years. Under each fuel-type tab (Diesel, Gasoline, 

LPG, LNG, CNG, Electric, and Hybrid) there are as many as four screens requiring data inputs: 

1. The Engine Model Year & Class4 screen, 

2. The Activity Information screen,

3. The PM Reduction screen will appear for diesel vehicles if you checked the 

Particulate Matter Reduction box on the General Information screen, and

4. The Port Dray Program screen will also appear for diesel vehicles if you checked the Port Dray 

Program box on the General Information screen.

The Diesel Fuel Types Screen is shown below—this screen defaults to the first available sub-tab, the 

Engine Model Year & Class screen:

Figure 35: Engine Model Year & Class Screen

NOTE: For each fuel type that you identified on the General Information screen, you will be required to 

complete the Engine Model Year & Class screen AND the Activity Information screen. If you do not 

complete these screens for any of the fuels, your fleet will be marked as Not Complete on the Home

screen and you will not be able to submit your tool. 

 

4 For Electric, this screen is known as the “Motor Model Year and Class Screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 54

 

The first step on the Engine Model Year and Class tab is to identify the vehicles classes you have 

represented in this fleet. Begin by selecting the boxes at the top for each of the truck classes you 

operate in this fleet (i.e., 2b, 3, 4, 5, 6, 7, 8a, 8b). Example truck types are shown in silhouette above the 

boxes, and additional examples will be listed on the screen when placing the mouse over these images. 

When a Truck Class box has been checked, the data column will activate.

Next you must enter the number of vehicles you have in each class, specifying the corresponding engine 

model years (rather than the vehicle (tractor) model years). Use the scroll bar to the right if you need to 

enter information for model years earlier than 2003. 

Totals for each truck class are calculated automatically for you and displayed along the top row. Totals 

by model year are shown in the left-hand column. 

NOTE: If you defined multiple fleets on the Fleet Characterization screen, and if you operate certain 

trucks across multiple fleets, apportion your vehicle counts across the fleets to avoid double counting of 

your trucks. For example, if you operate the same 100 trucks across two fleets, with 20% of the truck 

mileage for the first fleet, then enter 20 trucks for fleet #1, and 80 trucks for fleet #2.

STEPS FOR COMPLETING THE “ENGINE MODEL YEAR & CLASS” SCREEN

***NOTE: The following guidance will use the Diesel Fuel sections as an example. 

Similar procedures are followed for all other fuel types.***

1. Select the boxes at the top (i.e., 2b, 3, 4, 5, 6, 7, 8a, 8b) for each of the truck classes you operate 

in this fleet.

2. Input the number of vehicles you have in each class, specifying the corresponding engine model 

years (rather than the tractor model years). Use the scroll bar to the right if you need to enter 

information for older model years.

3. Check the box at the bottom of the screen to hide any unused truck classes if you wish.

4. Select or select the Activity Information tab at top of the screen to proceed to the 

next section. Before leaving the Engine Model Year & Class screen, you will be prompted to 

confirm the accuracy of your model year and truck class selections (Figure 36). You may review 

previous years’ selections by selecting the Year-to-Year Comparison Report on the Home screen. 

Figure 36: Confirmation of Engine Model Year and Truck Class Selections
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 55

 

FUEL SECTION: “ACTIVITY INFORMATION” SCREEN OVERVIEW

The Activity Information screen is shown below:

Figure 37: Diesel Vehicles Activity Information Screen

The text at the top left-hand corner of this screen indicates the fuel type for which you are entering data. 

You will need to enter data for each fuel type you use within your fleet under separate screens, including:

• diesel and biodiesel, entered under the same tab

• gasoline and ethanol, entered under the same tab

• LPG, LNG, CNG, hybrids, and electric trucks each entered under separate tabs

If you selected more than one fuel type for this fleet on the General Information screen, then you will 

also need to enter data on the other fuel type tabs. For instance, if you operate gasoline vehicles, select 

the Gasoline Vehicles tab on the main tab bar to enter your data.

***Alert! Be careful to input data under the appropriate fuel tab!***
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 56

 

On each fuel type’s Activity Information screen, you will see two main sections to input data: 

• Overall Fleet & Data Source section (with a green header), and 

• By Truck Class section (with a blue header). 

The Overall Fleet data indicates the sum or average (as appropriate) for the fleet across all truck classes 

you have selected on the Engine Model Year and Class screen. This value is automatically tallied when 

you enter data in the “By Truck Class” fields (the blue header section.)
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 57

 

MAIN FUEL ACTIVITY DATA POINTS OVERVIEW

The first five activity data points are:

• Total Miles Driven (exact values): all miles driven collectively by all fleet vehicles in a specific 

class

• Revenue Miles Driven (exact values): all miles that were charged to a customer account. 

o NOTE: If you have a private fleet that does not track revenue miles for internal cost 

accounting, set revenue miles equal to total miles - DO NOT SET REVENUE MILES EQUAL 

TO ZERO. 

o This information is not used to calculate your SmartWay carbon score, but will be used 

determine an adjustment factor for shippers’ carbon inventories.

5

• Empty Miles Driven (exact values): the total number of empty miles traveled by your fleet. 

o Empty is defined as zero cargo. 

o NOTE: If you enter zero (0) empty miles, you must provide text explaining why you have 

no empty backhauls by double-clicking on the cell. 

o The number of empty miles will not affect your SmartWay score. Companies in categories 

with high empty miles, such as tanker operations, will not be negatively affected by high 

empty-mile values. 

• Gallons of Diesel Used, including biodiesel and reefer (exact values): all gallons of fuel used by 

your fleet in the past 12-month reporting period. 

o This includes any gallons with biofuels (biodiesel for diesel vehicles, ethanol for gasoline 

vehicles). 

o It also includes gallons used for refrigeration, bunk heaters, yard moves, or any other 

gallons directly attributable to transportation. 

o It does NOT include gallons used in heating buildings, forklifts, or other nontransportation sources.

o NOTE: If total gallons of diesel fuel used are known for the fleet but not by class, the 

Fuel Allocator Worksheet will help you apportion your total fuel use into class 

categories.

• OPTIONAL: Gallons of Biodiesel or Gallons of Ethanol (for diesel and gasoline fuel tabs, 

respectively): the B100 equivalents for biodiesel or the E100 equivalents for ethanol used by the 

fleet

It should be noted here that all values for mileage, gallons, and other inputs should reflect EXACT 

values rather than rounded estimates. Failure to provide exact values will trigger warnings upon 

validation, reminding you to input exact values.

For each of these four data activity points, you must specify a data source.

 

5 Since shippers determine their carbon inventory based on revenue miles charged by their carriers, shippers collectively must also 

include the non-revenue miles in their carbon inventory. Thus shippers will be charged the carbon for the non-revenue miles that 

carriers have to travel. This value will be calculated on an industry basis, and will not affect individual carriers.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 58

 

To add data source information, select the button under the Overall Fleet & Data Source section 

to specify where you obtained your data for each row. 

Use the pull-down menus on the Data Source Description popup screens to specify the source of 

information for each Data Type (listed in red at the top of the form). Most of the data source information 

you specify is assumed to apply across all vehicle classes in your fleet. 

A helpful reference table with available sources is included in Appendix B. 

In addition to the general data source, further detail must be provided regarding how the particular data 

was collected (e.g., via GPS or odometer readings). 

After selecting from the “Data Source” and “Source Detail” drop-down menus, you may be required to 

provide additional information regarding the way you collected your data and associated calculation 

methods, as appropriate. You should provide enough detail to confirm data validity and reasonableness.

Once the data is entered, the buttons will read Edit, allowing you to change your choices later.) 

NOTE: “Data Source” descriptions for payload and volume information are specific to each truck class, 

and are entered through the Payload and Volume Calculators (select and 

to access; see Figure 38).
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 59

 

Figure 38: Example Data Source Description Screen

Once your data sources have been selected, you can then enter the requested activity information for 

the reporting period for each truck class in the white empty cells to the right (under the blue heading “By 

Truck Class.” 

STEPS FOR COMPLETING THE MAIN FUEL DATA POINTS ON THE “ACTIVITY INFORMATION” SCREEN

1) Select the button under the Overall Fleet & Data Source section to specify where you 

obtained your data for each row. For each data type, specify the general type of data source. 

2) Enter the exact value for total miles driven collectively by this fleet by vehicle class. Include all outof-route, positioning, empty, and other miles driven.

3) Enter the exact value for the revenue miles—the number of miles your fleet drove that were charged 

to a customer account.

4) Enter the exact value for the total number of empty miles traveled by your fleet. 

5) Enter the exact value for all the gallons of fuel used by your fleet in the past 12-month reporting 

period, including any gallons with biofuels (biodiesel for diesel vehicles, ethanol for gasoline 

vehicles). 

6) NOTE: On the Electric Vehicle Activity screen, “fuel inputs” are expressed in kWhrs rather than 

gallons.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 60

 

“FUEL ALLOCATOR WORKSHEET” OVERVIEW

The Truck Carrier Tool asks you to enter Gallons of Diesel Used by truck class. This information may be 

entered directly if you have it. However, if you do not, but you do know total fuel use and MPG by truck 

class, the Fuel Allocator will assist you in apportioning your fuel use across truck classes.

To use the Fuel Allocator Worksheet, you will select the button 

on the Activity Information screen beneath the data entry cells for the “Gallons of Diesel Used, incl. 

Biodiesel & Reefer (exact values)” section.

Figure 39 shows the Fuel Allocator Worksheet. Note that you must enter total miles for each truck class 

on the Activity Information screen before you can open this worksheet.

Figure 39: Fuel Allocator Worksheet

The Fuel Allocator Worksheet requires you to estimate:

• total fuel consumption for your entire fleet across all vehicle classes, and

• MPG for each truck class (the worksheet for electric vehicles uses miles/kWhr in lieu of MPG). 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 61

 

Only truck classes selected on the Engine Model Year & Class screen will be displayed on the Fuel 

Allocator Worksheet. Class-specific fuel consumption levels are estimated using the annual mileage 

estimates entered on the Activity Information screen. 

If the sum of the class level estimates is within 2% of the total fuel consumption level entered at the top 

of the form, then a “Match” is indicated on the right side of the worksheet, and you may go back to the 

Activity Information screen by pressing OK.

6

 

Before returning to the Activity Information screen, you will see a popup:

Figure 40: Popup Indicating Fuel Total Match

This popup indicates that the total gallons of diesel you entered and the MPG by truck class that you 

entered produced a calculated total fuel use that is slightly different. If you select OK, this calculator will 

adjust the by class fuel amounts to a sum matches your entered fleet total.

If “No Match” is indicated, you must adjust your total fuel consumption estimate and/or your class level 

MPG estimates until a “Match” is obtained.

Once you complete the Fuel Allocator Worksheet, total gallons will be summed and displayed in the 

Overall Fleet column on the Activity Information screen.

There are two other sections within the “Gallons of Diesel Used, incl. Biodiesel & Reefer (exact values)” 

section, MPG and Miles/Truck, described below.

MPG: If you used the Fuel Allocator Worksheet to determine your fuel usage, the MPG fields will show 

the MPG estimates that you entered into that form. If, instead, you entered gallons of fuel used by class, 

the Tool will generate MPG estimates for you. This field is provided as a useful validation check for users. 

If the Tool finds an out-of-range MPG value during its routine validations, the MPG field may be 

highlighted, in which case you may be instructed to double-click on this cell to provide an explanation for 

high/low values. 

Miles/Truck: Once Total Miles are entered for a given truck class, this value will be combined with the 

truck count values entered on the Engine Model Year and Class screen to provide a Miles/Truck value, 

which is displayed below the MPG value on the Activity Information screen. This field is provided as a 

useful validation check for users, and is checked by the Tool’s validation routines for reasonableness. If 

the Tool finds an out-of-range miles-per-truck value during its routine validations, the field may be 

 

6 Although the calculated and total fuel consumption values are within 2%, the values may not match exactly. Prior to writing the fuel 

consumption values to the Activity Information screen, the calculator will proportionally adjust your class level fuel consumption estimates to 

match your entered fleet total value.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 62

 

highlighted, in which case you may be instructed to double-click on this cell to provide an explanation for 

high/low values. 

These two fields do not involve direct data entry; they are populated as a result of tool calculations and 

are based on your entries for total miles by truck class and total gallons by truck class (either directly 

entered or allocated using the Fuel Allocator Worksheet. 

STEPS FOR COMPLETING THE “FUEL ALLOCATOR WORKSHEET”

1. Select the button on the Activity Information screen.

2. Enter total gallons of diesel for all truck classes.

3. Enter MPG estimates for each truck class.

4. If “Match” appears in blue next to the “Calculated Gallons Used” field, click . 

5. If “No Match” appears in red next to the “Calculated Gallons Used” field, adjust the MPG values 

as necessary to get a match, and then click . 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 63

 

(OPTIONAL) “BIODIESEL BLEND WORKSHEET” OVERVIEW

If your fleet consumed any amount of biodiesel during the reporting period, you will have access to a 

Biodiesel Blend Worksheet, shown in Figure 41. (A similar worksheet is available for ethanol use under 

the Gasoline tab – see below.) 

The Biodiesel Blend Worksheet asks you to specify the biodiesel volume used by your fleet in gallons by 

blend level (e.g., B20 = 20% biodiesel / 80% conventional diesel), for the reporting period. The calculator 

will automatically display total gallons, the weighted average blend value (across all blends), and the 

B100-equivalent volume at the bottom of the screen, based on your entries. 

The Truck Carrier Tool will assume that these gallons are allocated proportionally across all vehicle 

classes (weighted by gallons of diesel used) in order to calculate emissions.

Figure 41: Biodiesel Blend Worksheet

STEPS FOR COMPLETING THE “BIODIESEL BLEND WORKSHEET “

1. If this fleet has used biodiesel, select the button and specify your biodiesel 

volumes by blend level in the Biodiesel Blend Worksheet. 

2. For each of the blends used by your fleet, enter the appropriate number of gallons used. 

3. Select OK.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 64

 

(OPTIONAL) “ETHANOL BLEND WORKSHEET” OVERVIEW

If your fleet consumed any amount of ethanol during the reporting period, you can use the Ethanol Blend 

Worksheet, shown in Figure 42, to determine your ethanol usage figures.

If you know the volume of ethanol used by your fleet, specify the volume in gallons for each blend level 

(E10 and/or E85), ensuring that the total volume specified does not exceed the gasoline gallon data entry 

provided on the Activity Information screen. (Enter zero for both values if your fleet does not use one of 

these blends.) 

Alternatively, if you do not know the volume of ethanol used by your fleet, select “Use national average

for ethanol usage (7.72%).” In either case, the total volume of ethanol at each blend level will be 

allocated across the different truck classes in your fleet in proportion to the total gallons of gasoline used.

Figure 42: Ethanol Blend Worksheet

STEPS FOR COMPLETING THE “ETHANOL BLEND WORKSHEET “

1. If this fleet has used ethanol, select the button and specify your ethanol 

volumes by blend level (E10 or E85) in the Ethanol Blend Worksheet.

2. For each of the blends used by your fleet, enter the appropriate number of gallons used. 

3. Select OK.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 65

 

PAYLOAD AND CAPACITY OVERVIEW ON THE “ACTIVITY INFORMATION” SCREEN

This section of the Activity Information screen asks to your calculate your average payload by truck class 

using an internal payload calculator.

Average payload calculations are made on a “by truck class” basis. Within a given truck class, you may 

have many different body types. 

For each body type within a truck class, you will need to choose:

• which of the four available allocation methods you will use to distribute your trucks’ activity to 

calculate a weighted average payload value by truck class:

o # miles by class 

o # trips by class

o % of operation by class

o # vehicles by class 

• whether you are interested in looking at your payload in units of short tons (=2,000 pounds) or in 

pounds

• whether to either directly calculate an average payload for this body type (using bill of lading 

data collected by your company) or to select one of five average payload ranges provided in the 

Tool (which reflect typical industry payload ranges).

The values entered for each body type provide the basis for calculating a weighted average payload for 

the class as a whole. For example, by specifying the mileage associated with each body type, the 

respective miles per year will be used to weight your payload estimates to calculate an average by truck 

class.

Ideally, you should calculate your average payload data by using payload data from your company’s bills 

of lading records. Note that, when calculating average payload, your payload data should represent the 

average cargo weight per LOADED trip; empty backhauls should be excluded from the calculation.

For truck classes where you have precise payload data, select either electronic or manual bills of lading 

(with data based on actual miles traveled or trip-weighted), or another data source (for which you must 

provide a text description). 

For truck classes for which you DO NOT have precise payload data, select the “Used ranges provided by 

the calculator” as your data source.

The Payload Calculator displays up to three screens. 

The first screen is labeled “Step 1: Getting Started.” See Figure 43 below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 66

 

Figure 43: Step 1 of Payload Calculator

On this screen, you will be asked to make three selections:

• Allocation Method

• Units

• Data Source

The first choice you will make is the payload allocation method. The method selected will be used to 

allocate your payloads across multiple truck body types within a given truck class. This allocation allows 

the Tool to calculate a weighted average payload value by truck class.

There are four payload allocation methods available:

• # miles by class 

• # trips by class

• % of operation by class

• # vehicles by class 

Next you must choose between either short tons (2,000 pounds) or pounds as your preferred weight 

metric or “Unit.” 

Next you will choose your Data Source(s) for your payload entries. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 67

 

At this point you will proceed to the next tab, labeled “Step 2: Body Types” to enter payload information 

specific to each body type for the given truck class.

Figure 44 presents the “Step 2: Body Types” tab of the Average Payload Calculator. 

Figure 44: Step 2 of Payload Calculator

Use this screen to select the applicable body types for the truck class, specify the payload allocation 

information for each body type (e.g., number of miles traveled), and the average payload information. 

If you specified the “Used ranges provided by the calculator” option under “Data Source” in Step 1, select 

from pre-defined Ranges 1 – 5 (1 being the lowest payload range values available and 5 being the 

highest).7

 

If you need to use pre-defined ranges for some body types and precise values for other body types, 

select the “Other – list all that apply” Data Source option in Step 1.

 

7 Specific range values were determined based on reported industry payload distributions, and are discussed in detail in the Truck Tool Technical 

Documentation http://epa.gov/smartway/documents/partnership/trucks/techdoc.pdf). 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 68

 

If Range 1 (extreme low) or Range 5 (extreme high) values are selected, the value will be highlighted in 

red, and explanations must be provided in the text box to the right summarizing the reasons for the 

unusual payload value (e.g., you may explain that a flatbed fleet is regularly used to transport heavy 

construction equipment). 

If you select Range 2 (moderately low) or Range 4 (moderately high), the selection will be highlighted in 

yellow and a warning will appear. Text explanations are optional for Ranges 2 and 4. 

If an exact value entry falls outside the expected (Range 3) values, an explanation will be requested. 

Figure 45 shows Step 2 of the Average Payload Calculator worksheet for Class 8b vehicles. (Similar 

worksheets are provided for each truck class.) 

Figure: 45: Step 2 of Payload Calculator Worksheet – Class 8b Vehicles Data with Explanations

Once the mileage and payload ranges or values are entered for each body type, the worksheet validates 

the entries. If the sum of the by-body type values is within 2% of the class level mileage totals from the 

Activity Information screen, a “Match” is indicated and the user may proceed with the rest of the data 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 69

 

entry. Otherwise “No Match” is indicated and the mileage values must be revised until “Match” is 

indicated. A validation is also performed if “# of “was selected in Step 1 as the allocation method, 

although in this case the match must be exact. Independent matching is not performed for “# of trips” or 

“% of operation allocation methods.” 

If any of the values entered in the Average Payload Calculator received Red or Yellow warnings, the 

weighted class average payload value shown in the Activity Information screen will be highlighted in 

yellow as a reminder.

Once specified for each class, the fleet-average payload will be calculated (weighted by the number of 

miles per class) and displayed in the Overall Fleet column on the Activity Information screen.

EXAMPLE:

ABC Trucking, Inc. has a fleet with Class 8b trucks. This fleet consists of three body types: dry van 

single trailer, dry van double trailer, and reefer. 

In “Step 1: Getting Started,” ABC Trucking, Inc. chooses “# of miles by class” as the allocation method 

and “short tons” as the unit. 

Under “Data Source,” ABC Trucking, Inc. selected “Other.” This allows the company to use ranges for 

some data and exact average payload calculations for others.

ABC Trucking proceeds to “Step 2: Body Types,” and selects the checkboxes next to the three body 

types present in the Class 8b truck fleet (dry van single trailer, dry van double trailer, and reefer).

ABC Trucking, Inc. enters the total number of miles driven with loads (excluding empty miles) for 

each body type. 

Next, the company selects the Average Payload from the drop-down lists. 

In the case of the dry vans with single trailers, Range 1 is selected. Because this is considered an 

unusual result, the Tool highlights this payload, in red and ABC Trucking, Inc. MUST enter an 

explanation to proceed. 

In the case of the dry vans with double trailers, Range 2 is selected. Because this is considered 

somewhat unusual, the Tool highlights this payload in yellow, and ABC Trucking, Inc. has the OPTION 

of entering an explanation to proceed. 

In the case of the combination reefers, ABC Trucking, Inc. knows EXACTLY what the average payload 

value is and enters it in the field provided.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 70

 

STEPS FOR COMPLETING THE PAYLOAD SECTION ON THE “ACTIVITY INFORMATION” SCREEN

1. Enter your average payloads into the Tool for each truck class by selecting the 

button. 

2. Under the “Step 1: Getting Started Tab,” select your activity Allocation Method.

3. Select your Units, from the drop-down. 

4. Click the button next to “Data Source.” A Data Source Description box will appear.

5. Using the drop-down menus, select your data source and details and enter any comments about 

your data source.

6. Click . 

7. Click the “Step 2: Body Types” tab or . 

8. Check the box(es) next to the body types used in this Truck Class.

9. For each body type selected, enter the activity associated with this body type.

10. For each body type selected, use the drop-down to select a range OR enter the exact payload if 

available.

11. Validate the screen to determine if there are any errors to correct; if yes, correct the errors 

and/or enter comments using the button to explain your data inputs.

12. Click the button to perform a final validation check and return to the Activity

Information screen. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 71

 

AVERAGE CAPACITY VOLUME (CUBIC FEET) WORKSHEET OVERVIEW ON THE 

“ACTIVITY INFORMATION” SCREEN

Volume refers to the total cargo-carrying capacity of your vehicles, not the utilized space on the 

vehicles. 

Volumes are specific to each major body type/configuration, and can be expressed in cubic feet or 

twenty-foot equivalent units (TEU). 

The volume calculator worksheet for truck classes 2b through 7 follow the same format as the average 

payload calculators, with various body type selections available. 

Similar to payload data entry, you may enter your calculated volume capacity information by selecting 

the “Determined using company records” for the “Data Source” drop-down option within the Average 

Capacity Volume Worksheet. 

Alternatively, you may select default values for each body type by selecting the “Used defaults provided 

by calculator” for the “Data Source” drop-down option. 

Finally, if you need to use different sources of data to characterize different body types, select the “Other 

– list all that apply” for the “Data Source” drop-down option within the calculator.

The volume calculator worksheet for classes 8a and 8b reflect a range of different, standard trailer and 

container configurations. Figure 46 shows an example worksheet for Class 8b vehicles. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 72

 

Figure 46: Screenshot of Average Capacity Volume Worksheet

First you must select the “Data Source” for your volume capacity data and then specify your reporting 

basis from the three available choices (Percent Use, Number of Truckloads per year, Number of Trailers). 

Next you will specify the relative distribution of your trailer/container sizes for your truck class as a 

whole. 

If you select “Percent Usage” as your reporting basis, the values entered on this screen must sum to 

100. A running total is provided on the upper right of the screen. 

If you use “Other” trailer types not specified, include both the average volume of the trailers in cubic 

feet under “Custom Size,” as well as the reporting basis value. Once complete, the estimated average 

volume weighted across all trailer/container types will be displayed in the upper right of the screen in 

cubic feet. This value will be written to the Activity Information screen for the specific truck class.

Make sure trailer/container type selections are consistent with the body types specified in the Payload 

Calculator and Fleet Characterization screens; inconsistencies will be flagged during validation. 

Once specified for each class, the fleet-average capacity volume will be calculated (weighted by the 

number of miles per class) and displayed in the Overall Fleet column on the Activity Information screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 73

 

STEPS FOR COMPLETING AVERAGE CAPACITY VOLUME (CUBIC FEET) WORKSHEET ON THE “ACTIVITY 

INFORMATION” SCREEN

1. Click the button to open the Capacity Volume Calculator screen. 

2. Click to enter your data source for average capacity volume data.

3. Select one of the three reporting basis options using the radio check boxes.

4. Enter the requested metrics for the trailers, containers, tankers, bulk carrier, or other trailers 

used in this truck class.

5. Select to return to the Activity Information Screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 74

 

PERCENT (%) CAPACITY UTILIZATION SECTION OVERVIEW ON THE “ACTIVITY 

INFORMATION” SCREEN

Percent capacity utilization refers to the percentage of trailer capacity that is used for all hauls in a given 

fleet.

 

Percent capacity utilization applies only to loaded (non-empty) miles. For most carriers, this will reflect 

your loaded volumetric fill rate. 

However, there are a few exceptions:

• LTL carriers should estimate the weighted-average fill rate over the span of operations. 

• Flatbed haulers should estimate fill rate based on deck area covered. 

• Auto carriers should estimate based on percent of car slots filled.

***Do not factor in empty miles for percent capacity utilization. ***

Once specified for each class, the fleet-average percent capacity utilization will be calculated (weighted 

by the number of miles per class) and displayed in the Overall Fleet column.

STEPS FOR COMPLETING THE % CAPACITY UTILIZATION SECTION ON THE “ACTIVITY INFORMATION”

SCREEN

1. Next to the “% Capacity Utilization (excluding empty miles)” data entry box, click the 

button. A Data Source Description box will appear.

2. Using the drop-down menus, select your data source and details and enter any comments about 

your data source.

3. Click to return to the Activity Information screen.

4. Enter your “% capacity utilization” for each truck class.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 75

 

ROAD TYPE/SPEED CATEGORY SECTION OVERVIEW ON THE “ACTIVITY 

INFORMATION” SCREEN

“Road Type/Speed Category” is a ratio of total mileage by class allocated to highway/rural driving, and to 

urban driving less than 25 mph, 25-50 mph, and over 50 mph. 

Data for completing this screen should be available from your vehicles’ electronic control modules 

(ECM). 

NOTE: If you do not know your speed distribution for urban areas, you may check the box labeled 

“Populate the urban driving fields with default values,” and default percentages will be calculated based 

on data from EPA’s MOVES model,

8 adjusted for the Highway/Rural Driving percentage specified. 

(For further details, see the Truck Carrier Tool Technical Documentation available at 

http://epa.gov/smartway/partnership/trucks.htm)

STEPS FOR COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION ON THE “ACTIVITY 

INFORMATION” SCREEN

1. Click next to the data entry box next to “Road Type/Speed Categories.” A Data Source 

Description box will appear.

2. Using the drop-down menus, select your data source and details and enter any comments about 

your data source.

3. Click to return to the Activity Information screen.

4. For each truck class, select to open the ““Road Type/Speed Categories” box. 

5. Enter the requested metrics for Highway or Rural Driving and Urban Driving for each of the 

speeds listed (if applicable). If you only know Highway or Rural driving, you can select the box 

next to “Populate the urban driving fields with default values” to complete the screen.

6. Click to return to the Activity Information screen.

 

8 NOx and PM emission rates for diesel and gasoline vehicles are obtained from EPA’s MOVES 2010b emissions 

model, expressed in grams/mile. Emission rates for LPG, CNG, and LNG are adjusted from gasoline values. Hybrid 

vehicle emissions are set equal to their corresponding conventional gasoline and diesel counterparts, less the idle 

emissions component. Finally, electric vehicle NOx and PM emission rates are based on national average electricity 

generation unit estimates (in grams per kWhr). See the Truck Tool Technical Documentation for additional details 

on emission rate estimation.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 76

 

AVERAGE ANNUAL IDLE HOURS PER TRUCK SECTION OVERVIEW ON THE 

“ACTIVITY INFORMATION” SCREEN 

The Average Annual Idle Hours per Truck9 is calculated using the Idle Hours Calculator. To calculate 

idling hours, you will need to enter the number of hours your trucks idle per truck per day on average, 

along with the average number of days each truck is in service, on average, per year.

Figure 47 shows the Idle Hours Calculator screen. 

Figure 47: Screenshot of Blank Idle Hours Calculator

Separate values should be input for short-duration (less than 15 consecutive minutes) and long-duration 

(greater than 15 minutes) idling.10 After you have entered long and short duration idling hours and 

 

9 Idle hours are not applicable to hybrid or electric trucks, so the Idle Hour Calculator is not provided on those 

screens.

10 NOx and PM emission rates are different for short and long-duration idling, reflecting the varying engine loads 

and operating temperatures for these events. The SmartWay emission calculations distinguish between these 

events for Class 8b trucks using MOVES model outputs, although different emission factors may be integrated in 

future versions of the model for all truck classes.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 77

 

average days in service for each truck class, and the calculator will present idle hours for each class will 

be presented on the Activity Information screen. 

In addition, fleet-average idle hours across all truck classes are then calculated (weighted by vehicle 

counts) and displayed in the Overall Fleet column. 

STEPS FOR COMPLETING THE AVERAGE ANNUAL IDLE HOURS PER TRUCK SECTION ON THE 

“ACTIVITY INFORMATION” SCREEN 

1. Click next to the data entry box next to “Average Annual Idle Hours per Truck.” A Data 

Source Description box will appear.

2. Using the drop-down menus, select your data source and details and enter any comments about 

your data source.

3. Click to return to the Activity Information Screen.

4. Click the button to open the Idle Hours 

Calculator.

5. Enter daily long-duration idling hours per truck, daily short-duration idle hours per truck, and 

average days in service per year for each vehicle class represented in this fleet.

6. Click to return to the Activity Information Screen.

7. You have now completed the Activity Information Screen for this fuel type.

8. Click the button to verify that you have completed the screen properly.

9. After completing the Activity Information screen, if you are using PM reduction equipment select 

the PM Reduction tab at the top of the screen to proceed to the next section. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 78

 

“PM REDUCTION” SCREEN OVERVIEW

The PM Reduction screen is for fleets that have installed retrofit equipment on pre-2007 engines. You 

are provided with radio button to select the type of device (DOC, CCV, or PM trap) you have used for your 

fleet. You are then asked to enter the number of trucks equipped with the device by engine (not vehicle) 

model year. 

To enter data for multiple devices, select the radio button for the next type of device after completing 

data entry for the initial device, and fill out the new blank fields that appear.

Figure 48: Diesel Vehicles PM Reduction Screen

Totals for any given model year cannot exceed the totals specified on the Engine Model Year & Class

screen. While CCVs may be installed in combination with either DOCs or PM traps, it is assumed that 

DOC and PM trap applications are mutually exclusive. As such, the sum of DOC and PM trap trucks 

cannot exceed the totals specified on the Engine Model Year & Class screen. 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 79

 

STEPS FOR COMPLETING THE “PM REDUCTION” SCREEN

1. Select the radio button next to a device (DOC, CCV, or PM trap) you have used for your fleet. 

2. Enter the number of trucks equipped with the device by engine (not vehicle) model year. 

3. If other devices have been used with this fleet, select the radio box(es) next to each device and enter 

the number of trucks equipped with the device by engine (not vehicle) model year. 

4. When done, select to make sure you have filled out everything properly on this 

screen. 

5. Select the button to return to the Home screen.

Next Steps

*** If you are using PM reduction equipment on model year 2006 or earlier trucks, 

select the PM Reduction tab at the top of the screen to proceed to this section. 

Instructions for data entry are provided below this box. ***

If you have finished entering data for this fuel type, select the tab for the next fuel type and complete all 

screens as indicated above.

If you have finished inputting data for all of your fuel types, select the button to return to 

the Home screen.

REMEMBER:

*** If additional fuel types are represented in this fleet,

 you must complete the Engine Model Year & Class and Activity Information screens for each of the fuel 

types you operate.

Select the tab for the next fuel type and complete the Engine Model Year & Class and Activity Information 

screens as indicated above—the steps will be the same or similar to those for the Diesel Tab. Do NOT move 

on if you have not completed the data input for each of your fuel types.***

Once finished entering data for all of your fuel types, select the button to return to the Home

screen and follow the instructions to submit your tool to EPA.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 80

 

Validating Your Data

The Truck Carrier Tool has validation checks embedded at different points in the Tool to ensure data 

quality. For example, checks on total mileage or number of vehicles are made before exiting the Payload 

and Volume Calculators. However, additional validation checks are made before exiting other data entry

screens throughout the Tool. Critical checks are made regarding calculated miles per gallon (by class), 

annual miles per truck, and a number of other inputs, 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 Truck Carrier Tool Technical Documentation (found on the website at 

http://epa.gov/smartway/partnership/trucks.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 fleet-level validation.

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

be displayed. Select OK to proceed.

Figure 49: Validation Check Notification – No Errors
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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 50. 

Figure 50: Validation Check Notification – with Errors/Warnings

The and

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

Specific information is also provided regarding any values that are unusually high or low compared to 

industry averages (e.g., see the second entry). In this case, three possible data entry problems were 

identified for correction: one involving a suspiciously high “average empty miles per year” value, one for 

a low MPG value, and one for a missing value. Two of the three messages involve errors that must be 

addressed through modification of the data entry (message #3), or by providing a text justification of the 

value by double-clicking on the highlighted cell (message #1). Both of these items must be addressed 

before the Tool may be submitted to EPA. The remaining item (#2) is listed as a warning, and does not 

have to be addressed before submittal to EPA, although you may provide documentation for this value by 

double-clicking on this cell if you wish.
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Figure 51: Validation Check Screen – Example Results

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

yellow on the Activity Information screen, as shown in Figure 51. 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. 
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Figure: 52 Validation Check – Highlighted Activity Screen

Follow these steps to check the different types of validation warnings/errors.

• First ensure that any highlighted blank cells are completed and that all standard range checks are 

satisfied (e.g., all percentages must be between 0 and 100, etc.).

• If “Total Miles Driven” entries are highlighted for any truck class, this means that the expected 

annual miles per truck have been exceeded. Calculated annual mileage values are shown on the 

Activity Information screen below the calculated MPG values. You may revise these values by 

adjusting either “Total Miles Driven” OR the “Total Trucks” (on the Engine Model Year & Class

screen). Unless the calculated mileage value is greater than the absolute maximum allowed, you 

may leave these values as they are, and simply enter a text explanation (for “red” warning 

values). In this case your fleet will be flagged “Complete with Warnings” on the Home screen.

• If “Revenue Miles” or “Empty Miles” are highlighted, check their values relative to “Total Miles 

Driven” and to one another. For example, explanations are generally required if “Revenue Miles” 

are roughly less than 50% of “Total Miles Driven,” or if “Empty Miles” are greater than 

approximately 50% of “Total Miles Driven”, although specific validation cutoffs vary depending 

upon truck class, body type and operational category.
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• “% Capacity Utilization” values of less than ~40-70% must be explained.

• “Average Idle Hours per Truck” outside typical partner values must be explained.

• If any calculated MPG values are highlighted, you may revise these values by changing either 

“Total Miles Driven” or the number of gallons of the fuel type used. You may also double-click on 

the highlighted MPG cell to obtain a popup screen with additional information, as shown in 

Figure 53. This form presents the expected MPG range based on typical SmartWay Partner 

performance, as well as the calculated value for your truck class, and the “Severity” of the error 

identified. (Level 1 Severity indicates the value is significantly different from partner averages, 

while Level 2 Severity indicates a moderately out of range value.) If you believe this value is 

accurate, enter a brief summary in the text box explaining the reasons for the high/low MPG 

value and select OK to return to the Activity Information screen. (In this case your fleet will be 

flagged “Complete with Warnings” on the Home screen.) Otherwise select CANCEL to revise your 

total miles and/or gallons used.

Figure 53: Validation Check – Example MPG Range Validation Form

Other checks are made regarding absolute minimum and maximum inputs for miles per truck, MPG, 

payload, volume, and idle hours, as well as checks regarding implicit cargo density based on payload, 

volume, and capacity utilization inputs. When absolute minimum or maximum values are exceeded, the 
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partner must revise the associated input values before proceeding (i.e., these values cannot be 

“explained away”). 

The Truck Carrier 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 Fleet 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 

Truck Carrier Tool Technical Documentation.

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

proceed to the next step.
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Viewing Reports

Once you have returned to the Home screen, notice that the fleet that you filled out and validated now 

identifies its status as “Complete.” You may now highlight the next fleet if you have another one to 

complete. In the example below, the fleet listed as “Example Dray Fleet" remains to be finished. Fill out 

unfinished fleets in the same manner as the previous fleet. 

Figure 54: Home Screen - After Completing the Data Entry/Modification Process for First Fleet

Once you have filled out information for all your fleets, be sure that all fleets show "Complete” or 

“Complete with Warnings” beside the name. If, and only if, all fleets are marked as such, you can move 

on to the next step. If one or more fleets are not marked as such, review the data you entered for errors 

or omissions.

Updated fleet 

status indicator
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VIEWING THE YEAR-TO-YEAR COMPARISON REPORT

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

values, as well as CO2 performance metrics across two different reporting years. 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 #5 on the Home screen. 

Figure 55 shows the data entry screen for the comparison report. First specify the reporting years which 

you would like to compare under item #1. Note that your most recent year’s data is already “loaded,” 

including the data you have entered for your current fleet(s). In order to load data for prior year fleets, 

specify the reporting year of interest and select the button. A screen will appear allowing 

you to specify the location of your prior year file, using the button as shown in Figure 56. 
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Figure 55: Year-to-Year Comparison Report Input Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 89

 

Figure 56: Data Load Screen for Year-to-Year Comparison Report

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

Tool, you should specify how to display your fuel information: in diesel gallon equivalents, gasoline gallon 

equivalents, or simply in actual U.S. gallons. Specifying diesel or gasoline gallon equivalents is useful for 

comparing miles per gallon metrics when a fleet contains multiple fuel types.

Next you can specify whether you want to compare one or more individual fleets (select “Fleet-Level”) or 

if instead the comparison should aggregate all fleets (select “Company-Level”). Once specified, select the 

“RUN REPORT” button to view the line-item data entry comparisons. An example report is presented in 

Figure 57.
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Figure 57: Example Year-to-Year Comparison Report
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The example above indicates that a change in commodities has occurred since 2010, with no other 

changes in basic contact and fleet characteristic information. Comparisons are also shown for a number 

of activity parameters including:

• average payload

• average volume

• average capacity utilization

• percent driving by road type and speed bin

• average idle hours per truck

• number of trucks by class

• total, revenue, and empty miles driven

• total gallons of fuel used (in this case, in diesel gallon equivalents (DGE))

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

• miles per gallon (here, in diesel gallon equivalents)

• miles per truck

• tons of CO2

• grams CO2 per mile

• grams CO2 per ton-mile

• grams CO2 per 1,000 cubic foot-miles

• grams CO2 per utilized 1,000 cubic foot-miles

Percentage changes are also indicated for each of these items, relative to the earlier year baseline values.
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VIEWING OTHER DATA REPORTS

Once you are ready to continue, select to go to 

the following screen:

Figure 58: View Reports Menu
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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 Truck Counts Report

(corresponding to the Engine Model Year & Class screen) and the Activity Information Report

(corresponding to the Activity Information screen). The Out of Range Report may be particularly useful 

in identifying and addressing those inputs flagged as potentially erroneous during fleet validation.

Select the button to review the performance of your fleets in terms of 

grams per mile and grams per ton-mile, by pollutant type. After selecting this button you will be asked to 

specify the level of detail/aggregation you wish to display as shown in Figure 59. 

Figure 59: Internal Metrics Report Selection Menu

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

your reports. Figure 60 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 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 94

 

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

improvement efforts.

Figure 60: Example of Completed Report
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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 Truck Carrier 

Tool data to EPA. Selecting the button on the 

Home screen will open the Partner Information form (see Figure 61). 

Figure 61: 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 62 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company 

level to Partners that meet SmartWay’s Partner environmental performance thresholds. Tractor and 
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 96

 

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

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

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

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

and links.

Figure 62: Logo Qualification Screen
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Figure 63 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 63: Suggestions Screen

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

screen.
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Submitting Data to SmartWay

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

Select the button, which will open the following screen.

Figure 64: 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 annual submission ID” to have 

your ID sent to you. 
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Figure 65: Completed Submission File Screen

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

Truck_PartnerName_ Year_ V0.xml 

For example, Truck_ABCompany_ 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. 
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Figure 66: 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 Truck Carrier Tool or return to the Home screen.

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

allow zipped files through the EPA firewall.
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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.
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Appendix A – Port Dray Program Data Requirements and Calculations

EPA’s SmartWay Drayage Program recognizes Partners for reducing diesel emissions from port drayage 

trucks. Drayage is the short distance transport of containerized freight goods between marine (or rail) 

terminals and local distribution centers. The following provides an overview of the program and the 

associated data input requirements for the Truck Carrier Tool.

The Partnership Elements: EPA has developed an emissions calculator to help port truck carriers 

measure their particulate matter (PM), oxides of nitrogen (NOx), and carbon dioxide (CO2); identify 

strategies to reduce harmful diesel emissions and track emissions performance on an annual basis. To 

participate, drayage carrier partners sign a partnership agreement and commit to track emissions, 

replace older dirtier trucks with cleaner, newer ones, and achieve at least a 50% reduction in PM and 25% 

reduction in NOx, below the industry average, within three years. Shippers who are already members of 

SmartWay commit to ship 75% of their port cargo with SmartWay dray carriers within three years. New 

Shipper Partners must sign the SmartWay Shipper partnership agreement and the drayage addendum.

Business-to-Business Advantage: SmartWay drayage carriers are preferred by SmartWay Shippers, and 

they want to ship their goods with participating SmartWay drayage partners. Shipper Partners are 

already giving business priority to SmartWay drayage carriers. 

Technical Support: EPA will assist SmartWay drayage partners in developing and meeting goals.

Recognition of Existing Environmental Improvements: A dray carrier fleet’s existing age and emissions 

strategies, coupled with continued improvements, determine status in the Partnership. Full credit is 

provided for fleet improvements made to date. 

Promotional Opportunities and Public Recognition: The SmartWay Transport Partner brand of 

excellence is awarded to qualifying Partners as a visible cue to business customers and the public, to use 

in their advertising and other promotional media. The SmartWay brand sends a message that 

participating dray carriers are champions of environmental stewardship. The SmartWay brand also helps 

customers and consumers to make educated choices about SmartWay recognized products and services. 

Visible exposure through national and regional events, advertisements, articles, and special recognition 

are just a few ways that EPA commits to recognize dray carrier partner achievements. 

Truck Carrier Tool Data Input Requirements: Those fleets with 75% or more of their operation in the 

Dray Operation Category are eligible to participate in SmartWay’s Port Drayage Program. These fleets 

have the Step 6 – Port Dray Program option displayed on the General Information screen (see Figure A1). 
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Figure A-1: General Information Screen with Port Dray Program Option

Checking the Port Dray Program box will activate the Port Dray Program Agreement screen shown in 

Figure A-2. Select the box on this screen indicating you understand and agree to the terms described 

therein, and select OK to return to the General Information screen.

Port Dray Program 

Selection Option 

Displayed
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Figure A-2: Port Dray Program Agreement

Upon returning to the General Information screen you will see additional information and data input 

cells associated with the Port Dray Program (see Figure A-3).
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Figure A-3: General Information Screen with Port Dray Program Information and Inputs Activated

In order to participate in the program, first enter the number of auxiliary power units (APUs) installed on 

your fleet’s trucks. An APU is a small diesel fuel-powered generator mounted outside the cab that 

provides the operator heat, air conditioning, and/or electrical power to run in-cab appliances. Next, 

input the number of trucks equipped with SmartWay Tires. Options include both dual tires and single 

wide tires (single wide tires replace the double tire on each end of a drive or trailer axle, in effect turning 

an 18-wheeler into a 10-wheeler). Low rolling resistance tires can be used with lower-weight aluminum 

wheels to further improve fuel savings. Enter zero in each of these cells if these strategies are not used 

on your vehicles. Otherwise, make sure that the number of trucks specified does not exceed the total 

number entered on the Engine Model Year & Class screen. 

If your fleet includes LNG vehicles, make sure to characterize those vehicles on the LNG screen. In 

addition, note that the PM Reduction box on the General Information screen is automatically checked 

upon selection of the Port Dray Program checkbox (see Figure A-3). Make sure to characterize your dray 

fleet’s PM reduction strategies on this screen.

After entering the required data regarding your dray fleet, the Truck Carrier Tool will calculate your 

fleet’s Environmental Performance Score consistent with the Port Dray Program evaluation guidance. 

See http://www.epa.gov/smartway/partnership/drayage.htm for additional details regarding the 

program. Information regarding how the Environmental Performance Score is calculated is presented in 

Port Dray Program 

Selected
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the Truck Carrier Tool Technical Documentation (see http://epa.gov/smartway/partnership/trucks.htm

to download). You can view a summary of your Dray Program inputs and the associated Environmental 

Performance Score on the Port Dray Program screen, adjacent to the PM Reduction tab (see Figure A-4), 

or by reviewing the Port Dray Program Report on the Reports Menu screen.

Figure A-4: Port Dray Program Information Screen

The information summarized on the screen above is derived from the following screens within the Truck 

Carrier Tool. Fields not specifically mentioned below are calculated fields:

1. Average Miles per Truck: Represents "Total Miles Driven" on the Activity Information screen divided

by "Total Trucks" on the Engine Model Year & Class screen for diesel vehicles.

2. Average Gallons of Fuel per Truck: Represents "Gallons of Diesel Used" on the Activity Information

screen divided by "Total Trucks" on the Engine Model Year & Class screen for diesel vehicles.

3. DOC and CCV: Number of trucks retrofitted is obtained from the PM Reduction screen.

4. Flow Thru Filter: Number of trucks retrofitted is obtained from the PM Reduction screen.

5. Diesel Particulate (PM Trap): Number of trucks retrofitted is obtained from the PM Reduction screen.
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6. Untreated: Represents vehicle count totals from the Engine Model Year & Class screen for diesel 

vehicles, minus truck count totals from the PM Reduction screen (i.e., the number of trucks without 

retrofits).

7. Reductions from APUs: Number of trucks equipped from the Port Dray Program field on the General 

Information screen.

8. Reductions from SmartWay Tires: Number of trucks equipped from the Port Dray Program field on the 

General Information screen.

9. Reductions from LNG: Represents "Total Trucks" on the Engine Model Year & Class screen for LNG 

vehicles.
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Appendix B—Recommended Data Sources for Activity Data

Table 1 summarizes the standard Data Source categories available for selection for each data type. 

Table 1: Data Source Detail Selection Options

Data Type Data Source Data Source Detail

Total Miles Driven 

As reported to IFTA Form 441 

for tax reporting (interstate)

Collected via fleet-wide GPS reporting software

Collected via odometer readings

Collected via maintenance records

Collected via driver trip sheets

Collected via standard mileage routes, e.g. PC Miler, 

Household Goods Guide

As reported to individual 

states for tax reporting 

(intrastate)

Collected via fleet-wide GPS reporting software

Collected via odometer readings

Collected via maintenance records

Collected via driver trip sheets

Collected via standard mileage routes, e.g. PC Miler, 

Household Goods Guide

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

Vehicle-based data collection Determined via Electronic Control Module (ECM) 

data recorder/logger*

Revenue Miles Driven

As used in Federal tax 

reporting

Collected via electronic Transportation Management 

System (TMS)

Collected via GPS-enabled TMS

Collected via manual input into company database 

with driver trips sheets

Collected via non-electronic company records

Financial data

Accounting/billing software*

Tax reports/IRS and State*
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Data Type Data Source Data Source Detail

Revenue Miles Driven

(cont’d)

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

Based on total mileage

Equal to total miles

Total miles less empty miles

Calculated as a percentage of total miles*

Empty Miles Driven

Collected automatically / 

electronically / manually

Collected via electronic Transportation Management 

System (TMS)

Collected via GPS-enabled TMS

Collected via manual input into company database

Collected via non-electronic company records

Collected via odometer readings

Collected via driver trip sheets

Financial Data

Accounting/billing software*

Tax reports/IRS and State*

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

Based on total mileage

Total miles less revenue miles

Calculated as a percentage of total miles*

Gallons of Fuel Used^ 

As reported to IFTA Form 441 

for tax reporting (interstate)

Collected via electronic fuel receipt

Collected via paper fuel receipt

Collected via driver trip sheets

Collected via electronic expenditure data

Collected via paper expenditure data

As reported to individual state 

for tax reporting (intrastate)

Collected via electronic fuel receipt

Collected via paper fuel receipt
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Data Type Data Source Data Source Detail

Collected via driver trip sheets

Collected via electronic expenditure data

Collected via paper expenditure data

Gallons of Fuel Used

(cont’d)

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

Vehicle-based data collection Determined via Electronic Control Module (ECM) 

data recorder/logger*

Based on MPG estimates* User-provided

Average Payload

Bills of Lading – electronic 

records (preferred)

Based on actual miles traveled by specific payloads* 

Trip-weighted (total payload weights / total trips)* 

Bills of Lading – manual 

records

Based on actual miles traveled by specific payloads* 

Trip-weighted (total payload weights / total trips)* 

Ranges provided by calculator N/A (calculator)

Average Volume

Determined using company 

records*

User-provided

Defaults from calculator

N/A (calculator)

Capacity Utilization

Collected automatically / 

electronically / manually Collected through load volume information

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

Road Type / Speed

Categories

Collected automatically / 

electronically

Driver trip sheets*

Governed speed*

Determined via GPS

Determined via Electronic Control Module (ECM) 

data recorder/logger*

Transportation Management Driver trip sheets*
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Data Type Data Source Data Source Detail

System (TMS) Governed speed*

Determined via GPS

Determined via Electronic Control Module (ECM) 

data recorder/logger*

Average Annual Idle 

Hours per Truck

Vehicle-based data collection Determined via Electronic Control Module (ECM) 

data recorder/logger*

Driver trip reports* User-provided

Idle reduction strategy

Company “No Idle” policy in place*

Local/State idle regulation in place*

Determined using software

Dispatching Software*

Transportation Management System (TMS)*

* User must provide additional description regarding data collection system and calculation method.

^ For electric vehicles, in lieu of gallons, use kWhrs. Common data sources for kWhrs include metering at charging dock, vehicle 

data acquisition units, and smart-meter applications.