Truck Carrier Partner 2.0.13 Tool: 

Quick Start Guide

2013 Data Year - United States Version
Transportation and Climate Division

Office of Transportation and Air Quality

U.S. Environmental Protection Agency

Truck Carrier Partner 2.0.13 Tool: 

Quick Start Guide

2013 Data Year - United States Version

Office of Transportation and Air Quality

EPA-420-B-14-001

January 2014
Truck Carrier Tool Quick Start Guide | P. 3 

Table of Contents

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

SECTION 1—BASIC INFORMATION FOR TRUCK CARRIERS..................................................... 6

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

WHY DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?................................................ 6

HOW DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?................................................ 7

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

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

WHAT IS INCLUDED IN THE SMARTWAY TRUCK CARRIER PARTNERSHIP AGREEMENT? ................................... 9

WHAT SOFTWARE AND HARDWARE IS REQUIRED FOR COMPLETING THE SMARTWAY TRUCK CARRIER 

PARTNER TOOL?.....................................................................................................................................................10

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

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

DATA REQUIREMENTS FOR PROVIDING US/CANADA OPERATIONS INFORMATION..........................................11

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

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

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

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS...........................................................13

DATA REQUIREMENTS FOR SECTION 4: FLEET DATA.........................................................................................14

SECTION 3—STEP BY STEP INSTRUCTIONS FOR DATA ENTRY ........................................... 16

DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL ...................................................................................16

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS...........................................................................16

STEPS FOR ENTERING PARTNER NAME ................................................................................................................17

STEPS FOR ENTERING CONTACT INFORMATION: ................................................................................................17

STEPS FOR COMPLETING “IDENTIFY FLEETS” SCREEN: .....................................................................................18

STEPS FOR COMPLETING “FLEET DETAILS” SCREEN ..........................................................................................19

STEPS FOR COMPLETING “OPERATION CATEGORIES” SCREEN:........................................................................19

STEPS FOR COMPLETING “BODY TYPES” SCREEN:.............................................................................................19

STEPS FOR SELECTING A FLEET TO REVIEW:......................................................................................................20

STEPS FOR COMPLETING “GENERAL INFORMATION” SCREEN............................................................................20

STEPS FOR COMPLETING THE “ENGINE MODEL YEAR & CLASS” SCREEN........................................................21

STEPS FOR COMPLETING THE FUEL DATA POINTS ON “ACTIVITY INFORMATION” SCREEN ............................21

STEPS FOR COMPLETING THE “FUEL ALLOCATOR WORKSHEET” .......................................................................22

STEPS FOR COMPLETING THE “BIODIESEL BLEND WORKSHEET “.....................................................................22

STEPS FOR COMPLETING THE “ETHANOL BLEND WORKSHEET “ .......................................................................22

STEPS FOR COMPLETING THE PAYLOAD SECTION ON THE “ACTIVITY INFORMATION” SCREEN......................23

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

INFORMATION” SCREEN.........................................................................................................................................24

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

SCREEN...................................................................................................................................................................25

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

SCREEN...................................................................................................................................................................25
Truck Carrier Tool Quick Start Guide | P. 4 

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

INFORMATION” SCREEN.........................................................................................................................................25

STEPS FOR COMPLETING THE “PM REDUCTION” SCREEN..................................................................................27

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

INFORMATION.........................................................................................................................................................27

STEPS FOR SUBMITTING YOUR TOOL TO EPA....................................................................................................28

APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA .............................. 29

APPENDIX B: WORKSHEETS FOR DATA COLLECTION.............................................................. 33

WORKSHEET #1: US/CANADA OPERATION INFORMATION ..............................................................................34

WORKSHEET #2: CONTACT INFORMATION.........................................................................................................35

WORKSHEET #3: FLEET CHARACTERIZATION ....................................................................................................36

WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 1 OF 2)....................................................................37

WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 2 OF 2)....................................................................38

WORKSHEET #5A MODEL YEAR/CLASS..............................................................................................................40

WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 1 OF 2).........................................43

WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 2 OF 2).........................................44

WORKSHEET #5C: ACTIVITY - BIODIESEL AND ETHANOL BLENDS (IF APPLICABLE)....................................45

WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 1 OF 12) ...........................................................................46

Class 2b—Worksheet #5D: Payload and Volume (page 2 of 12) ..............................................47

Class 3—Worksheet #5D: Payload and Volume (page 3 of 12).................................................48

Class 4—Worksheet #5D: Payload and Volume (page 4 of 12).................................................49

Class 5—Worksheet #5D: Payload and Volume (page 5 of 12).................................................50

Class 6—Worksheet #5D: Payload and Volume (page 6 of 12).................................................51

Class 7 Straight Trucks—Worksheet #5D: Payload and Volume (page 7 of 12).................52

Class 7 Combination Trucks—Worksheet #5D: Payload and Volume (page 8 of 12)........53

Class 8a Straight Trucks—Worksheet #5D: Payload and Volume (page 9 of 12) ..............54

Class 8a Combination Trucks—Worksheet #5D: Payload and Volume (page 10 of 12)...55

Class 8b Combination Trucks—Worksheet #5D: Payload and Volume (page 11 of 12)...56

Volume—Worksheet #5D: Payload and Volume (page 12 of 12) .............................................57

Worksheet #5E: Road Type/Speed Distribution and Idle Hours Worksheet.........................58

Worksheet #5F: Diesel PM Worksheet................................................................................................. 59

Worksheet #5G: Port Drayage Program Data Requirements .....................................................60
Truck Carrier Tool Quick Start Guide | P. 5 

Overview

In this guide you will learn about: 

1) SmartWay Basic Information

2) Joining SmartWay Transport Partnership as a truck carrier

3) Understanding the details of the SmartWay partnership agreement

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

5) Gathering the data necessary for participation in SmartWay.

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

the Truck Carrier Tool. Understanding the basics of the program will simplify your SmartWay 

experience.

WARNING:

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

If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance.

Contact SmartWay 

for more information
Truck Carrier Tool Quick Start Guide | P. 6 

Section 1—Basic Information for Truck Carriers

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

Partnership and how truck carriers can participate.

WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?

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

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

encourage supply chain sustainability.

Five types of freight transport companies can join SmartWay. 

• Freight shippers

• Logistics companies (including 3PLs/4PLs1

) 

• Truck carriers

• Rail carriers

• Multi-modal carriers

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

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

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

company to remain a Partner in good standing.

SmartWay ranks Partners’ efficiency and environmental performance and recognizes superior 

performance through the SmartWay Excellence Awards.

WHY DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?

The SmartWay Transport Partnership provides truck carriers with ways to reduce the environmental 

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

SmartWay Transport Partnership delivers solutions to marketplace needs and challenges. With access to 

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

Transport Partnership can gain a better understanding of their environmental footprint and assert their 

corporate leadership.

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

that symbolizes cleaner, more efficient transportation choices. 

 

1 3PLs/4PLs Third party logistics/fourth-party logistics companies.
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HOW DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?

Truck Carriers join SmartWay by submitting a SmartWay Truck Carrier Tool (hereafter known as the 

“Truck Carrier Tool.”)

Truck Carriers that submit tools that are approved by EPA are known as “SmartWay Truck Carrier 

Partners.”

When a truck carrier submits a Truck Carrier Tool to EPA, they agree to the requirements stipulated in 

the SmartWay Truck Carrier Partnership Agreement--notably, that they will measure and report the 

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

request.

All SmartWay Truck Carrier Partners agree to complete and submit the SmartWay Truck Carrier Tool to:

• define company composition

• characterize company activity

• individually benchmark fleets

• track annual changes in performance.

Upon approval of a Truck Carrier Tool submission, truck carriers will be identified as SmartWay Truck 

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

companies that meet SmartWay’s annual requirements.

HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?

Companies that join the SmartWay Partnership should include all of their fleets and trucks in their 

submission. If a company wishes to list multiple fleets in the Truck Carrier Tool, they should list these 

fleets as their customers can hire them. Internal fleets invisible to a customer should not be listed 

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

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

Carrier Data file that customers use to identify which fleets they do business with in the Shipper and/or 

Logistics Tools.

SmartWay highly recommends developing your list of fleets before 

beginning your data entry process. Any fleet that a shipper or logistics 

company could hire directly should be listed as a separate fleet in your 

Truck Carrier Tool submission.

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

before filling out the Tool.
Truck Carrier Tool Quick Start Guide | P. 8 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL?

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 and/or Other Contact(s) (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, biodiesel and/or other fuel use by class

o Reefer fuel use by class (if applicable)

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.

 

2 If applicable – for Class 7, 8a and 8b trucks only.
Truck Carrier Tool Quick Start Guide | P. 9 

WHAT IS INCLUDED IN THE SMARTWAY TRUCK CARRIER PARTNERSHIP 

AGREEMENT?

To join the SmartWay Transport Partnership as a truck carrier, you must agree to the language on the 

“Partnership Agreement for Truck Carriers.” When you begin working within the Tool, you will be asked 

to check a box stating that you agree to the terms of the Partnership Agreement. This agreement must 

be renewed annually.

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

or submitting a Tool to EPA.

Partnership Agreement for Carriers

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

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

using EPA's SmartWay Truck tool. (Existing fleets must report the 12 months of data for the prior 

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

operational data.)

2. Have performance results posted on the EPA SmartWay website/database.

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

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

In return, EPA commits to:

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

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

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

increasing public awareness of its participation as described here. 

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

to EPA.3

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

Appropriations).

General Terms

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

null and void.

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

further obligation.

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

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

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

subsequent annual Agreements.

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

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

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

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

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

Partnership Agreement. No separate agreement need be submitted.

 

3 Individual corporate data will be treated as sensitive business information.
Truck Carrier Tool Quick Start Guide | P. 10 

WHAT SOFTWARE AND HARDWARE IS REQUIRED FOR COMPLETING THE 

SMARTWAY TRUCK CARRIER PARTNER TOOL?

The Truck Carrier Tool was designed in “Microsoft Excel Forms.” 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) 

• A minimum of 10 megabytes of free disk space. More disk space may be required based 

on the number of companies you define in your Tool

• Adequate memory (RAM) to run Microsoft Office

• A monitor resolution of at least 1,024 x 768 

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

to make sure your system is set up to use the 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.
Truck Carrier Tool Quick Start Guide | P. 11 

Section 2— Overview of Data Collection Requirements 

This section will explore the data needed for completing the required sections of the Truck Carrier Tool. 

The Truck Carrier Tool Data Entry and Troubleshooting Guide explains more about the structure of the 

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

DATA REQUIREMENTS FOR INTRODUCTORY SCREENS

There are four screens which orient you to the Tool, the Introduction, the Partnership Agreement, Tool 

selection guidance, and data collection needs. These are general information screens; however, note 

that you MUST click the box indicating that you agree to the terms of the Partnership Agreement before 

moving on to the next screen.

DATA REQUIREMENTS FOR PROVIDING US/CANADA OPERATIONS INFORMATION

To begin, you must specify the percentage of your fleet(s) that is licensed in the United States vs. the 

percentage that is licensed in Canada. If you operate exclusively in one country or the other, simply 

enter 100% for the appropriate country. 

Next, enter the percent of your total fuel consumed that is attributable to United States-licensed 

vehicles and to Canadian-licensed vehicles. Then specify the data source used to determine your fuel 

consumption allocation. If your data source is not specified you may select “Other” and provide a text 

description of this source. 

Finally, if you have operations in both countries, you must indicate if these vehicles use the same fuel 

mix in both countries. If the fuel mix is different, you must describe the difference in the types and 

proportions of fuels used in the two countries in the text box provided in the Tool.

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR

Before beginning your data collection, identify the last calendar year for which you have full annual (12 

months) data. This means that you have data from January of the calendar year through December of 

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

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

year, you will be required to submit a full year’s data.
Truck Carrier Tool Quick Start Guide | P. 12 

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME

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

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

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

SmartWay website.

For example, if you enter: 

• ABC Company

• ABC Company, Inc.

• ABC COMPANY LLC

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

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

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION

The SmartWay Tool asks for:

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

• A Primary Contact4 for any questions about your company’s participation and Tool submissions

• An Executive Contact5 for participation in awards and recognition events

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

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

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

the Primary and Executive Contacts must be different. SmartWay recommends developing an internal 

succession plan to make sure that your Truck Carrier Tool submission schedule is maintained, in the 

event that a Primary Contact is reassigned, or leaves the company for any reason.

 

4 The Primary Contact is the individual designated by the Executive Contact to directly interface with SmartWay regarding specific tasks involved in the timely 

submission of the Tool. The Primary Contact is responsible for coordinating the assembly of information to complete/update company data; completing and 

updating the Tool itself; maintaining direct communication with SmartWay; and keeping interested parties within the company apprised of relevant developments 

with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA are not blocked, new primary contacts may need to add SmartWay/EPA to their preferred list of 

trusted sources.)

5 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership Agreement, overseeing the 

Primary Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive Contact also represents the company at 

awards/recognition events. This person should be a Vice President or higher-level representative for the company.
Truck Carrier Tool Quick Start Guide | P. 13 

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS

The Truck Carrier Tool tracks fleet-level operations. Most carriers should create one fleet i.e., one line. 

However, if you have multiple fleets that can be hired by customers individually, you should create 

multiple fleet records in the Tool and characterize their operations individually. You should not include 

internal company fleet definitions or designations—only 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: For each fleet that a customer can hire, you will be asked to establish names for 

each of your fleets. Each fleet name will begin with your Partner Name, and will be include a 

fleet identifier. Use a fleet identifier that is recognizable by your customers.

• Fleet Details: You will need to confirm control of the fleet. “Control” means that you 

operate/route the vehicles, regardless of ownership status, and you must confirm that you 

have at least 95% control of the fleet to include it in the SmartWay Truck Carrier Tool. You will 

also be asked to provide SCACS, MCN, or DOT numbers (for fleet identification), define the fleet 

as “for-hire” or “private,” and identify a point of contact for the fleet.

• Operation Categories: You will need to provide a reasonable estimate of the fleet’s split 

between truckload, less-than-truckload, drayage, package delivery, and expedited operations.

• Body Types: You will need to provide a reasonable estimate of the fleet’s split between the 

following body types:

o Dry van

o Refrigerated (Reefer)6

o Flatbed

o Tanker 

o Intermodal chassis containers (pooled and owned)

o Heavy/Bulk hauler

o Auto carriers

o Moving

o Utility7

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

 

6 If you specify reefer body types in your fleet you must also provide your estimated reefer fuel use in the Activity section of the Tool. 7 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 Quick Start Guide | P. 14 

DATA REQUIREMENTS FOR SECTION 4: FLEET DATA

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. 

General Information Screen Requirements 

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 know as LP Gas, Liquid Propane Gas, and propane

d. Liquefied Natural Gas (LNG)

e. Compressed Natural Gas (CNG)

f. Electric: vehicles exclusively using battery electric power

g. Hybrid: vehicles with hybrid electric or hydraulic hybrid powertrains, using either 

gasoline or diesel

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. You will need to complete additional screens for 

each fuel type you select.

You will 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 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)). 

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

percentage is the percentage of truckloads 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 View/Select Commodities 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. Appendix A to 

the Truck Carrier Tool Data Entry and Troubleshooting Guide provides the data entry requirements for 

participation in this program, as well as details regarding Dray Program Scoring.
Truck Carrier Tool Quick Start Guide | P. 15 

Fuel-Specific Sections: Engine Model Year and Class, and Activity Information Screens

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 & Class8 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

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.9

To complete these screens, you will need to know

• the number of trucks in each fleet split out by engine model year and truck class.

• total miles by vehicle class

• revenue miles by vehicle class

• empty miles by vehicle class

• gallons of fuel used by vehicle class (or kWhrs for electric trucks)

• payload information by class and body type (if available; if not, use the Payload Calculator

defaults) 

• average capacity volume by body type and truck class for straight trucks (if available; if not, use 

the Volume Calculator defaults) or by trailer/container type for combination trucks

• road type/speed category splits by truck class

• average idling hours (short duration and extended) per truck for all classes

• the number of trucks by class and engine model year for which you are using particulate matter 

retrofit control devices

 

8 For electric trucks, this screen is known as the “Motor Model Year and Class Screen”. 9 The Port Dray Program box will only appear if your fleet is predominantly defined as Dray – i.e., defined as greater than or equal to 

75% Dray on the Operations Screen under Fleet Characterization.
Truck Carrier Tool Quick Start Guide | P. 16 

Section 3—Step by Step Instructions for Data Entry

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

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

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

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

2010). 

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

“Truck Carrier Partner 2.0.13 Tool: Data Entry and Troubleshooting Guide.2013 Data Year—United 

States Version” from http://epa.gov/smartway/partnership/trucks.htm and review the screen-byscreen guidance in Part 1: Downloading and Setting Up the Tool. 
Truck Carrier Tool Quick Start Guide | P. 17 

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.

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. Note that you MUST have 

at least two different contacts on the Contact Information screen and the Primary and Executive 

Contacts must be different.. 

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.
Truck Carrier Tool Quick Start Guide | P. 18 

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. This field may be left blank if you only have 

one fleet. In this case your final Fleet Name will simply be your Partner Name.

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 

website and 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 Quick Start Guide | P. 19 

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.

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.

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 be prompted then to confirm that you have identified all of your 

fleets. Return to the Identify Fleets screen if needed, otherwise select and you will 

automatically be returned to the Home screen.
Truck Carrier Tool Quick Start Guide | P. 20 

STEPS FOR SELECTING A FLEET TO REVIEW:

1. Using your mouse, on the Home screen 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.

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 also 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 utilizing 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 and enter the additional requested information on APUs and SmartWay tire use 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 Quick Start Guide | P. 21 

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.***

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.

Input the number of vehicles you have in each class, specifying the corresponding engine years 

(rather than the tractor model years).

• Use the scroll bar to the right if you need to enter information for older model years.

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

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. You may review previous years’ 

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

STEPS FOR COMPLETING THE FUEL DATA POINTS ON “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 and any 

additional data source detail information, as applicable. 

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. If you specified any use of reefer body types under the Fleet Characterization section, the 

button will appear. Select this button and provide your best 

estimate of your reefer fuel use in gallons for each truck class. Diesel, LPG, and electric trucks are 

assumed to use diesel reefers, gasoline trucks to use gasoline reefers, and CNG/LN G trucks to use 

CNG reefers. Enter zero for any truck classes/fuel types that do not utilize reefer units. If you do 

not know your reefer fuel use at the truck class level you may enter a total value which will be 

distributed across your truck classes proportional to your vehicle fuel consumption entries.
Truck Carrier Tool Quick Start Guide | P. 22 

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

gallons.

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 . 

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.

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 Quick Start Guide | P. 23 

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 the “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. Make sure to include any pallet and packaging weight in your payload estimates.

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 Quick Start Guide | P. 24 

STEPS FOR COMPLETING AVERAGE CAPACITY VOLUME (CUBIC FEET) SECTION 

ON THE “ACTIVITY INFORMATION” SCREEN

For truck classes 8a and 8b follow these steps:

1. Click the button to open the 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.

For truck classes 2b through 7, follow these steps:

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

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 the “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 the default average volume OR enter the 

exact volume 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 Quick Start Guide | P. 25 

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. If you specified drayage activity under the Operation Types screen, you may select the data source 

"Unknown to dray carriers - use industry average" option, in which case the industry average 

capacity utilization value will be auto-populated for you.

4. Click to return to the Activity Information screen.

5. Enter your % capacity utilization for each truck class.

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 the button 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.

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.
Truck Carrier Tool Quick Start Guide | P. 26 

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.

Next Steps

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

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

*** 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 Quick Start Guide | P. 27 

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.

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

PROVIDE ADDITIONAL INFORMATION

After completing Steps 1 – 4 on the Home screen, you have access to three optional sections of the Tool.

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

values from your current reporting year, as well as CO2 performance metrics, with your prior reporting 

year. This report is particularly helpful in identifying any changes that may have occurred since your last 

reporting period, determining trends in activity and performance, 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. 

The Partner Profile/Logo Info/Suggestions section allows you to provide EPA with additional 

information about your company, potential use of the SmartWay Logos, 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 under 

item #6 on the Home screen will open the Partner Information forms. 

The View Your Data Reports section gives you access to 13 reports to help you understand your data 

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

under item #7 on the Home screen.

***Once you’ve reviewed these sections, you will be ready to submit your Tool to EPA.***
Truck Carrier Tool Quick Start Guide | P. 28 

STEPS FOR SUBMITTING YOUR TOOL TO EPA

1. Select the button, which will open a 

new screen.

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

Agreement once again. 

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

question will appear asking if you submitted your data the previous reporting year. 

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

your SmartWay PAM via email. The SmartWay ID is 8 digits in length.

b. 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. 

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

Truck_PartnerName_ Year_ V0.xml10 

For example, Truck_ABCompany_ 2013 _V0.xml

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

indicates the year for which you are submitting your data.

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

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

approximately 10 times smaller than the .xls file. 

7. 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.

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

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

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

and Troubleshooting Guide for more in depth exploration of each section of the Truck Carrier Tool.

 

10 If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2013_V1.XML for the 

second iteration, etc.
Truck Carrier Tool Quick Start Guide | P. 29 

APPENDIX A: 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) – 

Class 7, 8a and 8b trucks only

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 trip sheets

Collected via non-electronic company records

Financial data

Accounting/billing software*

Tax reports/IRS and State*
Truck Carrier Tool Quick Start Guide | P. 30 

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) – 

Class 7, 8a and 8b trucks only

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

Collected via driver trip sheets

Collected via electronic expenditure data
Truck Carrier Tool Quick Start Guide | P. 31 

Data Type Data Source Data Source Detail

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 

System (TMS)

Driver trip sheets*

Governed speed*

Determined via GPS

Determined via Electronic Control Module (ECM) 

data recorder/logger*
Truck Carrier Tool Quick Start Guide | P. 32 

Data Type Data Source Data Source Detail

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.
Truck Carrier Tool Quick Start Guide | P. 33 

APPENDIX B: WORKSHEETS FOR DATA COLLECTION

List of Worksheets

#1: US/Canada Operations Worksheet 33

#2: Contact Information Worksheet 34

#3: Fleet Characterization Worksheet 35

#4: General Fleet Information 36

#5A: Model Year/Class Worksheet 39

#5B: Activity Data Sources and Information 42

#5C: Biodiesel Blends and Ethanol Blends Worksheet 44

#5D: Payload and Volume Worksheets 45

#5E: Speed and Idle Hours Worksheet 57

#5F: Diesel PM Worksheet 58

#5G: Port Dray Program Data 59
Truck Carrier Tool Quick Start Guide | P. 34 

WORKSHEET #1: US/CANADA OPERATION INFORMATION

% of fleet(s) licensed in the United States: ____

% of fleet(s) licensed in the Canada: _____

% of fuel consumed by US licensed vehicles: _____

% of fuel consumed by Canada licensed vehicles: _____

Data Source used for determining % of fuel consumed (circle one): 

• As reported to IFTA Form 441 for tax reporting (interstate) – Class 7, 8a and 8b trucks only

• As reported to individual state for tax reporting (intrastate)

• Determined using software

• Based on MPG estimates

• Other – provide description: 

_______________________________________________________

Do your US and Canadian-licensed vehicles generally operate using the same fuel mix? (Circle one)

• Yes

• No

• N/A (only operate in one country)
Truck Carrier Tool Quick Start Guide | P. 35 

WORKSHEET #2: CONTACT INFORMATION

#1. Enter your Contact Information:

General Company Contact Information 

Company Name

Headquarters 

Mailing Address 

City State/Province Zip Country

Main Phone 

Number

Toll-free Number Cell 

number

Web Address

Primary Contact Information

Primary Contact Name

Primary Contact Mailing 

Address 

City State/Province Zip Country

Primary Contact Phone 

Number

Email 

Address

Executive Contact Information

Executive Contact Name

Executive Contact Mailing 

Address 

City State/Province Zip Country

Executive Contact Phone 

Number

Email 

Address

Other Contact Information

Executive Contact Name

Executive Contact Mailing 

Address 

City State/Province Zip Country

Executive Contact Phone 

Number

Email 

Address

Contact’s role in program
Truck Carrier Tool Quick Start Guide | P. 36 

WORKSHEET #3: FLEET CHARACTERIZATION

Complete this worksheet for each fleet you will be submitting in the Truck Carrier Tool.

Specify Fleet Name: This will be a combination of your Partner Name and a Fleet Identifier you create. 

Use a Fleet Identifier that a company hiring your fleet would recognize. Enter it exactly as it 

should appear on the SmartWay website):

Partner Name ___________________________________________________

Fleet Identifier (suffix)________________________________________________________________

95% Control __________ SCAC: __________ MCN:__________ DOT #: ______FLEET TYPE:__________ 

Fleet Contact:___________________________________________________

Operation Category Percentages:

Truckload _____ LTL _____ Drayage _____ Package Delivery_____ Expedited _____

 

Body Type Percentages: 

Dry Van_____ Reefer _____ Flatbed_____ Tanker_____ Chassis _____ 

Heavy-Bulk _____ Auto Carrier _____ Moving ____ Utility _____ Special Hauler_____

If Special Hauler is selected, please describe type:

___________________________________________________
Truck Carrier Tool Quick Start Guide | P. 37 

WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 1 OF 2)

Long- versus Short-haul split (%): _____ Short Haul _____ Long Haul

Types of Fuel Used: 

_____ diesel/biodiesel _____ gasoline/ethanol _____ propane (LPG)

_____ liquefied natural gas (LNG) _____ compressed natural gas (CNG) 

_____ electric _____ hybrid electric (diesel/gasoline)

Use of Particulate Matter (PM) Control Equipment: 

_____ Diesel Oxidation Catalyst (DOC)

_____ Closed Crankcase Ventilation (CCV)

_____ Particulate Matter Filter (PM Trap )

Cube Out Percentage: _____
Truck Carrier Tool Quick Start Guide | P. 38 

WORKSHEET #4: GENERAL FLEET INFORMATION (PAGE 2 OF 2)

Commodity Descriptions: Select all that apply to this fleet:

Animals and Fish (Live)

Cereal Grains (including seed) 

Agricultural Products except for Animal Feed 

Animal Feed and Products of Animal Origin 

Meat, Fish, and Seafood, and their Preparations 

Milled Grain Products and Preparations, and Bakery Products 

Other Prepared Foodstuffs, and Fats and Oils 

Alcoholic Beverages and Tobacco Products

Stone and Sands, Except Metal Bearing Sands

Other Non-Metallic Minerals 

Metallic Ores and Concentrates 

Coal 

Crude Petroleum, Gasoline, Fuel Oils, and Aviation Turbine Fuel 

Other Coal and Petroleum Products 

Basic Chemicals 

Pharmaceutical Products 

Fertilizers 

Other Chemical Products and Preparations 

Plastics and Rubber 

Logs and Other Wood in the Rough 

Wood Products 

Pulp, Newsprint, Paper, and Paperboard 

Paper or Paperboard Articles 

Printed Products 
Truck Carrier Tool Quick Start Guide | P. 39 

Textiles, Leather, and Articles of Textiles or Leather 

Non-Metallic Mineral Products 

Base Metal in Primary or Semi-Finished Forms and in Finished Basic Shapes 

Articles of Base Metal 

Machinery 

Electronic and Other Electrical Equipment and Components, and Office Equipment 

Motorized and Other Vehicles (including parts) 

Transportation Equipment 

Precision Instruments and Apparatus 

Furniture, Mattresses and Mattress Supports, Lamps, Lighting Fittings, and 

Illuminated Signs 

Miscellaneous Manufactured Products

Waste and Scrap (except for agriculture or food)

Mixed Freight
Truck Carrier Tool Quick Start Guide | P. 40 

WORKSHEET #5A MODEL YEAR/CLASS 

NOTE: Print multiple copies of this worksheet to gather data for each fuel type within each fleet.

 

Fleet Name:__________________

Fuel Type:__________________________

Engine Model Year(s) and Class(es):

ENGINE 

MODEL 

YEAR

2B 3 4 5 6 7 8A 8B

2014

2013

2012

2011

2010

2009

2008
Truck Carrier Tool Quick Start Guide | P. 41 

ENGINE 

MODEL 

YEAR

2B 3 4 5 6 7 8A 8B

2007

2006

2005

2004

2003

2002

2001

2000

1999

1998

1997

1996
Truck Carrier Tool Quick Start Guide | P. 42 

ENGINE 

MODEL 

YEAR

2B 3 4 5 6 7 8A 8B

1995

1994

1993

1992

1991

1990

1989

1988

Pre-1988
Truck Carrier Tool Quick Start Guide | P. 43 

WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 1 OF 2)

Fleet -Level Data Sources:

Total Miles Driven _________________________________________________________________________________________________________________

Revenue Miles Driven ______________________________________________________________________________________________________________

Empty Miles Driven ________________________________________________________________________________________________________________

Gallons of Fuel Used (incl. Biofuel – biodiesel or ethanol) ________________________________________________________________________________

Gallons of Reefer Fuel Used (diesel, gasoline, CNG - by vehicle class) ________________________________________________________________________________

% Capacity Utilization (excluding empty miles) _________________________________________________________________________________________

Road Type / Speed Category ________________________________________________________________________________________________________

Average Idle Hours per Truck ________________________________________________________________________________________________________________________

Truck Class-Level Data Sources (payload and volume only)

2B 3 4 5

Average Payload (tons or pounds – circle one) 

Cargo Weight Only

Average Capacity Volume (cubic feet or TEUs –

circle one)

6 7 8A 8B

Average Payload (tons or pounds – circle one) 

Cargo Weight Only

Average Capacity Volume (cubic feet or TEUs –

circle one)
Truck Carrier Tool Quick Start Guide | P. 44 

WORKSHEET #5B: ACTIVITY DATA SOURCES AND INFORMATION (PAGE 2 OF 2)

Activity Data by Truck Class

2B 3 4 5 6 7 8A 8B

Total Miles Driven (exact values)

Revenue Miles Driven (exact values)

Empty Miles Driven (exact values)

Gallons of Fuel used, including biofuels and 

Reefer used (exact values)

% Capacity Utilization (excluding empty miles)
Truck Carrier Tool Quick Start Guide | P. 45 

WORKSHEET #5C: ACTIVITY - BIODIESEL AND ETHANOL BLENDS (IF 

APPLICABLE)

For each of the biodiesel blends used by your fleet, note the appropriate number of gallons used. 

B1 B21 B41 B61 B81

B2 B22 B42 B62 B82

B3 B23 B43 B63 B83

B4 B24 B44 B64 B84

B5 B25 B45 B65 B85

B6 B26 B46 B66 B86 

B7 B27 B47 B67 B87

B8 B28 B48 B68 B88

B9 B29 B49 B69 B89

B10 B30 B50 B70 B90

B11 B31 B51 B71 B91

B12 B32 B52 B72 B92

B13 B33 B53 B73 B93

B14 B34 B54 B74 B94

B15 B35 B55 B75 B95

B16 B36 B56 B76 B96

B17 B37 B57 B77 B97

B18 B38 B58 B78 B98

B19 B39 B59 B79 B99

B20 B40 B60 B80 B100

Actual ethanol usage figures: Blend percentage: Total Gallons Used

E0

E10

E85
Truck Carrier Tool Quick Start Guide | P. 46 

WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 1 OF 12)

To determine average payload for the entire fleet you will need to select an allocation method to 

determine the amount each truck class/vehicle type contributes to the overall total. Four allocation 

methods are provided, listed from most preferred to least preferred. You will also need to specify the 

data source(s) used to develop your estimates, and select the units for Payload (short tons or pounds) 

and Volume (cubic feet or TEU).
Truck Carrier Tool Quick Start Guide | P. 47 

CLASS 2B—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 2 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

2B

2B

2B

2B

2B
Truck Carrier Tool Quick Start Guide | P. 48 

CLASS 3—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 3 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

3

3

3

3
Truck Carrier Tool Quick Start Guide | P. 49 

CLASS 4—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 4 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

4

4

4

4

4
Truck Carrier Tool Quick Start Guide | P. 50 

CLASS 5—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 5 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

5

5

5
Truck Carrier Tool Quick Start Guide | P. 51 

CLASS 6—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 6 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

6

6

6

6

6
Truck Carrier Tool Quick Start Guide | P. 52 

CLASS 7 STRAIGHT TRUCKS—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 7 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

7

7

7

7

7

7
Truck Carrier Tool Quick Start Guide | P. 53 

CLASS 7 COMBINATION TRUCKS—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 8 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

 Select volume unit (circle one): Cubic Ft TEU

Vehicle 

Class

Vehicle Type Allocation factor 

(#miles, trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

Average 

Volume

Describe Volume Data 

Source/Calculation Method

7

7

7

7
Truck Carrier Tool Quick Start Guide | P. 54 

CLASS 8A STRAIGHT TRUCKS—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 9

OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

Vehicle 

Class

Vehicle Type Allocation 

factor (#miles, 

trips, etc.)

Average Payload Describe Payload Data 

Source/Calculation Method

8A

8A

8A

8A
Truck Carrier Tool Quick Start Guide | P. 55 

CLASS 8A COMBINATION TRUCKS—WORKSHEET #5D: PAYLOAD AND VOLUME 

(PAGE 10 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

Vehicle 

Class

Vehicle Type Allocation 

factor (#miles, 

trips, etc.)

Average Payload Describe Payload Data 

Source/Calculation Method

8A

8A

8A

8A
Truck Carrier Tool Quick Start Guide | P. 56 

CLASS 8B COMBINATION TRUCKS—WORKSHEET #5D: PAYLOAD AND VOLUME 

(PAGE 11 OF 12)

Select allocation method 

for this class (circle one): 

# of miles # of trips % of operation # of vehicles

 Select payload unit (circle one): Tons Pounds

Vehicle 

Class

Vehicle Type Allocation 

factor (#miles, 

trips, etc.)

Average 

Payload

Describe Payload Data 

Source/Calculation Method

8B

8B

 

8B

 

8B

8B

8B

 

8B

8B

8B
Truck Carrier Tool Quick Start Guide | P. 57 

VOLUME—WORKSHEET #5D: PAYLOAD AND VOLUME (PAGE 12 OF 12)

The volume worksheet for Class 8A/B reflects a range of standard trailer and container configurations. 

This worksheet will help you prepare for completing the worksheet in the Truck Carrier Tool.

Please specify your data source: 

_____________________________________________________________________________________

_____________________

Please specify your reporting basis:

___Percent Usage ___Number of Truckloads/Year ___Number of Trailers

Enter the numbers by type of trailer or container; the Tool will calculate an average capacity volume for 

your fleet:

Trailer Size Percentage/# 

Truckloads/# 

Trailers

Container Size Percentage/# 

Truckloads/# 

Trailers

Other Trailers

20 ft 20 ft Cubic Feet per Truck

40 ft 40 ft Number/Percent

42 ft 45 ft

45 ft 48 ft

48 ft 53 ft

53 ft

57 ft Bulk Carrier Size

28 + 28 Large (42” X 8.5” X 11.5”)

40 + 40 Medium (32” X 8” X 11”)

48 + 28 Small (22” X 8” X 10.25”)

48 + 48 

28 + 28 + 28 Liquid Tanker Size

Large (7,500+ gallons)

Medium (3,001-7,499 gallons)

Small (3,000 and under gallons)
Truck Carrier Tool Quick Start Guide | P. 58 

WORKSHEET #5E: ROAD TYPE/SPEED DISTRIBUTION AND IDLE HOURS WORKSHEET

2B 3 4 5 6 7 8B 8B

ROAD TYPE / SPEED 

DISTRIBUTION 

% Highway vs. Rural Driving

% Urban Driving Under 25 mph

% Urban Driving 25 to 50 mph

% Urban Driving 50 mph+

AVERAGE DAILY IDLE HOURS 

PER TRUCK

Daily Long Duration Idle Hours 

Per Truck

Daily Short Duration Idle Hours 

Per Truck

Average Days in Service Per 

Truck Per Year
Truck Carrier Tool Quick Start Guide | P. 59 

WORKSHEET #5F: DIESEL PM WORKSHEET

Trucks with PM Controls by truck class – Note # of trucks by control type (CCV, DOC, PM Trap, Flowthrough Filter)

ENGINE MODEL YEAR 2B 3 4 5 6 7 8B 8B

2006

2005

2004

2003

2002

2001

2000

1999

1998

1997

1996

1995

1994

1993

1992

1991

1990

1989

1988

Pre-1988
Truck Carrier Tool Quick Start Guide | P. 60 

WORKSHEET #5G: PORT DRAYAGE PROGRAM DATA REQUIREMENTS

Provide the following additional information for each fleet participating in the SmartWay Port Drayage 

Program.

# of trucks equipped with auxiliary power units (APUs): _________

# of trucks equipped with SmartWay tires: __________