2018 SmartWay Truck Carrier 

Partner Tool: 

Quick Start Guide 

U. S. Version 2.0.17 (Data Year 2017) 
2018 SmartWay Truck Carrier 

Partner Tool: 

Quick Start Guide 

U. S. Version 2.0.17 (Data Year 2017)
 

Transportation and Climate Division 

Office of Transportation and Air Quality 

U.S. Environmental Protection Agency 

Office of Transportation and Air Quality 

EPA-420-B-18-002 

January 2018 
 

 

 

Table of Contents
 

PRE-CHECKLIST — BEFORE GETTING STARTED .........................................................2
 

IS THIS THE RIGHT TOOL FOR ME?.....................................................................................2
 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL?................................2
 

WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE TRUCK CARRIER TOOL? ................3
 

Step 1—Data Collection Requirements ......................................................................4
 

INTRODUCTORY SCREENS.................................................................................................4
 

AUTO-POPULATION ........................................................................................................4
 

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR........................................4
 

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME.......................................4
 

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION ..........................................5
 

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS.............................................5
 

DATA REQUIREMENTS FOR SECTION 4: FLEET DATA .................................................................7
 

FUEL-SPECIFIC SECTIONS: ENGINE MODEL YEAR & CLASS, AND ACTIVITY INFORMATION SCREENS .........8
 

Step 2—Data Entry ....................................................................................................9
 

DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL..............................................................9
 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS .......................................................9
 

ENTERING PARTNER NAME................................................................................................9
 

ENTERING CONTACT INFORMATION .....................................................................................9
 

COMPLETING THE IDENTIFY FLEETS SCREEN......................................................................... 11
 

COMPLETING THE FLEET DETAILS SCREEN ........................................................................... 12
 

COMPLETING THE OPERATION SCREEN ............................................................................... 12
 

COMPLETING THE BODY TYPES SCREEN .............................................................................. 13
 

REVIEWING THE SMARTWAY CATEGORY SCREEN.................................................................... 13
 

SELECTING A FLEET FOR DATA ENTRY................................................................................ 13
 

COMPLETING THE GENERAL INFORMATION SCREEN................................................................. 13
 

COMPLETING THE ENGINE MODEL YEAR & CLASS SCREEN ........................................................ 14
 

COMPLETING THE ACTIVITY INFORMATION SCREEN................................................................. 14
 

COMPLETING THE FUEL ALLOCATOR WORKSHEET ................................................................... 15
 

COMPLETING THE BIODIESEL BLEND WORKSHEET .................................................................. 15
 

ENTERING DATA IN THE PAYLOAD CALCULATOR..................................................................... 15
 

ENTERING DATA IN THE AVERAGE CAPACITY VOLUME CALCULATOR ............................................. 16
 

ENTERING AVERAGE USED CARGO VOLUME %...................................................................... 17
 

COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION ...................................................... 17
 

ENTERING DATA IN THE IDLING HOURS CALCULATOR.............................................................. 17
 

COMPLETING THE PM REDUCTION SCREEN........................................................................... 17
 

COMPLETING THE DATA SOURCES SCREEN .......................................................................... 18
 

SUBMITTING YOUR TOOL TO EPA..................................................................................... 18
 

Step 3 – Results and Summary Reports...................................................................20
 

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PRE-CHECKLIST — BEFORE GETTING STARTED
 

WARNING:
 

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

IS THIS THE RIGHT TOOL FOR ME? 

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

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 EPAwebsite and other EPA 

communications 

•	 Company contact information 

•	 Contact details for your Working Contact (see page 9 for definition) 

•	 Contact details for an Executive, Sustainability, and/or Other Contact(s) (Executive cannot be the 

same as the Working Contact) (see page 10 for definition) 

•	 Percent split between US/Canada operations for each fleet 

•	 Quarterly International Fuel Tax Agreement (IFTA) statements1 (for activity data) for the reporting 

1 If applicable – for Class 7, 8a and 8b trucks only. 

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calendar year 

•	 Fleet details for all fleets you control: 

o	 SCACs, MCNs, DOT, and/or NSC 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 calendaryear 

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 and average volume by class 

o	 For less-than-truckload carriers, average load weight and average number of loads per 

truck 

o	 Average cargo volume use percentage 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 

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

This data should 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. 

WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE TRUCK CARRIER 

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 (The Tool does not currently 

work using the Mac operating system) 

•	 A minimum of 15 megabytes of free disk space. More disk space may be required based on 

the number of companies you define in your Tool 

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

*The Excel web application in MS Office 365 (the cloud-based version of the Office operating system) 

does not currently support the macros used in the SmartWay tools. Therefore, SmartWay tools do not 

function in Office 365 at this time. 

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. 

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Step 1—Data Collection Requirements 

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

Truck Carrier Tool Technical Documentation explains more about the methodological structure and 

technical aspects of the Tool and the data entry process; this guide will focus primarily on the essentials for 

completing the Tool. 

INTRODUCTORY SCREENS 

Upon opening the 2017 Tool, you will see a Welcome screen, followed by five screens which orient you to 

the Tool. The Assistance for New Users screen appears first, and allows users to view an orientation video. 

Additional screens may be accessed from this screen, including Tool selection guidance, data collection 

needs, Tool help and navigation, and the SmartWay Partner Tool Schedule for 2018. These are general 

information screens and may be skipped if you are already familiar with the Tool. However, upon 

proceeding you MUST select the box at the bottom of the Partnership Agreement screen, indicating that 

you agree to the terms of the Partnership Agreement. 

AUTO-POPULATION 

As you progress through the Tool, you will see an “Auto-Population” screen. This screen allows partners 

and applicants to input their SmartWay ID and automatically load the information for the initial steps of the 

Tool (Partner Name, Contact Information, and for established Partners, Fleet Information), based on the 

prior year’s submittal or, for applicants, information entered through the online SmartWay Carrier 

Application.2 The Auto-Population option can save time and ensure naming consistency for your contacts 

and fleet(s) from year to year. A popup screen will appear displaying all the contact and fleet data uploaded 

for your review before proceeding. Corrections and revisions may be made on the HOME screen if needed. 

If you do not have a SmartWay ID, or prefer to enter this data manually, you may skip this step. 

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 have not been in operation for a full year, you must collect a minimum of three months’ 

data for input into the SmartWay Tool. In your next update year, you will be expected to submit a full year’s 

data. 

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 your company’s official Partner Name under Section 1 of the HOME screen,
 

exactly as you want it to appear on the SmartWay website.
 

2 You may access the SmartWay carrier application at 

http://app5.erg.com/smartwayonramp/onramp/index.cfm?CFID=708106&CFTOKEN=14c13f056f84b32c-C1172202-F7AC-091B019982BF6AE1A5ED. 

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Your company will be listed exactly as you’ve entered in Section 1. Therefore, it is important to pay special 

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

If you selected the auto-populate option please review the Partner Name as it appears on the screen,
 

revising it as necessary.
 

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 Working Contact3 for any questions about your company’s participation and Tool submissions 

•	 An Executive Contact4 for participation in awards and recognition events 

•	 A Sustainability Contact (optional)5 for information on company sustainability programs and 

outreach 

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

Executive, or Sustainability 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 

Working and Executive Contacts must be different, in order to proceed. SmartWay recommends developing 

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

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

If you selected the auto-populate option you still MUST review the Contact Information summary
 

screen that pops up upon completion of this step, and revise any entries on the HOME screen as
 

needed.
 

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS 

The Truck Carrier Tool tracks fleet-level operations. Most carriers will only need to create one fleet 

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. 

3 The Working Contact is the individual designated by the Executive Contact to directly interface with SmartWay regarding specific tasks 

involved in the timely submission of the Tool. The Working Contact is responsible for coordinating the assembly of information to 

complete/update 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 Working contacts may need to add SmartWay/EPA to their preferred list of trusted sources.) 4 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay 

Partnership Agreement, overseeing the Working Contact (as appropriate), and ensuring the timely submission of the Tool to 

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

President or higher-level representative for the company. 5 The Sustainability Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts. 

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There are five 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 include a Fleet 

Identifier. Use a Fleet Identifier that is recognizable by yourcustomers. 

•	 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 SCAC, MCN, DOT or NSC numbers (for fleet identification), and define the fleet as “for-hire,” 

“private,” or “dedicated”. If you have questions, please call the SmartWay helpline at (734)-214-

4767. 

•	 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 specializedcarriers) 

•	 SmartWay Category: The SmartWay Category designation for each of your fleets will be shown on 

the fifth screen, based on your selections on the Operation and Body Type screens. For example, 

SmartWay Categories include Truckload/Dry Van, LTL, Mixed, etc. Your fleet’s performance will be 

measured against other carriers with the same category designation, so please ensure you have 

characterized your fleet correctly before proceeding. 

Once you have defined your fleets, create the data entry forms for your fleet by selecting the Create 

Fleet(s) button, available on the SmartWay Categories tab.
 

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. 

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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. 

Question 1 asks you to indicate your fleet’s percent operation in the U.S. and Canada. Acceptable metrics 

include miles, fuel consumption, or any reasonable quantitative means of allotting the approximate 

percentage of operations in the two countries. 

Next, you must select the fuel types found in this fleet in question 2. You will be asked 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, and 85% ethanol (E85) 

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

d.	 Liquefied Natural Gas (LNG) 

e.	 Compressed Natural Gas (CNG) 

f.	 Electric: vehicles exclusively using battery electricpower 

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. Please complete the screens for each fuel type you select. 

Question 3 asks you to determine your short-haul split vs. long-haul split. You will be requested 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. 

In Question 4, you will be asked to indicate if you broker-out some portion of your company’s total 

freight volume, and if so, to specify what percent of your total loads shipped last year were brokered. If 

you indicate that more than 5 percent of company’s total freight volume is brokered out, you will 

receive a warning that you should consider using the Logistics Carrier Tool or the Multimodal Carrier 

Tool instead of the Truck Carrier Tool. You may choose to contact your Partner Account Manager (PAM) 

or the SmartWay helpline if this occurs. 

For Question 5, check to box if your fleet operates in the Northeast United States. This information is 

voluntary and not required for Tool submittal. This question asks about your activities in the Ozone 

Transport Commission (OTC) member states. The OTC is a multi-state organization created under the Clean 

Air Act, responsible for advising EPA on transport issues and for developing and implementing regional 

solutions to the ground-level ozone problem in the Northeast and Mid-Atlantic regions. OTC member states 

include Connecticut, Delaware, the District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, 

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New Jersey, New York, Pennsylvania, Rhode Island, Vermont, and Virginia. If you operate in these states, 

please specify if you were asked to join SmartWay by the OTC. If so, you should then indicate what 

percentage of your operation is based in the OTC, what the percentage estimate is based on (miles, gallons, 

or other) and the percentage value. 

NOTE: For fleets categorized as Less-than-truckload/Dry Van, data for the average number of loads per 

truck and weight per load are now required in Question 6. Pay close attention to how these values are 

defined and estimated – the tool will validate these estimates by comparing them against the payload 

data entered later on the Activity screen. 

FUEL-SPECIFIC SECTIONS: ENGINE MODEL YEAR & 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 up to three 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 specify diesel trucks with pre2007 engines on the Engine Model Year & Class screen 

To complete these screens, you will need to have the following data on hand 

•	 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 default 

ranges) 

•	 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 combinationtrucks 

•	 average used cargo volume percent by truck class 

•	 road type/speed category splits by truck class 

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

•	 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”. 

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Step 2—Data Entry 

DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL 

To download the SmartWay Truck Tool, visit: https://www.epa.gov/smartway/smartway-truck-carrierpartner-resources. Save the Tool in a folder on your hard drive; this folder should 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, 2010, 2013, 

or 2016). 

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

“Truck Carrier Partner 2.0.17 Tool: User Guide.2017 Data Year—United States Version” from
 

https://www.epa.gov/smartway/smartway-truck-carrier-partner-resources and review the screen-byscreen guidance in Part 1: Downloading and Setting Up the Tool.
 

ENTERING PARTNER NAME 

Under Step 1 on the HOME screen: 

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

other EPA communications in the field as indicated.
 

2.	 Proceed to Section 2 to enter Contact Information. 

ENTERING CONTACT INFORMATION 

Under the Partner Information tab: 

Note: Use the Tabs at the top of the window to navigate between the 5 information screens 

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

submit the Tool to SmartWay without this information. 

1.	 Enter the Company address, phone numbers, and website (optional). 

2.	 Enter the Working Contact name and title. 

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

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

Contact is responsible for coordinating the assembly of information to complete/update fleet data; 

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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 contacts may need to add 

SmartWay/EPA to their preferred list of trusted sources.) 

3. Enter the Executive Contact name and title. 

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

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

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

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

Vice President or higher level representative for the company. 

4. Enter the Sustainability Contact name and title (optional). 

The Sustainability Contact is the individual assigned responsibility for monitoring the company’s 

environmental performance. The Sustainability Contact may be the same as the Working or 

Executive Contact (and specified by checking the “Same as” boxes in the Sustainability Contact 

section), but cannot be the same as any Other Contact. 

Under the Working Contact tab: 

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

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

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

will appear to theright. 

Under the Executive Contact tab: 

1. 

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

the address section of this record. 

Under the Sustainability Contact tab: 

Enter the Executive Contact information. If the Executive Contact shares thesame address as 

1. Enter the Sustainability Contact information, if applicable. If the Sustainability Contact shares 

thesame address as the company, you may select the 

button to auto-populate the address section of this record.
 

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Under the Other Contacts tab: 

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

2. Enter the first Other Contact then select when done. 

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

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

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

information from different sources within the company. You may find it 

useful to have this additional contact information stored within the Tool. 

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

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

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

box will appear informing you what additional information isrequired. 

button. You can remove an existing contact by highlighting the 

contact and then selecting . 

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

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

COMPLETING THE IDENTIFY FLEETS SCREEN 

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

Descriptions screens. 

2.	 Confirm that the Partner Name that appears automatically is correct and appropriate for your fleet. If 

not, make changes in the field under the heading “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 

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

button. 

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. 

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

COMPLETING THE 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, DOT and/or NSC 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, DOT or NSC 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 theirTool.
 

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

4.	 Select the button or select the Operation tab at the top to proceed to the nextsection. 

COMPLETING THE OPERATION 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. The percentages for each fleet must 

sum to 100. 

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

section. 

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COMPLETING THE BODY TYPES SCREEN 

1.	 For each fleet, enter an estimate of the percentage of total vehicles 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.	 Select the button or select the SmartWay Category tab at the top to proceed tothe 

next section. 

REVIEWING THE SMARTWAY CATEGORY SCREEN 

1.	 The SmartWay Category designation for each of your fleets is shown on this screen, based on your 

selections on the Operation and Body Types screens. Your fleet’s performance will bemeasured 

against other carriers with the same category designation, so please ensure you have characterized 

your fleet correctly before proceeding. 

2. Once you are sure your Fleet Description information is input correctly, you may selectthe 

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. 

SELECTING A FLEET FOR DATA ENTRY 

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. 

COMPLETING THE GENERAL INFORMATION SCREEN 

1. Enter your percentage of operations in the U.S. andCanada. 

• Inputting a value in one cell automatically populates the other cell to add up to100. 

2. Select the boxes for the fuel type(s) you use. 

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

the General Information tab) will become active. 

3. 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. 

4.	 Select “Yes” or “No” indicating whether you broker-out some portion of your company’s total 

freight volume. 

• If you select “Yes”, enter the percent of your total loads shipped last year that were 

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brokered out. 

5.	 Check the box if your fleet operates in Ozone Transport Commission (OTC) memberstates. 

•	 If you operate in the OTC, select “Yes” or “No” indicating whether you have been asked to join 

SmartWay by the OTC. 

•	 Enter the percentage of your operation that is based in the OTC memberstates. 

•	 Select Miles, Gallons, or Other to indicate what that percentage is based on. If you select 

“Other”, specify your response in the space provided. 

•	 Enter the value for the item you indicated that your percentage was based on (miles, 

gallons, or other). 

6.	 If your fleet is categorized as Less than Truckload, enter the average number of loads and average weight 

per load for the fleet. Your estimates will be validated against the truck class-specific payload information 

you enter on the Activity screen(s). 

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

8.	 Select or select the next available fuel tab at the top to begin entering fueland activity 

data for this fleet. 

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). 

1.	 Use the scroll bar to the right if you need to enter information for older modelyears.
 

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

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

next section. 

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

accuracy of your model year and truck class selections. 

Note: You may review previous years’ selections by selecting the Year-to-Year Comparison Report 

on the Home screen. 

COMPLETING THE ACTIVITY INFORMATION SCREEN 

1. Enter the exact value for total miles driven collectively by this fleet by vehicle class. Include all out- of14 | P a g e 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

route, positioning, empty, and other miles driven. 

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

2.	 Enter the exact value for the revenue miles—the number of miles your fleet drove thatwere 

charged to a customer account. 

3.	 Enter the exact value for the total number of empty miles traveled by yourfleet. 

4.	 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). 

button will appear. Select this button and provide your best estimate of your 

reefer fuel use in gallons for each truck class. Diesel, LPG, LNG, CNG, and electric trucks are assumed to 

use diesel reefers, and gasoline trucks to use gasoline reefers. Enter zero for any truck classes/fuel types 

that do not utilize reefer units. If you do not know your reefer fuel use atthe truck class level you may 

enter a total value which will be distributed across your truck classes proportional to your vehicle fuel 

consumption entries. 

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

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, select 

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 select
 

COMPLETING THE BIODIESEL BLEND WORKSHEET 

If this fleet has used biodiesel, select the button and specify your biodiesel volumes by 

blend level in the Biodiesel Blend Worksheet. 

1. For each of the blends used by your fleet, enter the appropriate number of gallonsused. 

2.	 Select 

ENTERING DATA IN THE PAYLOAD CALCULATOR 

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

button.
 

2. Under Step 1 select your activity Allocation Method. 

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

. 

. 

. 

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4.	 Under Step 2 select the box(es) next to the body types used in this Truck Class. Note that some body type 

selections may be unavailable based on the body type(s) selected in the Fleet Description(s) section of 

the Tool. 

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

6.	 For each body type selected, use the drop-down to select a range, or preferably, enter a precise 

estimate OR the exact payload if available. Make sure to include any pallet and packaging weight. 

7.	 Validate the screen to determine if there are any errors to correct; if yes, correct the errors and/or 

8. Enter comments using the button to explain your data inputs. 

9.	 Select to perform a final validation check and return to the Activity Informationscreen. 

ENTERING DATA IN THE AVERAGE CAPACITY VOLUME CALCULATOR 

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

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

2. Under Step 1 select one of the three reporting basis options using the radio checkboxes. 

3.	 Under Step 2 enter the requested metrics for the trailers, containers, tankers, bulk carrier, or other 

trailers used in this truck class. 

4.	 Select to return to the Activity Information Screen. 

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

to open the Volume Calculator screen. 

2. Under Step 1 select your activity Allocation Method. 

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

4.	 Under Step 2 select the box(es) next to the body types used in this Truck Class. Note that some body type 

selections may be unavailable based on the body type(s) selected in the Fleet Description(s) section of 

the Tool. 

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

6.	 For each body type selected, use the drop-down to select the default average volume OR enter the 

exact volume if available. 

7. 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. 

8.	 Select to perform a final validation check and return to the Activity Informationscreen. 

1. Select 

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ENTERING AVERAGE USED CARGO VOLUME % 

1. If you specified drayage activity under the Operation Types screen, and you do not know the cargo 

volume use in your containers, you may select , in which case the industry average
 

capacity utilization value will be auto-populated for you.
 

2. Otherwise enter your estimate for average cargo volume use in percent for each truckclass. 

COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION 

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

2.	 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 thescreen. 

3.	 Select to return to the Activity Information screen. 

ENTERING DATA IN THE IDLING HOURS CALCULATOR 

button to open the Idle Hours Calculator. 

2.	 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 thisfleet. 

3.	 Select to return to the Activity Information Screen. 

COMPLETING THE PM REDUCTION SCREEN 

1.	 Select the “PM Reduction” box at the top of the screen if your fleet employs particulate matter 

reduction technologies on pre-2007 engines. If your fleet does not employ such devices you may 

1. Select the 

select to proceed. Otherwise continue with the following steps. 

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

3. Enter the number of trucks equipped with the device by engine (not vehicle) modelyear. 

4.	 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) modelyear. 

5. When done, select to make sure you have filled out everything properly on thisscreen. 

6.	 Select to return to the Home screen or select to proceed to the next fuel 

type, or the Data Sources screen. 

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

screens as indicated above. Otherwise proceed to the Data Sources screen. 

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COMPLETING THE DATA SOURCES SCREEN 

Once you have completed entering the activity data for all fuel types you must proceed to the Data 

Sources screen. You will see four spaces to specify your data sources for total miles driven, gallons of fuel 

used (including biofuel and reefer), average payload (cargo weight only), and other data sources 

(including capacity utilization, idle hours, and road type/speed distribution). Select the buttons next to 

each section for descriptions and examples showing comments types of information and the requisite level of 

specified for your other fleets’ data sources EXCEPT for fleets where you have checked the box to indicate 

that data sources are for that fleet only. You may select 

any time you want after making changes on this screen to apply changes to other fleets. If you select the 

checkbox at the top of the screen to user data sources for this fleet only, this will prevent the information 

you enter on the data sources screen from being overwritten if you later select 

while entering data for another fleet. For instance, if you have four 

fleets and you have checked this box for your first fleet bout not the others, when entering data for 

your second fleet if you select , the data sources for your second 

fleet will be copied to your third and fourth fleets, but your first fleet’s data sources will not be updated. 

detail you should provide. After completing the four data source sections, if your data sources 

are the same across all your fleets, select to copy the data 

sources currently on screen to all your other existing fleets. This will overwrite any information you have 

When finished select to identify and address potential errors, and then select to return 

to the Home Screen. 

***Once you’ve reviewed these sections, you will be ready to submit your Tool to EPA.*** 

Next Steps 

If you have finished inputing data for all of your fuel types, select to return to the HOME screen 

and follow the instructions to submit your Tool to EPA. 

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. 

SUBMITTING YOUR TOOL TO EPA 

1. Select the which will open a new screen. 

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

Agreement once again. 

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

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Truck_PartnerName_Year_V0.xml9 

For example, Truck_ABCompany_2017_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. 

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

5.	 Follow these instructions for submitting your .xml and .xls files to SmartWay. Note that the .xml file 

is approximately 10 times smaller than the .xls file. 

6. Upon selecting , a screen will appear that allows you to close the Truck Carrier Tool or 

return to the Home screen. 

•	 NOTE: DO NOT ZIP the .xls and .xml files. Send them to EPA as normal files attached in an 

e-mail. EPA security will not allow zipped files through the EPAfirewall. 

•	 NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLS FILES. 

Please visit https://www.epa.gov/smartway/smartway-truck-carrier-partner-resources for additional 

resources, including printable data collection worksheets, and technical documentation, for more in 

depth exploration of each section of the Truck Carrier Tool. 

9 If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2017_V1.XML for the second 

iteration, etc. 

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Step 3 – Results and Summary Reports 

The View Your Data Reports section gives you access to 12 reports to help you understand your data and 

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

at the bottom of the Home screen. 

The Year-to-Year Comparison Report allows you to compare the fleet characteristics, activity values, and 

performance metrics from your current reporting year 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 use 

for your current Tool. You can access this report by selecting 

at the bottom of the Home screen. 

The Feedback section allows you to provide EPA with 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 #5 on the Home screen will open this form. 

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