2018 SmartWay Multimodal Carrier 

Partner Tool: 

User Guide 

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

Partner Tool: 

User Guide 

U.S. Version 2.0.17 (Data Year 2017) 

Transportation and Climate Division 

Offce of Transportation and Air Quality 

U.S. Environmental Protection Agency 

Offce of Transportation and Air Quality 

EPA-420-B-18-026 

May 2018 
 

 

 

 

 

 

 

 

 

Table of Contents 

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

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

WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?.................................................................2 

WHY DO MULTIMODAL CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? ......................3 

HOW DO MULTIMODAL CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?......................3 

HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?.................................................4 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE MULTIMODAL CARRIER TOOL?....................4 

WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE MULTIMODAL CARRIER 

TOOL?....................................................................................................................................5 

HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS? ....................................5 

WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT?.............................17 

STEP 1—DATA COLLECTION REQUIREMENTS...........................................................19 

INTRODUCTORY SCREENS ......................................................................................................19 

AUTO-POPULATION................................................................................................................19 

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR ..................................19 

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME..................................20 

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION .....................................20 

DATA REQUIREMENTS FOR SECTION 3: DEFINE YOUR COMPONENT FLEETS.................................21 

DATA REQUIREMENTS FOR SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE........25 

DATA REQUIREMENTS FOR SECTION 5: DATA ENTRY FOR COMPONENT FLEETS............................26 

DATA REQUIREMENTS FOR SECTION 6: DEFINE YOUR COMPOSITE FLEETS..................................26 

STEP 2—DATA ENTRY ..............................................................................................27 

DOWNLOADING THE SMARTWAY MULTIMODAL CARRIER TOOL ...................................................27 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS .....................................................27 

ENTERING PARTNER NAME .....................................................................................................27 

ENTERING CONTACT INFORMATION.........................................................................................27 

ENTERING COMPONENT FLEET CHARACTERISTICS ....................................................................29 

ENTERING COMPONENT FLEET ACTIVITY INFORMATION.............................................................33 

ENTERING COMPOSITE FLEET DATA.........................................................................................33 

STEP 3 – RESULTS AND SUMMARY REPORTS ...........................................................36 

STEP 4 – SUBMITTING YOUR TOOL TO EPA .............................................................37 

APPENDIX A – CALCULATING COMPOSITE FLEET PERFORMANCE METRICS.............38 

APPENDIX B: WORKSHEETS FOR DATA COLLECTION...............................................40 

WORKSHEET #1: COMPANY AND CONTACT INFORMATION .........................................................40 

WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION ........................................................41 

WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS .....................42 

WORKSHEET #3B: ALLOCATE COMPONENT FLEETS ..................................................................43 

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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 SMARTWAY TOOL FOR ME? 

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

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. 

Seven types of freight transport companies can join SmartWay. 

• Freight shippers 

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• Logistics companies (including 3PLs/4PLs1) 

• Truck carriers 

• Rail carriers 

• Barge carriers 

• Multimodal carriers 

• Air 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. Tools submitted and approved on time 

qualify partners to use the SmartWay Logo. 

SmartWay ranks Partners’ efficiency and environmental performance and recognizes superior 

performance through the SmartWay Excellence Awards. 

WHY DO MULTIMODAL CARRIERS JOIN THE SMARTWAY TRANSPORT 

PARTNERSHIP? 

The SmartWay Transport Partnership provides multimodal 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. 

HOW DO MULTIMODAL CARRIERS JOIN THE SMARTWAY TRANSPORT 

PARTNERSHIP? 

Multimodal Carriers join SmartWay by submitting a SmartWay Multimodal Carrier Tool 

(hereafter known as the “Multimodal Carrier Tool.”) 

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

Multimodal Carrier Partners.” 

When a multimodal carrier submits a Multimodal Carrier Tool to EPA, they agree to the 

requirements stipulated in the SmartWay 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. 

1 3PLs/4PLs Third party logistics/fourth-party logistics companies 

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All SmartWay Multimodal Carrier Partners agree to complete and submit the SmartWay Multimodal 

Carrier Tool to: 

• define company composition 

• characterize company activity 

• individually benchmark fleets 

• track annual changes in performance 

Upon approval of a Multimodal Carrier Tool submission, multimodal carriers will be identified as 

SmartWay Multimodal 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. The carrier will 

also receive information on how to access its current SmartWay Registration Document. 

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 Multimodal 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. 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE MULTIMODAL CARRIER 

TOOL? 

To participate in SmartWay, multimodal carriers need to gather the following essential 

information to complete the Multimodal 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 5 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) 

• Fleet details: 

o Types of equipment 

o Vehicle/vessel/aircraft use by type 

o Fuel types and amount used 

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o Engine information, total ton-miles and total miles) plus: 

o Operation categories 

o Body Types 

o Business Unit Focus (e.g., logistics provider, freight forwarder, freight broker, or truck 

carrier) for the Logistics Tool only 

o Composite fleet names and associated component fleets 

o Component fleet allocation percentages 

o SCAC, Motor Carrier Numbers (MCNs), DOT numbers, and/or National Safety Codes 

(NSCs, for Canadian-registered trucks) for composite fleets 

o Split between US/Canada operations for composite fleets 

• 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 MULTIMODAL 

CARRIER TOOL? 

The Multimodal Carrier Tool was designed in “Microsoft Excel Forms.” Completing the 

Multimodal 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 Multimodal Carrier Tool. 

HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS? 

When you first open the Tool you may see a new “Protected View” security warning from 

Microsoft: 

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NOTE – THE SMARTWAY TOOL IS IN THE SAME FORMAT AS PRIOR YEARS AND IS 

SAFE TO OPEN ON YOUR COMPUTER. FOLLOW THESE STEPS TO PROCEED. 

1) Select the "Click for more details" link at the end of the message in the menu bar shown above. 

2) In the Microsoft Office File menu, choose the large "Edit Anyway" button located on the left 

next to the Protected View information section as shown below. 

Next, the following instructions should appear on your screen if you need to change additional 

security settings before running the Tool. The instructions differ depending upon what version 

of Excel you use (Excel 2003, 2007, 2010, or 2013). 

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Security Settings for Excel 2003 Users 

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

“Medium.” 

Macro Setting Tabs in Excel 2003 

1. When using Excel 2003, on the menu bar, go to Tools  Macro Security Level. 

2. When the “Security” window opens, select the “Medium” level, and select OK. 

Security Level Setting Screen in Excel 2003 

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Running the Tool in Microsoft Excel 2003 

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

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

3. You will see a security-warning box appear. Select the button in the 

security-warning box. 

Screen showing “Enable Macros” button 

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

working on your tool. 

Security Settings for Excel 2007 Users 

The default settings for Excel 2007 should enable you to run the Tool without any changes. 

Running the Tool in Microsoft Excel 2007 

1) Save the Tool to your computer. 

2) Open the file, and select the button that appears after the 

Security Warning just below the menu bar. Detailed instructions are also 

provided on the screen itself. 

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Security Warning Screen 

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

content” and select OK. 

Security Options Dialogue Box 

The Welcome Screen for the Shipper Tool should then appear and you will be ready to begin working on 

your tool. 

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Troubleshooting the Security Settings in Microsoft Excel 2007 

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

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

select the button in the bottom right corner of the pull-down menu. 

Select the “Excel 

Options” button 

Excel Options Drop-Down Menu 

On the Excel Options screen, select Trust Center in the left navigation bar: 

Select the 

“Trust Center” 

Excel Options Drop-Down Menu 

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

the screen: 

Select the “Trust 

Center Settings” 

button 

Trust Center Settings Screen 

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Choose the setting “Disable all macros with notification” and select OK. 

Select “Disable all macros 

with notification.” 

Macro Settings Screen 

Then run the Tool. 

If, at this point, the Tool does not open, review the “Software and Hardware Requirements”. If you 

after reviewing this section, you cannot determine how to correct the problem, contact your SmartWay 

Partner Account Manager. 

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Security Settings for Excel 2010 and newer Users 

The default settings for Excel 2010 and newer Excel versions should enable you to run the tool without 

any changes. To run the tool: 

1) Save the tool to your computer. 

2) Open the file. Depending on your Office settings, you may receive an “Enable Editing” 

popup. If you do, simply select the button. This will allow you to enter 

data into the tool. You may only receive this popup the very first time you open the 

tool. 

The Enable Editing Button 

3) Depending on your Excel macro security settings, you may receive a popup. 

If you do, simply select the button. This will enable macros in the tool you 

just opened. 

Security Warning Popup 

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

To adjust your security settings, select the File tab from the menu bar (in the top left corner 

of the screen) and then select the button in the bottom left-hand menu of the tab. 

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Select the “Options” 

button 

Excel 2010 and Newer Options Drop-Down Menu 

On the Excel Options screen, select Trust Center in the left navigation bar: 

Select “Trust Center” 

Excel 2010 and Newer Options Drop-Down Menu 

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

portion of the screen: 

Select the “Trust Center Settings” 

button 

Trust Center Settings Screen 

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Choose the setting “Disable all macros with notification” and select OK. 

Select “Disable all 

macros with 

notification” 

Macro Settings Screen 

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WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT? 

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

the “Partnership Agreement for 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 and tool submittal status 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 describedhere. 

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

available to EPA. 

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

Government Appropriations). 

4. Treat individual corporate data as sensitive businessinformation. 

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 specificpartners. 

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 

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endorses the purchase or sale of the Partner’s products and services or the views ofthe 

organization. 

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

this Partnership Agreement. No separate agreement need be submitted. 

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1 

Step 1—Data Collection Requirements 

This section will identify data needed to complete the sections of the Multimodal Carrier Tool. 

INTRODUCTORY SCREENS 

Upon opening the 2017 Tool, you will see a Welcome screen. On this screen current partners may 

input their SmartWay ID number, and new partners will indicate how they heard about the SmartWay 

program. The Welcome screen is 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 (if not already entered on the Welcome screen), 

and automatically load the information for the initial steps of the Tool (Partner Name, Contact 

Information, and for established Partners, Truck and Logistics 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. 

2 You may access the SmartWay carrier application at 

http://app4.erg.com/smartwayonramp/onramp/index.cfm?CFID=708106&CFTOKEN=14c13f056f84b32c-C1172202-F7AC-091B019982BF6AE1A5ED. 

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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. 

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 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 Multimodal Carrier Tool submission 

schedule is maintained, in the event that a Working Contact is reassigned, or leaves the company for 

any reason. 

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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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: DEFINE YOUR COMPONENT FLEETS 

Understanding Component and Composite Fleets 

Multimodal companies are somewhat more complicated to characterize than truck, rail, air, or bargeonly companies. Often, multimodal services are comprised of a wide range of truck, rail, barge, and/or 

dray services that may be provided by the company or purchased from third party providers by the 

company. To properly characterize the emission rates for multimodal companies, one must account 

for this wide variety of operations and service levels. 

Multimodal rail freight is defined as any freight transported by a multimodal carrier, which 

may include intermodal containers as well as cargo configurations such as boxcars, tanker 

cars, etc. 

To accomplish this SmartWay has developed the concept of “component” and “composite” fleets. 

Composite fleets are entities that your customers can hire to move their freight. For example you may 

have a Truckload Division and an Intermodal Division, whereas Component fleets are organized 

around your internal management of the company. 

In the Multimodal Carrier Tool you will be asked to input data for all of your component fleets which 

will include those you own and manage as well as any hired services you purchase. Once these 

component fleets have been characterized you will be asked to build your composite fleets (the ones 

the public sees and can hire) from your component fleets. This process will attribute the appropriate 

weighted emission factors to your composite fleets, and demonstrate to your customers the benefits 

of using your multimodal freight services. 

Example: Company “J” has a Truckload Division, an Intermodal Division, and a Dray Division that the 

public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it 

has its own dray fleet, and it hires dray companies. 

The Truckload Division’s services are provided by its own truckload fleet and its hired 3PL fleet. 

The Dray Division’s services are provided by its own dray fleet and hired dray services 

The Intermodal Division’s services are provided for by its own truckload fleet, its own dray fleet, its 

hired rail services, and its hired dray services. 

Therefore the partner defines the following component fleets: 

1. For its truckload fleet (using the Truck Mode selection) 

2. For its dray fleet (using the Truck Mode selection) 

3. For its 3PL fleet and hired dray operations (using the Logistics Mode selection) 

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4. For its rail operations (using the Rail Mode selection) 

The partner will then assign the appropriate operations of these component fleets to define the 

composite fleets that the public can hire: 

Composite Fleet One: Truckload Division 

60% of its truckload fleet, 70% of its 3PL fleet 

Composite Fleet Two: Intermodal Division 

40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet, and 

40% of its own dray fleet 

Composite Fleet Three: Dray Division 

20% of its hired dray fleet, 60% of its own dray fleet 

Drayage operations should be included in the SmartWay Multimodal Carrier Tool if your 

company controls drayage movements (e.g., receives payments directly to move the freight 

using your own drayage trucks, or purchases drayage services directly from a third party). 

Data Requirements for Component Truck and Logistics Fleets 

There are four screens in the Truck Fleet Characterization section of the Tool. The first two screens 

are also common to the Logistics Mode: 

1. Identify Fleets 

2. Fleet Details 

3. Operation 

4. Body Types 

To characterize truck and logistics component fleets you will need to specify: 

• Fleet (Partner) Name: Each of your component fleet names will begin with the name of your 

company. 

• Fleet Identifier: Each fleet identifier will automatically be combined with the Fleet Name 

(Partner Name) field. 

• 95% Control: Determine if your company controls over 95% of the operation of each fleet, 

weighted by miles. “Control” means that you operate/route the fleet, regardless of ownership 

status. Control includes dedicated fleets that you operate for other parties. If you contract out 

more than 5% of the fleet’s operation, the Logistics mode should be selected instead of Truck 

for that fleet. 

The key question regarding definition of “control” is: Am I able to influence the fuel efficiency of 

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the trucks, and can I collect data on the trucks? SmartWay understands that control within the 

trucking business exists along a continuum. On one hand, some fleets purchase their own trucks, 

spec, maintain, and route the trucks, and have full operational control over the trucks, for 

example controlling the speed the trucks are allowed to drive, when and where they can idle, 

etc. These fleets have a high degree of control. On the other end of the continuum, some 

companies hire other parties to move the freight, and other than assigning a load with a 

pickup/destination point, have no interaction with the freight delivery, or ability to influence the 

fuel efficiency of the truck or the collection of data on the truck. 

If you can actively affect the fuel efficiency of the truck and collect the data necessary on that 

truck to include in this Tool, you have control. SmartWay understands that there are many 

organizational/ operational permutations in the trucking industry and there may be “gray” areas 

that need further clarification. If you still have questions, you may contact your assigned 

SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767. 

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

alphabetic character code used by the transportation industry to identify transportation 

companies. SCACs are assigned by the National Motor Freight Traffic Association, Inc., (NMFTA). 

If you cannot remember your SCAC(s), please contact NMFTA before proceeding. You can find 

NMFTA contact information at http://www.nmfta.org/Pages/ContactUs.aspx. 

• Motor Carrier Number (MCN): The Motor Carrier Number is a 5, 6, or 7 digit number provided 

by the Federal Motor Carrier Safety Administration. 

• Department of Transportation (DOT) Numbers: The carrier identification number issued to all 

carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits 

in length. 

• National Safety Code (NSC) Numbers are carrier identification numbers issued to fleets with 

Canadian registration. 

Entering SCACs, MCNs, DOT, and NSC numbers are optional; however, if you have this 

information you are encouraged to supply it to make sure SmartWay Shippers and Logistics 

companies can identify you. 

• Fleet Type: Fleet Type is defined as the service type for your fleet. There are three options 

accepted by the Tool—“For-Hire,” “Private,” and “Dedicated.” If your company has only one 

fleet, your “Fleet Type” selection will reflect your company’s operations as a whole. If there are 

multiple fleets, each will have its fleet type defined separately. 

You will also need to indicate the percentage of operation on a mileage basis. Operational categories 

include: 

• Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo, 

generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload 

carrier is a trucking company that generally contracts an entire trailer-load to a single customer. 

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• Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and 

consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub 

terminal where the freight will be further sorted and consolidated for additional linehauls. 

• Drayage - Predominantly associated with port, or rail-head connections where freight is picked 

up, and moved to another transfer facility or transport mode terminal. Often these moves are 

short in nature, but can be longer depending on specific situations. 

• Package delivery (PD) - Covers operations characterized by residential or business package 

delivery/pickup consisting primarily of single or small groups of packages. It does not include 

larger scale pickup delivery operations that are more properly characterized as LTL operations. 

Common examples of this type of operation are the brown UPS and white FedEx delivery 

vehicles. 

• Expedited - Time-sensitive freight shipments, with trucks typically on stand-by. 

Estimate the percent of each operational category based on approximate mileage. This percentage 

calculation does not need to be exact but should be reasonably reflective of your fleet. 

Next you will need to provide the percentage by body type for each component fleet. Body Type 

categories include: 

• Dry van/box van 

• Refrigerated (Reefer) 

• Flatbed 

• Tanker 

• Intermodal chassis containers (pooled and owned) 

• Heavy/Bulk hauler 

• Auto carriers 

• Moving 

• Utility6 

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

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

Data Requirements for Business Unit Characterization Screen (Logistics Only) 

For each Logistics business unit you will need to specify the percent of total activity associated with 

the different Business Unit Focus categories, listed below. 

6 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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• Logistics Provider: Logistics providers are non-asset based third parties that provide multiple, 

bundled logistics services. They may be involved in material management, transportation 

management, inbound and outbound freight, inventory management, 4PL activities, 

warehousing, cross dock, kitting, packaging, and sub assembly processes. 

• Freight Forwarder: Freight forwarders are documentation specialists and consolidators of 

freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders 

normally provide pickup and delivery for domestic and international shipments, and provide the 

property transportation for a compensation or fee basis. 

• Freight Broker: A freight broker buys and sells transportation services and normally works on 

behalf of a carrier or shipper. 

• Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets 

can be for-hire or private/dedicated. Refer to “Choosing the Right Tool for your Business Units” 

in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the 

Truck Carrier portion of your operations. 

• Rail Freight Broker: Freight broker specializing in rail mode services. 

Data Requirements for Other Components (Air, Barge, and Rail Modes) 

The Air, Barge, and Rail component tools require similar information to identify and characterize 

individual fleets. The Air component requests information on: 

• Fleet Type (dedicated freight, mixed operations, or passenger) 

• Service area (international, national, or regional) 

• Revenue category (large <$1B/yr; medium $100M - $1B/yr; small $20M - $100M/yr; and micro < 

$20M/yr) 

• Number of aircraft 

The Barge component requests: 

• Fleet Type (open water or river barge) 

• Number of barges 

• Number of tugs 

• Annual tons of cargo shipped by commodity type 

The Rail component requests: 

• Class of the fleet (1, 2, or 3) 

DATA REQUIREMENTS FOR SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER 

DATA FILE 

To ensure that the Multimodal Tool gives you the most current list of SmartWay carriers to select 

from, you must select the button on the Home 

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screen. A new box will appear next to the button indicating the “Date of Current Carrier File.” You are 

now ready to select carriers and enter activity data for each fleet. 

You will not be able to input the required logistics fleet data in Step 5 without this file. You must have 

an active Internet connection to perform this step. 

DATA REQUIREMENTS FOR SECTION 5: DATA ENTRY FOR COMPONENT FLEETS 

PLEASE REFER TO THE TRUCK, LOGISTICS, BARGE, RAIL, AND AIR TOOL USER 

GUIDES FOR DETAILED INSTRUCTIONS REGARDING DATA REQUIREMENTS FOR 

YOUR COMPONENT FLEETS. 

DATA REQUIREMENTS FOR SECTION 6: DEFINE YOUR COMPOSITE FLEETS 

After identifying and characterizing your component fleets, you will provide information for EACH 

composite fleet. Required information includes the name of each composite fleet. You must also 

allocate component fleet activity based on the percentage of total miles and total ton-miles 

attributable to each composite fleet. Total Miles refers to truckload miles for the Truck mode, railcarmiles for the Rail mode, barge-miles for the Barge mode, and aircraft miles for the Air mode. 

Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and 

gram per ton-mile performance metrics for composite fleets. 

You will also need to specify the SCAC, MCN, DOT, and NSC values for each composite fleet, if 

available. These values are not mandatory but will assist Shippers and Logistics Companies in 

identifying your fleets. Finally, for each composite fleet, you must estimate the percentage of 

operations that occur in the United States and Canada. 

Please use the worksheets in Appendix B to help compile your information before entering your data 

into the Multimodal Tool. 

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Step 2—Data Entry 

DOWNLOADING THE SMARTWAY MULTIMODAL CARRIER TOOL 

To download the SmartWay Multimodal Tool, visit: https://www.epa.gov/smartway/smartwaymultimodal-carrier-tools-and-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 “Multimodal Carrier Partner 2.0.17 Tool: User Guide.2017 Data Year—United States 

Version” from https://www.epa.gov/smartway/smartway-multimodal-carrier-tools-and-resources 

and review the screen-by-screen 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 

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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; completing and updating the Tool itself; maintaining direct 

communication with SmartWay; and keeping interested parties within the company apprised 

of relevant developments with SmartWay. 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. 

1. 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. 

2. 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: 

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: 

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

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

address section of this record. 

Under the Sustainability Contact tab: 

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

same address as the company, you may select the 

auto-populate the address section of this record. 

button to 

Under the Other Contacts tab: 

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

Enter the first Other Contact then select when done. 

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. 

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 

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 

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. 

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

ENTERING COMPONENT FLEET CHARACTERISTICS 

Identify Fleets Screen 

1. On the Home screen select the pull-down menu for Define Your Component Fleets to display the 

available component fleet modes. Options include truck, logistics, rail, barge, and air modes. A 

commercial marine module will be added to the Tool in the future. Note that some terminology 

on the Define Component Fleets screens are slightly inconsistent between the Truck Mode and 

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Unit Identifier for Logistics component fleets. 

3. To enter another component fleet, select the button. To delete 

a component fleet, select the box next to the row you wish to delete, and then select the 

button. Once you have confirmed or modified the Partner Name 

the Logistics Mode, however the two modes work and act the same. For example, “fleets” within 

the Truck Mode are referred to as “Business Units” within the Logistics Mode. 

2. Enter data for your first component fleet including: 

• Fleet (Partner) Name: Each of your component fleet names will begin with the name of your 

company. This fleet name will be whatever you enter in the Fleet Name (Partner Name) field on 

the Identify Fleets screen. By default, this field is automatically populated with the first 50 

characters of the Partner Name that was entered on the Home screen. Whatever you enter for 

Fleet Name for the first fleet will automatically be used for any additional fleets you add. 

Similarly, any edits you make to the Fleet Name for the first fleet will automatically be reflected 

on each subsequent fleet. Note that this field is called Company Name for Logistics component 

fleets. 

• Fleet Identifier: Please make sure to specify each fleet identifier name exactly as you want it 

displayed on the SmartWay website, including proper capitalization, any abbreviations, and 

punctuation. Remember that it will automatically be combined with the Fleet Name (Partner 

Name) field. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in 

which case your fleet name will simply be your Partner Name. This field is called the Business 

and specified the Fleet Identifiers, the full Fleet Names will be displayed on the screen to the right 

of the screen. 

Note the button located at the bottom of the screen. This allows you to enter notes 

about the collection process, your assumptions and methods, data, or other information. These 

details could prove useful for your reviewer when you or someone else fills out the Tool next year. 

If comments have been added for a particular screen, the button will now read 

to indicate to your reviewer that there are comments to be read. 

A button is also available should you need assistance. You will also notice small gray 

icons with question marks [?] displayed throughout the Tool. When clicked, these icons provide 

additional information about specific items located on the screen. 

4. Proceed by selecting the Fleet Details tab at the top of the screen, or select the button 

at the bottom of the screen. 

Fleet Details Screen 

For each fleet specify the following: 

1. 95% Control (mandatory): Select this box if your company controls over 95% of the operation of 

each fleet, weighted by miles. If you contract out more than 5% of the fleet’s operation, the 

Logistics mode should be selected instead for that fleet. This box is not included in the Fleet 

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Details screen for the Logistics Mode selection. 

2. Standard Carrier Alpha Codes (SCACs - optional): If your fleet has a SCAC, please input that 

information. If you have a single fleet that has multiple SCACs, enter all of the codes into the 

SCAC field, and separate them with commas. It is not required to enter SCAC information for 

each component fleet. 

3. Motor Carrier Number (MCN - optional): If your fleet has a Motor Carrier Number, please input 

that information. It is not required to enter MCN information for each component fleet. 

4. Department of Transportation (DOT) Numbers (optional): If your fleet has a DOT Number, 

please input that information. It is not required to enter DOT information for each component 

fleet. 

5. National Safety Code (NSC) Numbers (optional): If your fleet has a NSC Number, please input 

that information. It is not required to enter NSC information for each component fleet. 

Entering SCACs, MCNs, DOT, and NSC numbers are optional; however, if you have this 

information you are encouraged to supply it to make sure SmartWay Shippers and Logistics 

companies can identify you. 

6. Fleet Type (mandatory): Specify the fleet type - “For-Hire,” “Private,” or “Dedicated.” 

Operation Screen 

1. For each component fleet, fill out the Operation Category (%) information by indicating the 

percentage of operation on a mileage basis. Enter the percent of each operational category 

based on approximate mileage. This percentage calculation does not need to be exact but 

should be reasonably reflective of your fleet. 

Body Types Screen 

1. Fill out the Body Type fields, indicating the percentage by body type for each component fleet. 

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

for each fleet must sum to 100%. 

button near bottom of the page. 

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

existing fleet, you can return to the Identify Fleets screen. To add a new fleet, follow all of the 

button. When you select this button, the system will create blank 

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

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

instructions on the screen regarding defining your fleets, including selecting the 

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If you need to delete an existing fleet, simply select the box next to the fleet and then select the 

button. Note that, if you have already generated data entry forms 

for the fleet you are deleting, the system will prompt you to confirm the deletion. 

If you choose to delete a component fleet, and if you have allocated any of this fleet’s 

activity to a composite multimodal fleet (defined under Step 6 on the Home screen) then 

you must re-allocate your composite fleet activity to reflect this change. Similarly, adding a 

new component fleet may require modifying your composite fleet activity allocations under 

Step 6. 

As on the other screens there is a button as well as an button. Selecting 

will take you back to the Home screen. At this point you may define another component 

fleet following the same process, or proceed to Step 4 on the Home screen. 

Business Unit Characterization Screen (Logistics Only) 

1. For each Logistics business unit specify the percent of total activity associated with the different 

Business Unit Focus categories. 

Other Component Screens (Air, Barge, and Rail Modes) 

The Air, Barge, and Rail component tools require similar information to identify and characterize 

individual fleets. Provide the following information for Air component fleets using the drop-down 

menus: 

• Fleet Type 

• Service area 

• Revenue category 

• Number of aircraft (enter value) 

Provide the following information for Barge component fleets: 

• Fleet Type 

• Number of barges 

• Number of tugs 

• Annual tons of cargo shipped by commodity type 

Provide the following information for Air component fleets: 

• Class of the fleet 

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ENTERING COMPONENT FLEET ACTIVITY INFORMATION 

On the Home screen, you will now see all the fleets you created listed in the window below item # 5: 

Select Component Fleet for Data Entry. 

There will be a status message after each fleet, indicating whether or not the data entry for that fleet 

is complete. The following information may appear beside a fleet name: 

• Not checked - Data has not been entered yet. 

• Incomplete - Some data is still missing and/or inconsistent. 

• Complete - All data requirements have been met and validation has occurred. 

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

“Warnings.” 

• Errors will prevent you from defining your composite fleet under Step 6, and must be addressed 

before you can submit your Tool to EPA. 

• Warnings will still allow you to proceed and submit your data to EPA. However, it is strongly 

recommended that you carefully review each warning message before sending your data to EPA 

so that you can anticipate questions that may come from a Partner Account Manager as a result 

of your data being outside the expected ranges. The method addressing errors and warnings is 

described for subsequent input screens in the following sections. 

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

proceed to the Tool Data Entry Screens. 

PLEASE REFER TO THE TRUCK, LOGISTICS, BARGE, RAIL, AND AIR TOOL USER 

GUIDES FOR DETAILED INSTRUCTIONS REGARDING DATA ENTRY 

REQUIREMENTS FOR YOUR COMPONENT FLEETS. 

ENTERING COMPOSITE FLEET DATA 

Once you have entered data for all of your component fleets, and resolved any error notifications, you 

may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component 

fleets into larger, composite fleets operating across one or more modes. Composite fleets are entities 

that your customers can hire to move their freight. For example you may have a Truckload Division 

and an Intermodal Division for hire. 

The “Define Your Composite Fleet” section of the Tool has three subsections: 

1. Identify Composite Fleets 

2. Allocate Component Fleets 

3. Composite Fleet Details 

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Identify Composite Fleets 

1. Enter the name of your composite fleets. Names include your Partner Name combined with your 

Composite Fleet Identifier. Remember to enter your composite fleet names exactly as you want 

them to be seen on the SmartWay website. 

Your company’s name and your composite fleet(s) will be listed on the SmartWay website 

to indicate your participation in the SmartWay Transport Partnership. Your shipper and 

logistics customers can also use the SmartWay Online Database to search for your company 

by the name you submit in the Tool, your SCAC, Motor Carrier Number, DOT Number, 

and/or NSC. Therefore, it is critical that you identify your company and composite fleet(s) in 

the Tool as you would have them appear on the SmartWay website and within other 

SmartWay Tools. 

screen, select the Allocate Component Fleets tab or select 

2. Add more fleets by selecting the button. To proceed to the next 

. 

Allocate Component Fleets 

1. Proceed to the Allocate Component Fleets screen to see a list all of the component fleets defined 

under Step 3 (Define Your Component Fleets). Allocate component fleet activity based on the 

percentage of total miles and total ton-miles attributable to each composite fleet. The total miles 

and ton-miles listed for each component fleet is automatically calculated from Step 5 where you 

entered the activity data for your component fleets. 

The percentage allocations must sum to 100 for each component fleet. In addition, if you enter a 

non-zero percentage for a particular total miles assignment, and zero percent for the 

corresponding ton-mile assignment (or vice versa), the Tool will display an error and you will not 

be allowed to proceed until reconciling the discrepancy. 

2. Select the button located below the component fleet list to view a summary 

of your composite fleet percentage allocations across all of your different component fleets, in 

order to confirm the accuracy of your assignments. 

3. Select the button to validate the information entered on this screen. The ratio of total 

allocated ton-miles to total miles is checked for each composite fleet. If any of these ratios differ 

substantially from industry average payload standards, you will receive a warning message. These 

warning messages are intended to flag possible data entry errors; however these warning 

messages will not prevent you from submitting your completed Multimodal Carrier Tool to EPA.7 

4. Select the button to leave the spreadsheet and return to the 

7 Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5 tons (based on the out of 

range warning for Class 8b TL/Dry Vans – see Truck Tool Technical Documentation for details). Warnings are issued at the high 

end if the average composite fleet payloads are > 60 tons. This value was chosen based on the distribution of payloads reported 

by Multimodal Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff. 

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allocation screen. 

Composite Fleet Details 

1. Proceed by entering the SCAC, MCN, DOT, and NSC values for each composite fleet, if available. 

Separate multiple values by a comma if necessary. These values are not mandatory but will assist 

Shippers and Logistics Companies in identifying your fleets. 

2. For each composite fleet, enter the percentage of operations that occur in the United States and 

Canada. 

3. Once you have allocated all of your component fleets across the composite fleets, select the 

button to return to the Home screen. 

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Step 3 – Results and Summary Reports 

After completion of the above steps, review the available reports to ensure the accuracy of your data 

entry. 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 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. 

Finally, 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 

Multimodal Carrier Tool data to EPA. Selecting the button on the Home 

screen will open this form. 

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Step 4 – Submitting Your Tool to EPA 

1. Select the to 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: 

Multimodal_PartnerName_Year_V0.xml8 

For example, Multimodal _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 Multimodal 

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 email. 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-multimodal-carrier-tools-and-resources 

for additional resources, including printable data collection worksheets, for more in depth 

exploration of each section of the Multimodal Carrier Tool. 

8 If you create the XML file multiple times the file name will increment each time (e.g., Multimodal_ABCompany_2017_V1.XML 

for the second iteration, etc. 

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Appendix A – Calculating Composite Fleet Performance Metrics 

The Multimodal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for 

composite fleets using the carrier-specific performance metrics associated with the component fleets. 

The percentage distributions provided for miles and for ton-miles are used as weighting factors in 

developing these composite values. 

The following example illustrates how the composite metrics are calculated for CO2 grams per mile. 

1. Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2 

2. Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3 

3. Component fleet activity is allocated across the composite fleets as summarized below: 

Total Miles Allocation 

Component Fleets Total Miles Composite 1 Composite 2 Composite 3 Total 

Logistics 1 6,679,941 30% 50% 20% 100% 

Truck 1 1,234,567 50% 50% 0% 100% 

Logistics 2 1,000,000 35% 12% 53% 100% 

Total 8,914,508 

1) The mileage associated with each component/composite fleet combination is calculated by 

multiplying the total miles in the table above by the associated fraction, with the results 

summarized as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 2,003,982 617,284 350,000 2,971,266 

Composite 2 3,339,971 617,284 120,000 4,077,254 

Composite 3 1,335,988 0 530,000 1,865,988 

Total 6,679,941 1,234,567 1,000,000 8,914,508 

2) The corresponding composite-based mileage fractions are as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 67% 21% 12% 100% 

Composite 2 82% 15% 3% 100% 

Composite 3 72% 0% 28% 100% 

3) The CO2 grams per mile values calculated for each component fleet are as follows: 

• Logistics 1: 2,261 g/mi 

• Truck 1: 1,649 g/mi 

• Logistics 2: 1,163 g/mi 

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4) Using the composite-based mileage distributions and component fleet grams per mile values, 

the grams per mile value for Composite Fleet 1 is calculated as follows: 

Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi 

Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the 

corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion. 

Note: Emission factors for all rail fleets within the Multimodal Carrier Tool are reported in grams per 

truck-equivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile 

values for Rail Carriers are converted to grams per truck-equivalent mile, using the fleet average rail 

car volume value of 6,091 cubic feet and the average truck trailer volume of 3,180 cubic feet, resulting 

in the following modal average gram per mile factors used for all rail fleets: 

• CO2 g/mi = 1,072 

• NOx g/mi = 18.6 

• PM10 g/mi = 0.52 

• PM2.5 g/mi = 0.50 

Please see the Rail Tool Technical Documentation for details. 

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APPENDIX B: WORKSHEETS FOR DATA COLLECTION 

WORKSHEET #1: COMPANY AND CONTACT INFORMATION 

#1. Enter your Contact Information: 

General Company Contact Information 

Company Name 

Headquarters 

Mailing Address 

City State/Province Zip Country 

Main Phone 

Number 

Toll-free Number Cell 

number 

Web Address 

Working Contact Information 

Working Contact Name 

Working Contact Mailing 

Address 

City State/Province Zip Country 

Working Contact Phone 

Number 

Email 

Address 

Executive Contact Information 

Executive Contact Name 

Executive Contact Mailing 

Address 

City State/Province Zip Country 

Executive Contact Phone Email 

Number Address 

Sustainability Contact Information 

Sustainability Contact 

Name 

Sustainability Contact 

Mailing Address 

City State/Province Zip Country 

Sustainability Contact 

Phone Number 

Email 

Address 

Other Contact Information 

Other Contact Name 

Other Contact Mailing 

Address 

City State/Province Zip Country 

Other Contact Phone Number Email 

Address 

Other Contact’s role in 

program 

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___________________________________________________ 

WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 

Complete this worksheet for each component truck and/or logistics fleet you will be submitting in the 

Multimodal Carrier Tool.9 

#2: Define your Fleets 

Partner Name and Fleet Identifier 

95% Control* _____ SCAC: __________ MCN:_____ _____ _____ DOT#:__________ _____ 

NSC: _____ _____ FLEET TYPE:_____ _____ 

Operation Percentages (must sum to 100): 

Truckload _____ LTL _____ Drayage _____ Package Delivery_____ Expedited_____ 

Body Type Percentages (must sum to 100): 

Dry Van_____ Reefer _____ Flatbed _____ Tanker _____ Chassis _____ Heavy Bulk _____ 

Auto Carrier _____ Moving _____ Utility _____ Special Hauler _____ 

If Special Hauler is selected, please describe type: 

Business Focus Percentages (Logistics Only): 

Logistics Provider_____ Freight Forwarder _____ Freight Broker_____ Truck Carrier _____ 

Rail Freight Broker_____ 

* Applicable for Truck fleets, not Logistics fleets 

9 Component Rail fleets only require Partner Name, Fleet Identifier and Rail Class (1, 2, or 3). 

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WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 

Complete the following for each composite fleet you will be submitting in the Multimodal Carrier 

Tool. 

#3A: Define Your Composite Fleets 

Company Name / Component Fleet Identifier 

SCAC: ____________________ 

Motor Carrier Number: ____________________ 

DOT Number: ____________________ 

NSC: ____________________ 

Percent US Operation:_______ 

Percent Canadian Operation:_______ 

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WORKSHEET #3B: ALLOCATE COMPONENT FLEETS 

Complete the following table for each component fleet you will be assigning to the composite fleets 

listed in Worksheet 3A. 

#3B: Allocate Your Component Fleets 

List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy the table 

multiple times if necessary. 

“% Miles” and “% Ton-Miles” columns must each sum to exactly 100% for each component fleet. 

Composite Fleet Name % Miles % Ton-Miles 

1 

2 

3 

4 

5 

6 

7 

8 

9 

10 

11 

12 

13 

14 

15 

16 

17 

18 

19 

20 

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