2018 SmartWay Truck Carrier 

Partner Tool: 

User Guide 

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

Partner Tool: 

User 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-18-003 

January 2018 
 

 

 

 

 

 

 

Table of Contents
 

PRE-CHECKLIST — BEFORE GETTING STARTED .........................................................3
 

IS THIS THE RIGHT SMARTWAY TOOL FOR ME? ..........................................................................3
 

WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?.................................................................3
 

WHY DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?................................4
 

HOW DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? ...............................4
 

HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?.................................................5
 

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE TRUCK CARRIER TOOL?.............................5
 

WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE TRUCK CARRIER TOOL?.........6
 

HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS? ....................................7
 

WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT?.............................18
 

STEP 1—DATA COLLECTION REQUIREMENTS...........................................................20
 

INTRODUCTORY SCREENS ......................................................................................................20
 

AUTO-POPULATION................................................................................................................20
 

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR ..................................20
 

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME..................................21
 

DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION .....................................21
 

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS ........................................22
 

DATA REQUIREMENTS FOR SECTION 4: FLEET DATA .................................................................23
 

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

SCREENS..............................................................................................................................24
 

STEP 2—DATA ENTRY ..............................................................................................26
 

DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL ............................................................26
 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS .....................................................26
 

ENTERING PARTNER NAME .....................................................................................................26
 

ENTERING CONTACT INFORMATION.........................................................................................26
 

COMPLETING THE IDENTIFY FLEETS SCREEN ............................................................................28
 

COMPLETING THE FLEET DETAILS SCREEN ...............................................................................29
 

COMPLETING THE OPERATION SCREEN ....................................................................................30
 

COMPLETING THE BODY TYPES SCREEN...................................................................................30
 

REVIEWING THE SMARTWAY CATEGORY SCREEN ......................................................................30
 

SELECTING A FLEET FOR DATA ENTRY .....................................................................................31
 

COMPLETING THE GENERAL INFORMATION SCREEN ..................................................................31
 

COMPLETING THE ENGINE MODEL YEAR & CLASS SCREEN .........................................................32
 

COMPLETING THE ACTIVITY INFORMATION SCREEN ..................................................................32
 

COMPLETING THE FUEL ALLOCATOR WORKSHEET .....................................................................33
 

COMPLETING THE BIODIESEL BLEND WORKSHEET ....................................................................33
 

ENTERING DATA IN THE PAYLOAD CALCULATOR .......................................................................33
 

ENTERING DATA IN THE AVERAGE CAPACITY VOLUME CALCULATOR ...........................................34
 

ENTERING AVERAGE USED CARGO VOLUME % .........................................................................34
 

COMPLETING THE ROAD TYPE / SPEED CATEGORY SECTION ......................................................35
 

ENTERING DATA IN THE IDLING HOURS CALCULATOR...............................................................35
 

COMPLETING THE PM REDUCTION SCREEN...............................................................................35
 

COMPLETING THE DATA SOURCES SCREEN ..............................................................................36
 

SUBMITTING YOUR TOOL TO EPA ............................................................................................36
 

STEP 3 – RESULTS AND SUMMARY REPORTS ...........................................................38
 

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

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

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

WORKSHEET #3: GENERAL FLEET INFORMATION ......................................................................42
 

WORKSHEET #4A: MODEL YEAR &CLASS INFORMATION............................................................43
 

WORKSHEET #4B: ACTIVITY DATA SOURCES AND INFORMATION...............................................47
 

WORKSHEET #4C: ACTIVITY - BIODIESEL AND ETHANOL BLENDS (IF APPLICABLE) ......................52
 

WORKSHEET #4D: PAYLOAD AND VOLUME (P. 1 OF 12).............................................................53
 

WORKSHEET #4D: CLASS 2B—PAYLOAD AND VOLUME (P. 2 OF 12) ............................................54
 

WORKSHEET #4D: CLASS 3—PAYLOAD AND VOLUME (P. 3 OF 12)..............................................55
 

WORKSHEET #4D: CLASS 4—PAYLOAD AND VOLUME (P. 4 OF 12)..............................................56
 

WORKSHEET #4D: CLASS 5—PAYLOAD AND VOLUME (P. 5 OF 12)..............................................57
 

WORKSHEET #4D: CLASS 6—PAYLOAD AND VOLUME (P. 6 OF 12)..............................................58
 

WORKSHEET #4D: CLASS 7 STRAIGHT TRUCKS—PAYLOAD AND VOLUME (P. 7 OF 12)..................59
 

WORKSHEET #4D: CLASS 7 COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 8 OF 12)............60
 

WORKSHEET #4D: CLASS 8A STRAIGHT TRUCKS—PAYLOAD AND VOLUME (P. 9 OF 12) ...............61
 

WORKSHEET #4D: CLASS 8A COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 10 OF 12) ........62
 

WORKSHEET #4D: CLASS 8B COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 11 OF 12) ........63
 

WORKSHEET #4D: VOLUME—PAYLOAD AND VOLUME (P. 12 OF 12) ............................................64
 

WORKSHEET #4E: ROAD TYPE/SPEED DISTRIBUTION AND IDLE HOURS WORKSHEET...................65
 

WORKSHEET #4F: DIESEL PM CONTROL WORKSHEET ...............................................................66
 

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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 TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 

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

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

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

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

the SmartWay Transport Partnership can gain a better understanding of their environmental 

footprint and assert their corporate leadership. 

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

brand that symbolizes cleaner, more efficient transportation choices. 

HOW DO TRUCK CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 

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

the “Truck Carrier Tool.”)
 

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

Carrier Partners.”
 

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

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

the emissions performance of their company annually and provide supporting documentation to 

EPA upon request. 

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

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

to: 

•	 define company composition 

•	 characterize company activity 

•	 individually benchmark fleets 

•	 track annual changes in performance 

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

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

companies that meet SmartWay’s annual requirements. 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 Truck Carrier Tool, they should list these 

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

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

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

SmartWay Carrier Data file that customers use to identify which fleets they do business with in the 

Shipper and/or Logistics Tools. 

SmartWay highly recommends developing your list of fleets before beginning 

your data entry process. Any fleet that a shipper or logistics company could hire 

directly should be listed as a separate fleet in your Truck Carrier Tool submission. 

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

filling out the Tool. 

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 

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•	 Quarterly International Fuel Tax Agreement (IFTA) statements2 (for activity data) for the 

reporting 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. 

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

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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.
 

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: 

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 

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

endorses the purchase or sale of the Partner’s products and services or the views 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 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.3 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. 

3 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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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.
 

For example, you may enter: 

•	 ABC Company 

•	 ABC Company, Inc. 

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 Contact4 for any questions about your company’s participation and Tool 

submissions 

•	 An Executive Contact5 for participation in awards and recognition events 

•	 A Sustainability Contact (optional)6 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 

4 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.) 5 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. 

6 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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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. 

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)7 

o	 Flatbed 

o	 Tanker 

o	 Intermodal chassis containers (pooled and owned) 

o	 Heavy/Bulk hauler 

o	 Auto carriers 

7 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. 

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o	 Moving 

o	 Utility8 

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.
 

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 

8 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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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, 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: 

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1.	 the Engine Model Year & Class9 screen 

2.	 the Activity Information screen 

3.	 the PM Reduction screen will appear for diesel vehicles if you specify diesel trucks with 

pre- 2007 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 device 

9 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-truckcarrier- partner-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 2.0.16 Tool: Data Entry and Troubleshooting Guide.2016 Data Year— 

United States Version” from https://www.epa.gov/smartway/smartway-truck-carrier-partnerresources 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). 

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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; 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. 

address as the company, you may select the 

to auto- populate the address section of this record. 

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

button 

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button. 

Under the Sustainability Contact tab: 

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. 

Under the Other Contacts tab: 

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

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 

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. 

the 

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. 

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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	 button. 

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

button. 

c.	 Once you have confirmed or modified the Partner Name and specified the Fleet 

Identifiers, the full Fleet Names will be displayed on the screen to the right, exactly how 

they will be displayed on the SmartWay website. 

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

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•	 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 their Tool. 

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 next 

section. 

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. 

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 specialtyhaulers. 

2.	 Select the button or select the SmartWay Category tab at the top to proceed to 

the 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 be 

measured 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. 

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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 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. 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. 

Select the 

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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- of-route, positioning, empty, and other miles driven. 

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

were 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. 

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

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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 BlendWorksheet. 

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

2.	 Select 

ENTERING DATA IN THE PAYLOAD CALCULATOR 

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 a range, or preferably, enter a precise 

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

weight in your payload estimates. 

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

and/or
 

. 

. 

. 

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

button. 

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 

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1. Select 

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. 

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. 

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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 

1. Select the 

devices you may 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) model 

year. 

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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to copy the data 

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

if your data sources 

are the same across all your fleets, select 

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

have 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. 

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. 

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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: Truck_PartnerName_ Year_ V0.xml10 

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 EPA 

firewall. 

•	 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. 

10 If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2016_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 

at the bottom of the Home screen. 

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

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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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APPENDIX: WORKSHEETS FOR DATA COLLECTION
 

WORKSHEET #1: 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 

Address 

City State/Province Zip Country 

Executive Contact Phone Email 

Number Address 

Sustainability Contact Information 

Sustainability Contact 

Name 

Sustainability Contact 

Address 

City State/Province Zip Country 

Sustainability Contact 

Number 

Email 

Address 

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Other Contact Information 

Other Contact Name 

Other Contact Mailing 

Address 

City State/Province Zip Country 

Other Contact Phone Email 

Number Address 

Contact’s role in program 

WORKSHEET #2: FLEET CHARACTERIZATION 

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

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

create. 

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

as it should appear on the SmartWay website: 

Partner Name 

Fleet Identifier (suffix) 

95% Control SCAC: MCN: DOT #: NSC: 

FLEET TYPE: (for hire, private, dedicated) 

Operation Category 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: 

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WORKSHEET #3: GENERAL FLEET INFORMATION 

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

% of fleet operation in the United States: 

% of fleet operation in Canada: 

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

Types of Fuel Used: 

diesel/biodiesel gasoline/ethanol 

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

electric hybrid electric 

(diesel/gasoline) 

Do you broker-out some portion of your company’s total freight volume? 

propane (LPG) 

YES NO 

What percent of your total loads shipped last year were brokered? % 

Does your fleet operate in the Northeast United States? 

Have you been asked to join SmartWay by the 

OTC? 

YES 

YES 

NO 

NO 

What percentage of your operation is based in the OTC? % 

What is this percentage based on? Miles Gallons Other 

Enter amount: 

For Less than Truckload Fleets – 

Average Number of loads per truck: 

Average weight per load (lbs): 

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WORKSHEET #4A: MODEL YEAR &CLASS INFORMATION 

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

Fleet Name: Fuel Type: 

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

ENGINE 

MODEL 

YEAR 

2B 3 4 5 6 7 8A 8B 

2019 

2018 

2017 

2016 

2015 

2014 

2013 

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ENGINE 

MODEL 

YEAR 

2B 3 4 5 6 7 8A 8B 

2012 

2011 

2010 

2009 

2008 

2007 

2006 

2005 

2004 

2003 

2002 

2001 

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ENGINE 

MODEL 

YEAR 

2B 3 4 5 6 7 8A 8B 

2000 

1999 

1998 

1997 

1996 

1995 

1994 

1993 

1992 

1991 

1990 

1989 

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ENGINE 

MODEL 

YEAR 

2B 3 4 5 6 7 8A 8B 

1988 

Pre-1988 

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WORKSHEET #4B: ACTIVITY DATA SOURCES AND INFORMATION 

Please read the guidance provided below to ensure you are providing data source 

descriptions at an appropriate level of detail in your tool submission. Then, you may then use 

the following worksheet to prepare for entering your data source descriptions into the Tool. 

Total Miles Driven: 

Describe the basis for your total miles estimates, including relevant details about your Dispatching 

Software, Transportation Management System, ECM data recorders, or other systems used to collect 

and validate this data. Do NOT simply enter “Driver” or “AS-400,” for example, without additional 

details. 

Examples are provided below for guidance demonstrating good practices and the desired level of detail. 

“TMS data are collected for every trip with point to point mileage determined by GPS. The driver is
 

required to key in start and end data for each trip into their handheld dispatch screen. For drivers
 

that do not enter their data, a dispatch reconciliation process is conducted by the Dispatch
 

Supervisor and keyed in before the trip is submitted for IFTA fuel tax calculations and payroll.
 

Recorded start and end data are checked against driver logs on a trip-specific basis (by month) to
 

ensure no mileage is missed. Total Mileage data from the two systems is reconciled to within a
 

variance of less than 0.0005%.”
 

“Miles were generated by ALK PC Miler software and stored in our TMS system (TMW) for each trip.
 

Software miles were reconciled to IFTA miles compiled from GPS satellite data on company trucks,
 

and manual trip sheets based on odometer readings submitted by owner operators.”
 

“We use GPS scanners carried by each driver that maps their location throughout the day. The GPS 

system is provided by e-Courier, and is connected to our dispatching screens and a dispatching 

program also provided by e-Courier. We also have a second GPS mapping system with the device hot 

wired into each vehicle. The mileage totals from this system are used as an independent check 

against the e- Courier totals.” 

Gallons of Fuel Used: 

Describe the basis for your total fuel use estimates, including relevant details about your Dispatching 

Software, Transportation Management System, ECM data recorders, or other systems used to collect 

and validate this data. Do NOT simply enter “comdata” or “daily log,” for example, without additional 

details. Examples are provided below for guidance demonstrating good practices and the desired level 

of detail. 

“All trucks are equipped with QualComm systems for electronic fuel/mileage reporting via the ECM. 

We run an annual report for the calendar year from our AS400 system where all data is recorded and 

maintained to report all mileages and fuel usage at the individual truck and trip level.” 

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“All gallons are purchased via Electronic Funds Source (EFS). Each month fuel purchases are pulled 

and saved in IFTA files. The gallons are uploaded into our Turnpike XATA/Omnitracs management 

systems. Any gallons not purchased via EFS are determined based on miles per gallon averages and 

miles travelled estimates.” 

“We have two methods for tracking gallons of fuel used including paper receipts obtained at the
 

pump when the driver refuels, and through devices integrated with the ECM of each vehicle
 

(managed by Fleetmatics).”
 

“Exact fuel usage and mileage data is available for our main terminal; our other two terminals use
 

manual fuel logs. The MPG estimates based on data from the main terminal is extrapolated to the
 

entire fleet (based on total mileage) to arrive at our total fuel consumption estimate.”
 

Average Payload: 

Describe the basis for your average payload estimates, including relevant details about the systems 

used to collect and validate this data. Do NOT simply enter “company records” or “AS-400,” for 

example, without additional details. Examples are provided below for guidance demonstrating good 

practices and the desired level of detail. 

“We ran a detail revenue report including freight weights obtained from bills of lading, and our land 

analysis report (showing the precise number of loads over the calendar year). We then took the total 

weight for the year and divided by the total number of loads and converted to tons to calculate 

average payload per load.” 

“Our cargo is comprised of 85% heavy equipment and 15% industrial machinery (typically "one-off", 

specially manufactured items), using a mix of body types (dry van, flatbed, and heavy haulers). For 

each load transported, our employees obtain the weight of the cargo hauled via one of 3 methods: 1) 

For heavy equipment, we consult the equipment manufacturer's specifications to determine the 

approximate weight of the cargo. This data provides a precise estimate. 2) For industrial machinery, 

we are provided with the specifications of the cargo by the manufacturer. Because the cargo 

transported typically is a "one-off" item, the manufacturer knows the exact weight of the cargo 

based on the materials used. This method provides an exact value. 3) In the absence of any other 

source, we weigh the load at a CAT scale and subtract the estimated weight of the tractor and trailer 

to obtain the weight of the cargo. This method is used to select a range from the payload calculator. 

For body types that involve a mix of these methods, the most appropriate range from the payload 

calculator is selected.” 

Other Data: 

Describe the basis for your other data estimates, including idle hours, capacity utilization, and 

road/speed distributions. Provide relevant details about the systems used to collect and validate this 

data. Do NOT simply enter “ECM” or “daily log,” for example, without additional details. Examples are 

provided below for guidance demonstrating good practices and the desired level of detail. 

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Capacity Utilization: “We use Appian routing and load building software. This software estimates the 

load capacity per trailer and optimal utilization for each load. The majority of our loads are regional 

and local delivers that may not always allow for 100% capacity due to add-ons and delivery windows. 

Average capacity for the fleet was based on a sample of typical loads as calculated by the software.” 

Idle Hours: “We used our dispatch software to report the number of loads per day and over the year 

to estimate total idle time during truck wash/load/unload periods. We then adjusted the idle time 

estimates for use of customer pumps when unloading, and for facilities with "no idle" policies (where 

applicable), reducing idle time accordingly.” 

Road Type/Speed Distributions: “Most of the loads in this fleet are hauled to facilities located outside 

urban cores, and directly off the highway or freeway. Using GPS records we determined that we 

drive approximately six "urban" (non-highway) miles for every load hauled by looking at the most 

common locations we load/unload, and measuring the distance from the facilities to the highway or 

freeway. We then retrieved the number of loads transported by the fleet using dispatch software 

reports, and multiplied the number of loads by six to estimate the number of urban miles. Then we 

divided the number of urban miles by the total number of miles driven by this fleet to calculate the 

percent split between urban and highway miles. Urban speed range splits were based on a sampling 

of ECM data throughout the year, excluding data points greater than 50 mph (assumed to be 

highway operation).” 

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Data Sources – complete the page below for each fleet: 

Total Miles Driven 

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

Average Payload (tons or pounds – circle one) Cargo Weight Only 

Other Data Sources 

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Activity Data by Truck Class 

2B 3 4 5 6 7 8A 8B 

Total Miles Driven (exact values) 

Revenue Miles Driven (exact values) 

Empty Miles Driven (exact values) 

Gallons of Fuel used, including biofuels and 

Reefer used (exact values) 

Average Cargo Volume Use % (excluding 

empty miles) 

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WORKSHEET #4C: ACTIVITY - BIODIESEL AND ETHANOL BLENDS (IF APPLICABLE) 

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

B1 B21 B41 B61 B81 

B2 B22 B42 B62 B82 

B3 B23 B43 B63 B83 

B4 B24 B44 B64 B84 

B5 B25 B45 B65 B85 

B6 B26 B46 B66 B86 

B7 B27 B47 B67 B87 

B8 B28 B48 B68 B88 

B9 B29 B49 B69 B89 

B10 B30 B50 B70 B90 

B11 B31 B51 B71 B91 

B12 B32 B52 B72 B92 

B13 B33 B53 B73 B93 

B14 B34 B54 B74 B94 

B15 B35 B55 B75 B95 

B16 B36 B56 B76 B96 

B17 B37 B57 B77 B97 

B18 B38 B58 B78 B98 

B19 B39 B59 B79 B99 

B20 B40 B60 B80 B100 

Actual ethanol usage figures: Blend percentage: Total Gallons Used 

E85 

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WORKSHEET #4D: PAYLOAD AND VOLUME (P. 1 OF 12) 

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

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

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

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

and Volume (cubic feet or TEU). 

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WORKSHEET #4D: CLASS 2B—PAYLOAD AND VOLUME (P. 2 OF 12)
 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average Volume 

2B 

2B 

2B 

2B 

2B 

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WORKSHEET #4D: CLASS 3—PAYLOAD AND VOLUME (P. 3 OF 12)
 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average 

Volume 

3 

3 

3 

3 

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WORKSHEET #4D: CLASS 4—PAYLOAD AND VOLUME (P. 4 OF 12)
 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average Volume 

4 

4 

4 

4 

4 

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

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average 

Volume 

5 

5 

5 

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WORKSHEET #4D: CLASS 6—PAYLOAD AND VOLUME (P. 6 OF 12)
 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average 

Volume 

6 

6 

6 

6 

6 

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WORKSHEET #4D: CLASS 7 STRAIGHT TRUCKS—PAYLOAD AND VOLUME (P. 7 OF 

12) 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average 

Volume 

7 

7 

7 

7 

7 

7 

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WORKSHEET #4D: CLASS 7 COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 8 

OF 12) 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Select volume unit (circle one): Cubic Ft TEU 

Vehicle 

Class 

Vehicle Type Allocation factor (# 

miles, trips, etc.) 

Average 

Payload 

Average 

Volume 

7 

7 

7 

7 

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WORKSHEET #4D: CLASS 8A STRAIGHT TRUCKS—PAYLOAD AND VOLUME 

(P. 9 OF 12) 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Vehicle 

Class 

Vehicle Type Allocation 

factor (# miles, 

trips, etc.) 

Average 

Payload 

8A 

8A 

8A 

8A 

8A 

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WORKSHEET #4D: CLASS 8A COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 

10 OF 12) 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Vehicle 

Class 

Vehicle Type Allocation 

factor (# miles, 

trips, etc.) 

Average Payload 

8A 

8A 

8A 

8A 

8A 

8A 

8A 

8A 

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WORKSHEET #4D: CLASS 8B COMBINATION TRUCKS—PAYLOAD AND VOLUME (P. 

11 OF 12) 

Select allocation method 

for this class (circle one): 

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

Select payload unit (circle one): Tons Pounds 

Vehicle 

Class 

Vehicle Type Allocation 

factor (# 

miles, trips, 

etc.) 

Average 

Payload 

Vehicle Type Allocation 

factor (# 

miles, 

trips, etc.) 

Average 

Payload 

8B 

8B 

8B 

8B 

8B 

8B 

8B 

8B 

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WORKSHEET #4D: VOLUME—PAYLOAD AND VOLUME (P. 12 OF 12) 

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

configurations. This worksheet will help you prepare for completing the worksheet in 

the Truck Carrier Tool. 

Please specify your data source: 

Please specify your reporting basis: 

Percent Usage Number of Truckloads/Year Number of Trailers 

Enter the numbers by type of trailer or container; the Tool will calculate a fleet-average volume: 

Trailer 

Size – 

Box, 

Reefer, 

Percentage/ 

# 

Truckloads/ 

# Trailers 

Container Size Percentage/ 

# 

Truckloads/ 

# Trailers 

Other Trailers (e.g., low-boy, 

drop deck flatbed, etc.) 

20 ft 20 ft Cubic Feet per Truck 

40 ft 40 ft Number/Percent 

42 ft 45 ft 

45 ft 48 ft Auto Carriers 

48 ft 53 ft Number/Percent 

53 ft Avg. # Vehicles/trailer 

57 ft Bulk Carrier Size 

28 + 28 Large (42” X 8.5” X 11.5”) Liquid Tanker Size 

40 + 40 Medium (32” X 8” X 11”) Large (7,500+ gallons) 

48 + 28 Small (22” X 8” X 10.25”) Medium (3,001-7,499 

gallons) 

48 + 48 Small (3,000 and 

under gallons) 

28 + 28 + 28 Specialty Hauler 

Cubic Feet per Truck 

Number/Percent 

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WORKSHEET #4E: ROAD TYPE/SPEED DISTRIBUTION AND IDLE HOURS WORKSHEET
 

2B 3 4 5 6 7 8B 8B 

ROAD TYPE / SPEED 

DISTRIBUTION 

% Highway vs. Rural Driving 

% Urban Driving Under 25 mph 

% Urban Driving 25 to 50 mph 

% Urban Driving 50 mph+ 

AVERAGE DAILY IDLE HOURS 

PER TRUCK 

Daily Long Duration Idle Hours 

Per Truck 

Daily Short Duration Idle Hours 

Per Truck 

Average Days in Service Per 

Truck Per Year 

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WORKSHEET #4F: DIESEL PM CONTROL WORKSHEET 

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

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

2006 

2005 

2004 

2003 

2002 

2001 

2000 

1999 

1998 

1997 

1996 

1995 

1994 

1993 

1992 

1991 

1990 

1989 

1988 

Pre-1988 

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