~ 

~ 'SmartWay· 

Transport Partnership 

U.S. ENVIRONMENTAL PROTECTION AGENCY 

www.epa.gov/ smartway 

~ 

ft EA~ United States Environmental Protection ,..,,. Agency 

2018 SmartWay Logistics Company 

Partner Tool: 

Quick Start Guide 

U.S. Version 2.0.17 (Data Year 2017) 
~ 

~'SmartWay· 

Transport Partnership 

U.S. ENVIRONMENTAL PROTECTION AGENCY 

ft EA~ United States .. ~ Environmental Protection "1111,,. Agency 

2018 SmartWay Logistics Company 

Partner Tool: 

Quick Start 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-18-029 

July 2018 
 

 

 

Table of Contents 

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

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

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

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

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

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

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

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

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

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

DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR BUSINESS UNITS.....................................5 

DATA REQUIREMENTS FOR SECTION 5: BUSINESS UNIT DATA .........................................................6 

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

DOWNLOADING THE SMARTWAY LOGISTICS TOOL .......................................................................9 

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

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

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

COMPLETING THE IDENTIFY BUSINESS UNITS SCREEN.................................................................11 

COMPLETING THE LOGISTICS BUSINESS UNIT DETAILS SCREEN .....................................................11 

COMPLETING THE BUSINESS FOCUS SCREEN............................................................................12 

DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE........................................................12 

SELECTING A BUSINESS UNIT FOR DATA ENTRY .......................................................................12 

INPUTTING CARRIERS FOR A BUSINESS UNIT............................................................................12 

COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB ........................................................12 

COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB .................................................13 

COMPLETING THE ACTIVITY DATA SCREEN ..............................................................................13 

COMPLETING THE % SMARTWAY SCREEN ...............................................................................14 

SUBMITTING YOUR TOOL TO EPA.........................................................................................14 

Step 3 – Results and Summary Reports ..................................................................... 16 

1 | Page 
 

 

 

 

 

 

 

 

 

oi:,erate your own managed fleet 

( owned or :leased} with Jess th:a n 5% of 

your freight contracted with outside YES 

companies. 

use Trud Tool 

NO 

You contract out rnore than .5°/o of your 

freight (i.e., you are a .3PL, broker, 

freight forwarder or non-asset based YES 

carrier. 

NO 

You OJ>erate your own managed fleet and: 

Move 5°/o or more of your freig hit with a 

third-party provider, or move more than 

10% of your freight via ra ii, barge, YES 

Use M1111ltiimodal Tool 

and/or air .. 

NO 

• 

Contact SmartWay 

formore 

information 

PRE-CHECKLIST — BEFORE GETTING STARTED 

WARNING: 

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

IS THIS THE RIGHT TOOL FOR ME? 

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

WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL? 

To participate in SmartWay, logistics companies need to gather the following essential information 

to complete the Logistics 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) 

• A comprehensive list of business units, including: 

o Business unit details such as: 

• Standard Carrier Alpha Codes (SCACs) 

• Motor Carrier Numbers (MCNs) 

• US DOT Number 

2 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

 

• National Safety Codes (NSCs) 

• Business Unit Type 

o Business unit focus (e.g., logistics provider, freight forwarder, freight broker, truck 

carrier, or rail freight broker) 

o Operation categories 

• Data sources 

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

This data should be provided for all of your company’s business units. 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 LOGISTICS TOOL? 

The Logistics Tool was designed in “Microsoft Excel Forms.” Completing the Logistics Tool requires the 

following software and hardware: 

• A 2007 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 Logistics Tool. 

3 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 1—Data Collection Requirements 

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

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, Business Unit Information), based on the 

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

Application.1 The Auto-Population option can save time and ensure naming consistency for your contacts 

and business unit(s) from year to year. A popup screen will appear displaying all the contact and business 

unit data uploaded for your review before proceeding. Corrections and revisions may be made on the HOME 

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

step. 

DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR 

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

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

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

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

data. 

DATA REQUIREMENTS FOR SECTION 1: SPECIFY OFFICIAL PARTNER NAME 

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

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

You must specify your company’s official Partner Name under Section 1 of the HOME screen, exactly 

as you want it to appear on the SmartWay website. 

1 You may access the SmartWay carrier application at 

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

4 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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 Contact2 for any questions about your company’s participation and Tool submissions 

• An Executive Contact3 for participation in awards and recognition events 

• A Sustainability Contact (optional)4 for information on company sustainability programs and 

outreach 

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

Executive, or Sustainability contact but may be involved with SmartWay (e.g., press/media contact, 

fleet manager,etc.). 

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

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

internal succession plan to make sure that your Logistics 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 BUSINESS UNITS 

The Logistics Tool tracks business-level operations. Most logistics companies will only need to create one 

business unit. 

If you have multiple business units that can be hired by customers individually, you should create multiple 

business unit records in the Tool and characterize their operations individually. You should not include 

internal company fleet definitions or designations—only separate business units as they would be identified 

and hired by your customers. 

2 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.) 

3 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. 4 The Sustainability Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts. 

5 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

There are three screens in the Business Unit Characterization section of the Tool: 

• Identify Logistics Business Units: For each business unit that a customer can hire, you will be asked 

to establish a name. Each business unit name will begin with your Partner Name, and will include a 

business unit identifier. Use a business unit identifier that is recognizable by yourcustomers. 

• Logistics Business Unit Details: For each business unit, you will be asked to provide SCACs, MCN, 

DOT, and/or NSC numbers (optional--for fleet identification); define the business unit as “for-hire,” 

“private,” or “dedicated.” 

• Business Focus: For each business unit, you will need to specify the percent of overall activity for 

each business focus category (e.g., logistics provider, freight forwarder, freight broker, truck 

carrier, or rail freight broker). 

Once you have defined your business units, create the data entry forms for your fleet by selecting the 

Create Business Unit(s) button, available on the Business Focus tab. 

DATA REQUIREMENTS FOR SECTION 5: BUSINESS UNIT DATA 

In Section 5 of the Logistics Tool, you will enter detailed activity and fuel consumption data for each of 

the business units you identified and characterized in Section 3. 

Input Carriers Screens Requirements 

To begin, you will need to identify the carriers included in each of your logistics business units. The 

Instructions tab describes the three ways to populate the Tool with business unit information. The 

Match My Carriers function allows Logistics Partners to find and match SmartWay carriers based on a 

wide range of criteria, including their own internal carrier identification, such as carrier ID codes, to 

records in their Tool submission from a prior year. You may also enter new codes for matching in future 

years. Your company-specific match data is not shared with other companies. This matching process is 

explained in detail on the Match My Carriers screen. 

If you have a large number of carriers (e.g., as a large 3PL with 100 or more carriers), you may wish to 

develop your carrier details separately and upload your data in a single file using the Outside Data 

Import method. Alternatively, if your logistics business unit has a limited number of carriers, you may 

specify your carriers one at a time using the Manual Input SmartWay Carriers Entry method. These 

three methods are described in detail in the Logistics Tool Data Entry and Troubleshooting Guide. 

Regardless of the method you choose, you will need to first identify the mode of transport for the carrier. 

Six carrier mode selections are available, including: 

• Rail 

• Truck 

• Multimodal 

• Logistics 

• Barge 

• Air 

6 | Page 
 

 

 

 

 

 

 

 

 

(Note: By selecting “All” on the Tool’s Manual Input SmartWay Carriers screen, you may search across all 

carriers, regardless of mode.) 

Next, you may also specify a SmartWay Category for the Truck and Multimodal modes. Truck SmartWay 

Categories include: 

• Auto Carrier 

• Dray 

• Expedited 

• Flatbed 

• Heavy/Bulk 

• LTL Dry Van 

• Mixed 

• Moving 

• Package 

• Refrigerated 

• Specialized 

• Tanker 

• TL Dry Van 

Multimodal SmartWay Categories include: 

• Surface 

• Surface-Air 

• Surface Marine 

• Surface-Air-Marine 

SmartWay Category selections are not currently available for other modes but may be added in the 

future. 

After identifying the mode (and SmartWay Category, if available), you should identify each carrier’s 

specific fleet name, as listed in the SmartWay Carrier Data file, along with any associated SCACs, DOT 

numbers, MCNs, and NSCs. The data from the SmartWay Carrier Data file can be viewed on the Manual 

Input SmartWay Carriers screen or offline using Microsoft® Excel. 

In certain cases, a carrier may have multiple fleets associated with its operations. The Manual Input 

SmartWay Carriers screen allows you to filter carrier fleets by SCAC, MCN, DOT number, NSC, and/or 

address if needed. 

After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay Carriers 

screen to enter the number of non-SmartWay carriers used by the current business unit. Only include 

carriers used during the reporting year. Enter the total number of non-SmartWay partners within the 

current business unit and check the box to confirm that all the non-SmartWay carriers in this business 

unit have been added. If this business unit has non-SmartWay carriers, select the carrier mode(s) the 

non-SmartWay carrier(s) belong to. For truck carriers, specify the appropriate carrier type (e.g., nonSmartWay Dray). If you are not sure of the appropriate truck carrier type, select the “General” option. 

7 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Activity Data Screen Requirements 

First provide a detailed text data source description for the sources used to estimate your mileage and 

ton-mile data for your carriers by selecting the e button. Be sure to indicate how you calculated the 

values, and where this data was obtained. For example, you may use PC Miler, carrier reports, or 

accounting/purchasing records to determine miles. Payload and ton-mile estimates may be based on 

bills of lading or other internal records. 

Next you must specify a Data Availability option for each carrier. There are four Data Availability 

options: 

a. Enter ton-miles and total miles (preferred option) 

b. Enter ton-miles and average payload 

c. Enter total miles and average payload 

d. Enter total miles only5 

Ideally, when entering information for a carrier, you should use Data Availability Option a. If this is not 

possible, please choose the method that uses the most accurate data at your disposal. In this way the 

Tool will utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as 

for the emissions footprint calculations. 

After specifying the Data Availability Option, record your activity data. Enter the data to the nearest 

whole number. 

Data Availability Option a – Enter total ton-miles and total miles. Total miles correspond to truck miles, 

railcar miles, air miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train miles, and for 

barge carriers, DO NOT enter miles for the entire string of barges – enter the sum of miles for each 

individual railcar and/or barge load. 

Data Availability Option b - Enter total ton-miles along with your estimated average payload (per truck 

railcar, etc. as appropriate) in short tons (2,000 lbs). 

Data Availability Option c - Enter total miles along with your estimated average payload (per truck, barge 

or railcar, as appropriate) in short tons (2,000 lbs). 

Data Availability Option d - Enter total miles. 

5 Option d is available for TL/Dry Van, Refrigerated, Flatbed, Tanker, Moving, Dray, and Auto carrier categories only. 

8 | Page 
 

 

 

 

 

 

 

 

 

 

 

 

Step 2—Data Entry 

DOWNLOADING THE SMARTWAY LOGISTICS TOOL 

To download the SmartWay Logistics Tool, visit: https://www.epa.gov/smartway/smartway-logisticscompany-partner-tools-and-resources. Save the Tool in a folder on your hard drive; this folder will house 

copies of your data and future updates. 

HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 

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

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

Tool. The instructions differ depending upon what version of Excel you use (Excel 2007, 2010, 2013, or 2016). 

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

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

https://www.epa.gov/smartway/smartway-logistics-company-partner-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 

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. 

Under the Partner Information tab: 

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

2. Enter the Working Contact name and title. 

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

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

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

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 

9 | Page 
 

 

 

 

 

 

 

 

 

 

 

_!lse Partner Address 

Add New Contact j 

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: 

Enter the Working Contact information. If the Working Contact shares the same address as the company, you 

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

Enter the email address twice to confirm its accuracy. 

Under the Executive Contact tab: 

Enter the Executive Contact information, including the contact email address. The same buttons and fields 

are available as described for the Working Contact Tab. 

Under the Sustainability Contact tab: 

If applicable, enter the Sustainability Contact information including the contact email address. The same 

buttons and fields are available as described for the Working Contact Tab. 

Under the Other Contacts tab: 

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

2. Enter the first Other Contact then select OK 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. 

may select the 

button. 

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 

10 | P a g e 
 

 

 

 

 

 

 

 

 

 

 

 

 

Qelete Selected Corntact 

Business Unit Description(s) 

Add Arnother Logistics B111siness Unit 

. Delete Checked Rows 

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 HOME button to return to the Home screen and go to Step 3. 

COMPLETING THE IDENTIFY BUSINESS UNITS SCREEN 

1. On the Home screen, select the button to display the Business Unit 

Characterization screens. 

2. Confirm that the Business Unit (Company Name) that appears automatically is correct and 

appropriate for your business units. If not, make changes in the field under the heading “Company 

Name.” 

3. Enter the “Business Unit Identifier” for your first (or only) business unit. 

4. Enter additional business units as needed: 

a. To enter another business unit, select the 

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

button. 

the button. 

c. Once you have confirmed or modified the Company Name and specified the Business Unit 

Identifiers, the full Business Unit Name(s) will be displayed on the screen to the right, exactly 

as they will be displayed on the SmartWay website. 

5. To proceed, select the Logistics Business Unit Details tab at the top, or select the NEXT button at 

the bottom of the screen. 

COMPLETING THE LOGISTICS BUSINESS UNIT DETAILS SCREEN 

1. For each business unit, you are asked to provide additional details, including SCAC, MCN, DOT, 

and/or NSC identifiers (optional) for each business unit listed. If you have a single business unit 

that has multiple SCACs, enter all of them into the SCAC field, and separate them with commas. 

• While it is not required to enter SCAC, MCN, DOT, or NSC information for each business unit, it 

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

database to easily find your business unit for inclusion in their Tool. 

2. Select your Business Unit Type (either “For-Hire,” “Private.” or “Dedicated”) for each business unit 

listed. 

3. Select the NEXT button or select the Business Focus tab at the top to proceed to the next section. 

11 | P a g e 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CREATE BUSINESS UNIT(S) 

Download Latest SmartWay carrier Data File 

COMPLETING THE BUSINESS FOCUS SCREEN 

1. For each business unit identified, estimate the percentage of total activity associated with each of the 

five business focus categories listed. Enter your estimates in the fields provided. Leave the field blank if 

no activity is associated with that operation category for that business unit. 

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

button at the bottom of the page. You will automatically be returned to the Home screen. 

DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE 

1. On the HOME page, select the button and allow the Tool to 

download the latest carrier data (SmartWayCarrierData2017.xls). 

2. Proceed to next section to enter data for your business unit(s). 

SELECTING A BUSINESS UNIT FOR DATA ENTRY 

1. Using your mouse, on the Home screen select and highlight the name of the business unit for which you 

wish to enter data. 

2. Double click the name; you will then be taken to the Input Carriers data entry screen for that business 

unit. 

INPUTTING CARRIERS FOR A BUSINESS UNIT 

1. On the HOME page, select and highlight the name of the business unit for which you wish to enter data. 

2. Double click the name; you will then be taken to the Input Carriers screen data entry screen for that 

business unit. 

3. You will see the Instructions screen; read the instructions and scroll to the bottom. 

4. Check the box next to the words “I have read and understand the carrier data input instructions” when you 

have read them. 

5. You must now decide how you will enter your data; i.e., via manual input or through the outside data 

import function. Refer to the “Logistics Company Partner 2.0.17 Tool: Guide to Importing Carrier Data 

Using Outside Data Import Function-2017” on the logistics page of the SmartWay website for more 

information about using the Outside Data Import function to enter your carriers, as well as using the new 

carrier matching function. 

Otherwise, proceed to the Manual Input SmartWay Carriers tab. 

COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB 

1. To select carriers manually, you can enter all or part of the carrier’s name directly into the “Carrier Name” 

input box and the select the Apply Filter button. A new filtered list will appear in the Available SmartWay 

Carriers box. Double click on the carrier name to add it to the “Selected SmartWay Carriers” box. 

2. You may also search for carriers by filtering using carrier mode, SmartWay Category, SCAC, MCN, DOT, 

NSC, and/or various address fields to find your carriers in the SmartWay Carrier data file. 

12 | P a g e 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Data Source 

3. To search by Carrier Mode, select the mode of transport from which you wish to choose a carrier. Seven 

carrier mode selections are available, including “All,” “Rail,” “Truck,” “Multimodal”, “Barge,” “Logistics,” 

and “Air”. 

• Note that by selecting “All”, you may search across all carriers, regardless of mode. 

• Next, if you select the Truck mode, you may also specify a SmartWay Category. Truck ranking 

categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk, Package, 

Auto Carrier, Moving, Specialized, Mixed, and Expedited. 

4. Once you have applied the desired filters, a list of available SmartWay carriers meeting your filter criterion 

appears in the Available SmartWay Carriers box. Using your mouse, double click on the carrier name to 

add it to the “Selected SmartWay Carriers” box. You may also use the Add Selected Carriers to List Below 

button to add selected carriers to the Selected SmartWay Carriers box. 

5. Once you have successfully identified your carriers using the Manual Entry method, proceed to the 

Manual Input Non-SmartWay Carriers tab. 

COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB 

1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field. 

2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your business unit. 

3. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit; double 

clicking will add it to the “Selected Non SmartWay Carriers” list. You may also use the Add Selected Carrier 

Types to List Below button to add selected carrier types to the Selected Non-SmartWay Carriers box. 

• For truck carriers, select the appropriate carrier type (e.g., TL/Dry Van, Refrigerated, Dray, etc.). If you 

are not sure about a specific truck carrier's category, select the "General" option. 

• Also distinguish your air carriers by "long haul" (cross-country/overseas flights, > ~2,300 miles) and 

"short haul" (generally regional/domestic flights, < ~2,300 miles). 

4. Once the required data has been entered on the Manual Input Non-SmartWay Carriers tab, you can 

proceed to the Activity Data screen. 

COMPLETING THE ACTIVITY DATA SCREEN 

1. Select the button. 

2. Enter a detailed description of the sources used for your Activity data information, including a 

description of how you calculated miles, ton-miles, payload, density and load percent (if applicable) in 

the space provided. 

3. Select the CLOSE button. 

4. For each carrier listed, specify your data availability: 

a = I know both Ton-miles and Total Miles 

b = I know Ton-miles and Average Payload 

13 | P a g e 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

% SrnartWay 

Data Display 

Generate a (.xml) data file 

c = I know Total Miles and Average Payload 

d = I know Total Miles only 

5. For carriers where you have selected Data Availability Option a, enter total ton-miles along with total 

miles. 

6. For carriers where you have selected Data Availability Option b, enter total ton-miles along with your 

estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000 lbs). 

7. For carriers where you have selected Data Availability Option c, enter total miles along with your 

estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000 lbs). 

8. For carriers where you have selected Data Availability Option d, enter total miles. 

Note: Data Availability selections for LTL, package and multimodal carriers are 

restricted to Options –a-c due to the difficulty in adjusting mileage for partial 

loads. 

9. Select the button and correct any errors. 

a. If you have errors, they will appear either as red boxes for significant errors, or as yellow 

warning boxes for less-extreme errors. Red errors will prevent you from submitting your Tool. 

b. If your values are out of range, but you are confident that they are correct, double click the 

box with the error. A comment box will then appear. Enter an explanation for the value and 

click OK. The box will become yellow, and you will be able to proceed to submit your Tool. 

10. Proceed to the tab to see your % SmartWay Value to assess your overall all 

progress in utilizing SmartWay carriers. You may also go to the tab to review 

your carriers’ performance levels. 

11. Select the HOME button to return to the Home screen. 

COMPLETING THE % SMARTWAY SCREEN 

On this screen, you will select the weighting factor you wish the tool to use to determine your % SmartWay 

Value. Comparing your % SmartWay Value over time provides a useful way of gauging your company’s 

progress in reducing its overall emissions or footprint. Select the radio button for Ton-Miles or Total Miles to 

choose the weighting factor for all your business units. 

SUBMITTING YOUR TOOL TO EPA 

button which will open a new screen. 

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

Agreement once again. 

1. Select the 

14 | P a g e 
 

 

 

 

 

 

 

 

 

 

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

Logistics_PartnerName_Year_V0.xml6 

For example, Logistics_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 .xlsm files to SmartWay. Note that the .xml 

file is approximately 10 times smaller than the .xlsm file. 

6. Upon selecting NEXT, a screen will appear that allows you to close the Logistics Tool or return to 

the Home screen. 

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

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

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

Please visit https://www.epa.gov/smartway/smartway-logistics-company-partner-tools-and-resources 

for additional resources, including printable data collection worksheets, and technical documentation, for 

more in depth exploration of each section of the Logistics Tool. 

6 If you create the XML file multiple times the file name will increment each time (e.g., Logistics_ABCompany_2017_V1.XML for the 

second iteration, etc. 

15 | P a g e 
 

 

 

 

 

 

 

 

 

 

View Your Data B,_eports 

Review your Year-to-Year Performance 

Feedback/ Recruiting Assistance 

Step 3 – Results and Summary Reports 

at the bottom of the Home screen. 

The Year-to-Year Comparison Report is another optional section of the Tool, allowing 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 

The View Your Data Reports section gives you access to ten 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 Feedback/Recruiting Assistance 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 Logistics Tool 

data to EPA. Selecting the button on the Home screen will 

open this form. 

16 | P a g e