Logistics Company FLEET Tool: 

Data Entry Guide 

Part 3

Office of Transportation and Air Quality

EPA-420-B-11-045

November 2011
Logistics Company FLEET Tool Users Guide Part 3 | P. 2 

 

Part 3: DATA ENTRY GUIDE

This guide is Part 3 of a three-part series designed to help your company participate fully in the 

SmartWay Transport Partnership.

In Part 3, you will learn how to enter the company and fleet data you collected using Part 2 into the 

SmartWay Logistics Partner FLEET Tool. This guide covers: 

1. Downloading and setting up to tool to run properly

2. Basic organization of the SmartWay Logistics Partner FLEET Tool

3. Entering your data

4. Viewing fleet performance summary data

5. Submitting data to SmartWay

6. Troubleshooting the tool

WARNING! 

Completing this tool requires a considerable amount of information about your company, the divisions 

that are joining SmartWay, and the fleets within those divisions. There are many sections and screens to 

complete for each fleet that you operate. While you will have the ability to save your tool along the way 

and return to it at anytime, we STRONGLY ENCOURAGE you to review Part 1 to understand key 

information about joining the partnership and use Part 2 of this series to learn about the data 

requirements and gather your data BEFORE attempting to use Part 3 to complete the tool. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 3 

 

Downloading and Setting up the Tool

Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The 

SmartWay Logistics Partner FLEET Tool was built using Microsoft Excel Forms.

About Microsoft Excel

The tool can be downloaded from the SmartWay website at: 

Downloading the SmartWay Logistics Partner FLEET Tool

http://www.epa.gov/smartwaylogistics/partnership/logistics.htm 

Please save the tool in a folder on your hard drive; this folder will house copies of your data and future 

updates.

The following instructions should appear on your screen if you need to change your security settings 

before running the tool.

Security Settings for the SmartWay Tools

Excel 2003 Users

Before you begin, be sure to set your Excel security setting level to “Medium.” 

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

2. When 

that 

window 

opens, 

select

Medium. 

Figure 1: Macro Drop-Down Menu
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To run the tool:

1) Save the tool to your computer in a folder on your hard drive; and,

2) Double-click on the file to open the tool. 

You will see a security warning box appear (Figure 3).

Figure 3: Security Warning Box

Figure 2: Security Dialog Box
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3) Select the Enable Macros button in the security warning box. The following screen 

(Figure 4) should appear:

Figure 4: Logistics Partner FLEET Tool Welcome Screen

The part of the tool that you fill out resides in the gray, blue, and dark green forms that appear on the 

screen. The Excel workbook that remains in the background – and which normally appears as a light 

green screen as in Figure 4 – is where all of the data you enter is actually stored. However, for the 

purpose of your data entry, please disregard the background workbook. 

Security Settings for Excel 2007 Users

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

tool:

1) Save the tool to your computer; and,

2) Open the file, and select the “Options...” button that appears after the Security Warning 

just below the menu bar (Figure 5). Detailed instructions are also provided on the 

screen itself.
Logistics Company FLEET Tool Users Guide Part 3 | P. 6 

 

Figure 5: Security Warning Screen

3) In the Microsoft Office Security Options dialog box (Figure 6), choose “Enable this 

content” and select OK. The tool will then open after a short delay.
Logistics Company FLEET Tool Users Guide Part 3 | P. 7 

 

Figure 6: Security Options Dialogue Box

If you reach this point and the tool does not open, please review the “Software and Hardware 

Requirements” on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set 

too high. To adjust your security settings, select the Office button (in the top left corner of the screen) 

and then select the “Excel Options” button in the bottom right corner of the pull-down menu (Figure 7):
Logistics Company FLEET Tool Users Guide Part 3 | P. 8 

 

Figure 7: Excel Options Drop-Down Menu

On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):

Figure 8: Excel Options Drop-Down Menu

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

the screen (Figure 9):
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Figure 9: Trust Center Settings Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 10

 

Choose the setting “Disable all macros with notification” (Figure 10) and select OK. 

Figure 10: Macro Settings Screen

Next, to run the tool:

1) Save it to your computer.

2) Open the file, and select the Options or Enable Content button as described above.

3) In the Microsoft Office Security Options dialog box (Figure 6), choose “Enable this 

content” and select OK. The tool will then open after a brief delay.

If the tool does not open at this point, please review the Software and Hardware Requirements in Part 1 

of this guide. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 11

 

Basic Organization of the SmartWay Logistics Partner FLEET Tool

Understanding the Tool Format and Structure

The SmartWay Logistics Partner FLEET Tool is organized around (1) information screens, (2) forms or 

worksheets, and (3) reports/summaries that guide you through the process joining the SmartWay 

Transport Partnership and/or providing your annual update to maintain your good standing with the 

program.

Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the 

one shown here: 

Figure 11: Opening Screen of Logistics Partner FLEET Tool
Logistics Company FLEET Tool Users Guide Part 3 | P. 12

 

The name of each form appears at the top left-hand corner of the screen, in white text on the blue 

window bar.

Figure 12: Screenshot of Title of Screen/Form

Each screen contains text instructions or information about the program. Where applicable, the screen 

will also include links to the SmartWay website or other sections of the tool (e.g., the various data entry 

screens); these links will be underlined and shown in blue text.

Figure 13 Screenshot of Link in the Tool

The screens also contain navigation buttons to direct you through the tool.

Figure 14 Screenshot Navigation Buttons in the Tool

When new concepts/ topic are introduced on a screen, a small question mark ([?]) appears next to it. 

When you select the question mark, you will find additional definitions of terms or instructions to help 

you complete the screen properly.

Before you reach your data entry section of the tool, you will move through four introductory screens

that allow you to review the basics of participation in SmartWay for logistics partners: 

Reviewing the Introductory Screens

• The “SmartWay Introduction” Screen

• The “Partnership Agreement” Screen

• The “Is this the Right Tool for Me?” Screen

• The “Required Information” Screen

The features of these screens are described below.
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The “SmartWay Introduction” Screen

The SmartWay Introduction screen is the first window that appears when the tool is opened (Figure 15). 

This screen contains a link to the SmartWay website where you can view and download additional 

information about the program, the tool, and the technical basis for the calculations in the tool.

Figure 15: SmartWay Introduction Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 14

 

For your convenience, a link for SmartWay Tool information is provided here - 

http://www.epa.gov/smartwaylogistics/partnership/logistics.htm. 

The “SmartWay Partner Agreement” Screen

Figure 16: SmartWay Partner Agreement for Carriers

After selecting the button on the SmartWay Introduction screen, the SmartWay Partner 

Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of 

this users guide series.

Submitting a SmartWay Logistics Partner FLEET Tool to EPA constitutes agreement to all terms in the 

Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide 

series before sending your tool to EPA.

To reach the data entry sections of the tool, you must agree to this language to join the SmartWay 

Transport Partnership by selecting check box at the bottom left. 

SmartWay Logistics Company FLEET Tool submissions are due on an annual basis; therefore, when you 

submit your tool each year, this will constitute your renewal of your partnership agreement. Failure to 

Check to accept Agreement
Logistics Company FLEET Tool Users Guide Part 3 | P. 15

 

send your annual tool update will constitute a violation of the terms of the agreement and will result 

in immediate removal of your company name/fleet from the SmartWay partner list.

NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were 

delinquent submitting their partnership materials; however, due to the large number of partners 

currently joining and submitting materials to SmartWay, this level of customized service can no longer be 

supported.

The “Is this the Right Tool for Me?” Screen

SmartWay offers several FLEET tools tailored for different business models and fleets. Most trucking 

companies will use the Truck Carrier FLEET Tool; however, it is advisable to review the checklist in Part 1

of the user guide series and/or this screen in the Logistics Partner FLEET Tool to make sure it is the best 

option for your operations.

Figure 17: Determining Which Tool is Appropriate for your Fleets
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This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-modal) 

appropriate for different types of trucking operations. Your choice of tool will depend primarily on the 

transport modes you utilized and the amount of business you contract to other companies. 

The “Required Information” Screen

The next screen summarizes the information needed to complete the Logistics Partner FLEET Tool. 

Select in order to retain a hardcopy for reference as you complete the rest of the tool.

Figure 18: Summary of Logistics Tool Required Information

Once you have navigated through the four introductory screens, you will be taken to the SmartWay 

Logistics Partner FLEET Tool Home screen.
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Navigating the “Home” Screen 

Figure 18 displays the structure of the Home screen.

Figure 19: Main Tool Navigation or “Home” Screen
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From the Home screen, you can:

1) Enter your partner name; 

2) Fill out company and contact information;

3) Define your logistics fleet(s);

4) Download the latest SmartWay Carrier data file;

5) Enter data to characterize your logistics fleet(s);

6) View results of your data entry; and 

7) Create final version to submit to EPA.

There are seven sections on the Home screen. Each section has links to additional screens or worksheets 

within the tool which are described below:

1. Enter Partner Name: Here you will enter the name of your organization, exactly as it 

should appear on the Partner Listing of the SmartWay website.

2. Enter Company and Contact Information

a. Enter your Contact Information: This link takes you to a screen that asks for 

general company contact information, a primary SmartWay point of contact, and 

an executive-level contact. Additional contacts may also be included. 

3. Define your Logistics Fleets

a. Logistics Fleet Characterization: On this screen you will define all the logistics 

fleets your company operates and provide information describing the operation 

of those fleets. Once these parameters are defined, the software will 

automatically generate blank data entry forms for each fleet.

4. Download SmartWay Carrier File

a. Download Latest SmartWay Carrier File: Select this link to download the latest 

SmartWay Carrier performance data for use with your logistic fleets. 

5. Enter Activity and Fuel Information for Each of Your Logistics Fleets

a. View or change the selected fleet: This link will take you to a screen that asks for 

performance and fleet composition information necessary to calculate efficiency 

metrics for your fleet(s). 

6. View Output: Here you can see final summaries of your data including: 

a. View Fleet Performance Summary: This link provides multiple options for 

viewing your performance data and can generate multiple reports for you. 

b. Show Report of All Comments: This link allows you to review any notes and 

comments entered during the compilation of the different data inputs 

throughout the tool. These comments can provide a useful reference for 

documenting data sources and assumptions, as well as for preparation of 

subsequent year submittals. In addition, you can use this link to view questions 
Logistics Company FLEET Tool Users Guide Part 3 | P. 19

 

and comments from your SmartWay Partner Account Manager after they receive 

and return your data.

7. Create Final Version

a. Create File to Send to EPA: This link allows you to send your data file as an Excel 

attachment in an e-mail to your Partner Account Manager (PAM). Selecting the 

OK button does not automatically submit the data file to EPA – follow the 

instructions on the popup screens carefully to complete this process. In the future 

this screen will automatically send your SmartWay submission to the SmartWay 

team via e-mail.

The first five sections of the home screen should be completed in order, and comprise all the steps 

needed to complete your SmartWay Logistics Tool. After they are completed, you can review your 

output and/or submit your tool to EPA.

Entering Your Data

In addition, in order to save data entered into the tool before exiting, you should select the “Save 

Progress” button on the Home screen. Although you will also be prompted to save your data after 

selecting “EXIT”, we recommend saving your data entry intermittently, especially if you are entering 

information for large numbers of carriers and/or fleets.

Saving Your Data

The data reports provided by the Logistics Partner FLEET Tool are covered in detail below in the View 

Reports section of this guide.

Reviewing Your Data
Logistics Company FLEET Tool Users Guide Part 3 | P. 20

 

Entering Your Data

You should complete the first five sections of the Home screen (see Figure 20) in order. The next five

sections of this guide explain how to enter your data on each of the required screens.

• Enter the name of your organization, exactly as it should appear on the Partner Listing of the 

SmartWay website.

Section 1 Data Entry: Enter Partner Name

• Note that the reporting year for your data entry is shown next to “Report Year” to the right of 

the Partner name.

Figure 20: Step 1 – Enter Partner Name

Enter Partner 

Name Here
Logistics Company FLEET Tool Users Guide Part 3 | P. 21

 

PLEASE REFER TO 

Section 2 Data Entry: Enter Company and Contact Information

WORKHEET #1: Company and Contact Information

From the Home screen, select the blue link that says 

in the Part II Data Collection and 

Workbook to complete this section of the Logistics Partner FLEET Tool. 

Company and Contact Information. 

Figure 21: Selecting the Company and Contact Information Screen

You will then be taken to the Company and Contact Information screen. The Partner Name entered in 

Step 1 will be shown at the top of the screen. This screen will ask you to, provide the following 

information:

Select link
Logistics Company FLEET Tool Users Guide Part 3 | P. 22

 

Figure 22: Entering Company and Contact Information

1. Company Information

2. Primary Contact information

3. Executive Contact (Vice President or higher)

4. Other Contacts

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

to SmartWay without this information. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 23

 

• Enter the Company data in section 1.

Steps for Entering Company and Contact Information:

• Enter the Primary Contact data in section 2. 

 

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

with SmartWay regarding specific tasks involved in the timely submission of the tool to 

SmartWay. The Primary Contact coordinates communication between SmartWay and the 

partner’s company.

If the Primary Contact shares the same address as the company, you may select the 

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

• Enter the Executive Contact Information by selecting the

button to the right; enter the required data. 

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

requirements in its SmartWay Partnership Agreement, overseeing the Primary Contact (as 

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

If the Primary Contact and Executive Contact are one in the same, simply check the 

box to auto-populate the Executive Contact information.

• Enter Other Contacts (if applicable) by selecting the 

button. A new contact field will appear, labeled Other Contact 

Information (not pictured). 

Enter the first Other Contact then select OK when done.

NOTE: In some cases, companies with multiple business units 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 names to the Other Contacts box by repeating this process. If you wish to edit an 

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

button. 

You can remove an existing contact by highlighting the contact and then selecting Delete Selected 

Contact. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 24

 

To make sure you have filled out all required 

contact information, select at 

the bottom of the screen. If any information 

is missing, a dialogue box will appear 

informing you what additional information is 

required. 

Next select the button to return to the Home screen and go to Step 3. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 25

 

Section 3 Data Entry: Define Your Logistics Fleets

PLEASE REFER TO WORKHEET #2: Logistics Fleet Characterization in the Part II Data Collection and 

Workbook to complete this section of the Logistics Partner FLEET Tool. 

Next, on the Home screen select the Logistics Fleet Characterization link to display the Logistics Fleet 

Characterization screens. This is the section where you will define the various components of your

logistics fleets. 

Figure 23: Selecting Logistics Fleet Characterization on Home Screen

Select link
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There are two tabs in the Logistics Fleet Characterization section of the tool: 

1. Identify Logistics Fleets 

2. Characterize Logistics Fleets

Tab 1: Identify Logistics Fleets is shown below. 

Figure 24: Identifying Logistics Fleets

Steps for Completing “Identify Logistics Fleets” Tab:

Using data collected using Worksheet #2: Logistics Fleet Characterization in the Part II Workbook, enter 

data for your first fleet:

• Logistics Fleet Name: Enter the Logistics fleet name, with your partner name first followed by 

your fleet or division name, exactly as you would like it displayed on the SmartWay website.

• SCAC(s): If your fleet has a SCAC, please input that information. While it is not required to enter 

SCAC information for each fleet, it will help shippers searching by those parameters in the 

SmartWay database to easily find your fleet for inclusion in their Shipper and/or Logistics Tools. 

• MCN: If your fleet has a Motor Carrier Number, please input that information. While it is not 

required to enter MCN information for each fleet, it will help shippers searching by those 
Logistics Company FLEET Tool Users Guide Part 3 | P. 27

 

parameters in the SmartWay database to easily find your fleet for inclusion in their Shipper 

and/or Logistics Tool. 

• Fleet Type: For private company operations or dedicated contract service, enter 

“Private/Dedicated.” Otherwise select “For-Hire.” If your company has only one service 

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

are multiple divisions, each should have its fleet type defined separately.

• Fleet Contact: Select your fleet contact(s). Use the drop-down menu to display the list of 

contacts you entered in the Company and Contacts screen and select one. If there is a contact 

for the fleet that is not already listed in the Company and Contacts screen, you will need to 

return to that screen to add the contact information.

Modifying Logistics Fleets

To enter another logistics fleet, select the button.

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

button. 

Adding Comments/Notes

Creating useful comments assists SmartWay tool reviewers in approving your tool as quickly as possible. 

Your comments help reviewers understand your business model. Any details that you can provide 

related to your business operations will speed up approval time.

Please note the button located at the bottom of the screen. This allows you to 

enter notes about the collection process, your assumptions and methods, data, or other 

information. These details could prove useful for your reviewer when you or someone else fills 

out the tool next year. If comments have been added for a particular screen, the 

button will be highlighted in yellow on your screen and will now read to indicate to 

your reviewer that there are comments to be read.

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

with question marks [?] displayed throughout the tool. When selected, these icons provide additional 

information about specific items located on the screen.
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To proceed, select the Characterize Logistics Fleets tab at the top, or simply select the 

button at the bottom of the screen. Before proceeding to the next screen however, a popup screen will 

appear asking you to verify that the name(s) of your fleets are correct – see Figure 25. 

Figure 25: Logistics Fleet Name Verification Message

Please verify that the logistics fleet name(s) are exactly as you want them to appear on the 

SmartWay website, indicating your participation in the SmartWay program. Select OK to 

proceed to the next screen, or Cancel to revise your fleet name(s).
Logistics Company FLEET Tool Users Guide Part 3 | P. 29

 

Steps for Completing “Characterize Logistics Fleets” Tab:

Tab 2: Characterize Logistics Fleets is shown below in Figure 26. 

Figure 26: Characterizing Logistics Fleets

Using data collected using Worksheet #3: Fleet Characterization, enter data for your first logistics fleet:

For each fleet, fill out the Operation Category (%) information by indicating the percentage of operation 

on a mileage basis. Operational categories are described below: 

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

cargo, generally the amount necessary to fill an entire semi-trailer or intermodal 

container. Truckload carriers generally contract an entire trailer-load to a single 

customer; 

• Less-than-truckload (LTL) - Less than truckload operations collect freight from various 

shippers and consolidate that freight onto enclosed trailers for linehaul to the delivering 

terminal or to a hub terminal where the freight will be further sorted and consolidated 

for additional linehauls; 

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

picked up, and moved to another transfer facility or transport mode terminal. Often 

these moves are short in nature, but can be longer depending on specific situations:

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

package delivery/pickup consisting primarily of single or small groups of 
Logistics Company FLEET Tool Users Guide Part 3 | P. 30

 

packages. It does not include larger scale pickup delivery operations that are more 

properly characterized as Less Than Truckload operations. Common examples of this 

type of operation are the brown UPS and white FedEx delivery vehicles.

Enter the percent of each operational type based on approximate mileage. This percentage calculation 

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

Next, fill out the Body Type fields, indicating the percentage by body type for each logistics fleet. Body 

Type categories include:

• Dry van

• Refrigerated (Reefer)

• Flatbed

• Tanker

• Intermodal chassis containers (pooled and owned)

• Special hauler (e.g., Heavy Haul, Auto Carriers, Bulk Carriers, Household Moving, 

Hopper, Livestock, Garbage, Utility, and other specialized carriers) 

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

fleet must sum to 100%.

Once you are sure your information is input correctly, you may select the button at the 

bottom of the screen. 

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

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

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

When you select this button, the system will create blank data entry forms only for the new fleet(s) you 

have added; any existing fleets will not be affected.

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

Checked Rows button. Note that, if you have already generated data entry forms for the fleet you are 

deleting, the system will prompt you to confirm the deletion.

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

will take you back to the Home screen (see Figure 27). At this point you may define 

another logistics fleet following the same process, or proceed to Step 4 on the Home screen. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 31

 

Section 4: Download SmartWay Carrier Data File

On the Home screen, select the link below item # 4: Download Latest SmartWay Carrier Data File. This 

will ensure that you have the latest carrier performance data for characterizing logistic fleet 

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

You must have an active Internet connection to perform this step. 

Figure 27: Downloading Latest SmartWay Carrier Data File

After selecting the link, the carrier file will be downloaded to your computer and the date of the file will 

be displayed to the right on the Home screen, as shown in Figure 28.

Select link
Logistics Company FLEET Tool Users Guide Part 3 | P. 32

 

Section 5: Characterize Logistics Fleets

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

Select Logistics Fleet for Data Entry. 

Figure 28: Home Screen with Logistics Fleet Status

Fleet status 

Not Checked
Logistics Company FLEET Tool Users Guide Part 3 | P. 33

 

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

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

• Not checked - Data has not been entered yet. 

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

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

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

“Warnings.”

• Errors will prevent you from generating the Internal Metrics Reports under item #6, View 

Reports, and must be addressed before you can submit your tool to EPA. 

• Warnings will allow you to view the Internal Metrics Reports and submit your data to EPA. 

However, it is strongly recommended that you carefully review each warning message before 

sending your data to EPA so that you can anticipate questions that you may receive you’re your 

partner account manager (PAM) as a result of your data being outside the expected ranges. 

Addressing errors and warnings is described for subsequent input screens in the following 

sections. 

To add data to a particular fleet, highlight the fleet name and then select View or change the selected 

logistics fleet, or simply double-click on the name of the fleet. You will then proceed to the tool Data 

Entry Screens for the selected fleet.
Logistics Company FLEET Tool Users Guide Part 3 | P. 34

 

Figure 29: Selecting Logistics Fleet for Data Entry from the Home Screen

PLEASE REFER TO WORKHEET #3B: Fleet Characterization to complete this section of the Logistics 

Partner FLEET Tool. 

1. Select fleet

2. Click to 

view/change 

selected fleet
Logistics Company FLEET Tool Users Guide Part 3 | P. 35

 

Steps for Completing the Select Carrier(s) Tab

After selecting a logistics fleet for data entry, you will see the Select Carrier(s) screen (see Figure 30). 

Figure 30: Select Carrier(s) Screen

The Select Carrier(s) screen allows you to input specific data about each carrier that you hire by 

referencing the carrier data file downloaded to your computer from the SmartWay website. 

Two options are available for identifying your carriers. If you have a large number of carriers (e.g., as a 

large 3PL), you may wish to develop your carrier details separately and upload your data in a single file

using the Data Import method. Alternatively, if your logistics fleet has a limited number of carriers, you 

may choose to specify your carriers one at a time using the Manual Entry method. These two methods 

are described in detail below. 

Note: Select the blue link at the upper right of the screen, Detailed Instructions for Data 

Export/Import, to view and/or print these instructions. This information is also available at

http://epa.gov/smartway/documents/partnership/420b11040.pdf 
Logistics Company FLEET Tool Users Guide Part 3 | P. 36

 

Data Import Method

The purpose of the Logistics Tool’s Data Import function is to allow larger logistics partners to extract 

and combine data from their in-house computer systems, and to then import this data directly into the 

Logistics Tool, alleviating the need to key in this data through the tool’s input forms.

The carrier data that you collect and prepare needs to be stored in a Comma Separated Values (CSV) file. 

In order for the CSV file to be properly read, it must be saved with the proper format. Although CSV files 

can be viewed and updated using a variety of different PC applications, SmartWay recommends that you 

use Microsoft® Excel. Excel has standard support for CSV files, in that it can easily read and write this 

type of file. 

Note: You MUST save your import file as a CSV file. If you accidently save your file as an Excel 

workbook, you can easily change the format back to a CSV file by using the Save As option in 

Excel. 

Note: EPA does not have the resources or technical expertise to assist you in creating and 

importing this file. Please work with your own in-house IT/MIS computer staff as needed. 

Step 1: Select your carrier(s).

When the Logistics Tool imports your CSV file, it matches the carrier mileage and ton-mile information in 

the file with emission factors from EPA’s SmartWay Database. The carrier data is matched together in 

one of two ways: (1) using an internal carrier Identifier, or (2) using the carrier’s name, mode, and bin 

category. The CSV file also needs to be a specific format. In order to satisfy both of these requirements, 

EPA recommends following one of two approaches:

Option A:

On the Select Carrier(s) screen, select the button. This will list all of the 

current SmartWay Carriers into a CSV file in the correct format. You can then open this CSV file 

in Excel and delete the carriers you don’t use. The required steps for this Option are listed 

below.

1. Select the “Export Selected Carriers” button.

2. A “Save As” screen will pop-up.

3. Save document as “XXX.csv” file, where “XXX” is a name of your choosing, in any folder on 

your computer. 

4. Open this CSV file and delete the SmartWay carriers that you did not use during the 

reporting year. 

5. Save this modified CSV file to your computer. 

6. Go to Step 3 (Populate the CSV file with carrier data from your in-house computer systems) 

below.

 
Logistics Company FLEET Tool Users Guide Part 3 | P. 37

 

Option B:

On the Select Carrier(s) screen, find and select your carriers using the Carrier Mode drop-down 

listbox, the Bin Category drop-down listbox, and the Available Carriers drop-down listbox. As 

you find each of your carriers, use the button. When you 

use this button, the carrier that has been selected in the Available Carriers drop-down listbox 

will be added to the list of selected carriers at the bottom of the screen. Once you have 

selected your carriers, use the button. This will copy the carriers you 

selected into a CSV file in the proper format. 

The required steps for this Option are listed below.

1. Select the “Export Selected Carriers” button.

2. A “Save As” screen will pop-up.

3. Save document as “XXX.csv” file, where “XXX” is a name of your choosing, in any folder on 

your computer. 

4. Go to Step 3 (Populate the CSV file with carrier data from your in-house computer systems) 

below.

Although EPA does not recommend it, you may also create your CSV from scratch using an in-house data

application. If you use this approach, you should select a few carriers on the Select Carrier(s) screen and 

export them so you have a sample CSV file with the correct format. This will aid your IT staff in 

producing a CSV file with the correct format.

EPA recommends that you save a copy of your CSV file at this point.

Step 2: Populate the CSV file with data from your in-house computer system. 

1. Open the CSV file you created in the previous step. At the top of the file are important warnings 

and descriptions of the data that needs to be entered in each column. These warnings and 

descriptions can be deleted from your CSV, however do not change the header row which 

begins with the label “Carrier ID”. A list of the data fields can also be found in Appendix A the 

end of this User Guide, including a list of valid values.

2. Populate the CSV file with carrier data from your in-house spreadsheet.

Step 3: Validate and Import your CSV file into the tool 

You can import the data in your CSV file by using the button on the Select 

Carrier(s) screen. This function will perform an initial validation of the data within your CSV file. After 

the validation is complete, the Logistics Tool will display a list of any errors and warnings, which you may 

print out. After the validation is complete, the tool will display a list of any errors and warnings that 

were found while the tool was validating your CSV file. , If you have any warnings or errors, the tool will 

ask you if you would like to continue with the data import process. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 38

 

The steps required for file validation are listed below. 

1. Select the “Import Carriers from File” button.

2. An “Open File” box will pop-up.

a. For Option A, select “CarrierDataSelected.csv” from the appropriate folder; 

b. For Option B, select “CarrierDataMaster.csv” from the appropriate folder. 

3. Select Open.

4. A “SmartWay File Import” box will pop-up, asking “Do you wish to continue?”

5. Select Yes.

6. If your file contains errors or warnings, a “SmartWay File Import” box will pop-up identifying 

what they are. If you have any warnings or errors, you can stop the import process and 

correct these errors/warnings in your CSV file and try again. You may also choose to note the 

warnings/errors and correct them within the tool. If your file did not contain any errors, a 

“SmartWay File Import” box will pop-up, saying “Congratulations! Your data meets the 

minimum standards required for import.”

7. Select OK to continue importing your CSV file.

Note: Any carrier records in your CSV file that had an error will not be imported into the tool. 

Fields with warnings will be imported, but the field receiving the warning will either be ignored or 

replaced with a zero. Zeros will need to be corrected in the tool if they are imported. For 

example, Total Miles must be an integer value greater than zero and less than 999,999,999,999. 

If you enter 41457.3 as the total miles for one of your carriers, this Total Miles field will receive a 

warning because it is not an integer. The import process will not accept this data, and instead 

insert a zero for the Total Miles field for this carrier. 

Step 4: Adding or replacing imported carrier data

The Logistics Tool’s Data Import function was designed so that you can add additional carrier data at a 

later date. If you anticipate adding additional carrier data in the future, you should use the 

button as described above so that all of the carrier data in the tool is 

exported to a CSV file. You should then add your additional carrier data to the exported CSV file.

Once you have imported your CSV file into the tool, you may augment, correct, or modify any of the 

carrier data using the Logistics Tool’s screen options. If you make any changes to your carrier data using 

the Tool, you should export this data using the button on the Select Carrier(s)

screen.

Note: When you perform a Data Import, all previously entered or imported carrier data in the 

Logistics Tool is deleted. If you need to merge carrier data from the tool with other carrier data, 

you can either enter the additional information into the tool directly, or enter it into an 

exported CSV file. If you chose the latter approach, you should use the 

button to export that data, add or copy/paste this additional carrier 
Logistics Company FLEET Tool Users Guide Part 3 | P. 39

 

data into this newly exported CSV, and then re-import the updated CSV back into the Logistics 

Tool.

Note: When exporting and then re-importing your selected carriers, if you have also entered 

information on the Activity Data screen prior to the export, any values you may have typed into 

the Average Density and Average Payload Percentage calculators will be lost. Any calculated 

values will still be retained – only the calculator inputs themselves will be deleted. 

Step 5: Enter additional data into the Logistics Tool.

In addition to the carrier-specific information imported into the CSV file, the Logistics Tool will require 

you to enter additional information describing the Data Source on the Activity Data screen. Note that 

the Data Source field is deleted each time you perform a new Data Import. 

After importing your carrier data, please view each Data Entry Screen. The Logistics Tool will prompt 

you when data is missing or in error. Alternatively, you may select the button at the 

bottom of each screen, which will allow you to see a complete list of errors. 

Manual Entry Method

If you have a reasonably small number of carriers in your logistics fleet you may use the Manual Entry

method to identify them. To use this method, first select the mode of transport from which you wish to 

choose a carrier. Five carrier mode selections are available, including:

• All

• Rail

• Truck

• Multi-Modal

• Logistics

By selecting “All”, you may search across all carriers, regardless of mode.

Next, if you select the Truck mode, you may also specify a carrier bin category. Truck bin categories 

include:

• TL Dry Van

• LTL Dry Van

• Refrigerated

• Flatbed

• Tanker

• Dray

• Package

• Specialized

• Mixed
Logistics Company FLEET Tool Users Guide Part 3 | P. 40

 

Bin category selections are not currently available for other modes but may be added in the future. 

(Note Multi-modal selections lists “Truck/Rail” as the bin category, by default.)

After specifying the mode (and bin category if available), a drop-down menu will allow you to select by 

carrier name,1 and/or by SCAC and MCN numbers if the carrier is a trucking or logistics partner. You 

may also type in carrier names and/or codes to find the carrier more quickly. If one or more carriers in 

your fleet are not SmartWay Partners, you should select the appropriate “Non-SmartWay” option 

provided at the top of the listing. (Non-SmartWay carriers are assumed to have performance levels 

equivalent to the lowest performing partners for a given mode, for calculation purposes.2

Note: Either the Data Import method or the Manual Entry method are acceptable to 

SmartWay, and SmartWay places no judgment on whether data was submitted via import or 

manual entry. The decision is at the discretion of the user.

) After the 

carrier is selected, select the button to add them to your carrier list. 

Note: The User will likely need to have IT support for the data upload option. The directions for 

data upload must be followed exactly for the data import to work. It is recommended that if 

you are not an experienced computer user with a familiarity creating CSV files, that you ask your 

IT department for assistance. 

If you have successfully identified your carriers using the Manual Entry method, and if you have any 

non-SmartWay carriers in your list, then you must input the number of non-SmartWay carriers utilized, 

as shown in Figure 32. 

 

1

 In certain cases, a single search selection may require additional filtering. For example, a given carrier may have multiple

SCAC's associated with its operations. In this case, if your carrier choice has multiple SCAC’s, you may use the SCAC drop-down

menu to select among several codes to narrow your search to the appropriate selection.

2 These estimates have been developed for Truck carriers from 2010 partner submittals. Non-SmartWay Logistics and Multimodal carriers are also assumed to have performance levels equivalent to the corresponding truck value. Currently, the NonSmartWay Rail selection utilizes industry-average performance metrics. Please see the Logistics Tool Technical Documentation

for additional details.
Logistics Company FLEET Tool Users Guide Part 3 | P. 41

 

Figure 32: Specifying the Number of Non-SmartWay Carriers on the Select Carrier(s) Tab

Once the required data has been entered on the Select Carrier(s) screen, you can proceed to the 

Activity Data screen.

Enter # of nonSmartWay 

Carriers here
Logistics Company FLEET Tool Users Guide Part 3 | P. 42

 

Steps for Completing the Activity Tab 

Data reported on this tab are used to calculate your logistics fleet’s overall performance and mass 

emissions. Carriers specified in the Select Carrier(s) screen are automatically listed on this screen, along 

with their associated mode and bin category, if applicable (see Figure 33). 

Figure 33. Activity Data Screen

1. Entering Data Source Description

Before you begin entering activity data for your fleets, select the 

button and enter a detailed description of the sources used to generate your activity data in the popup 

text box (see Figure 34). Be sure to indicate how you calculated miles and ton-miles, and where this 

data was obtained. For example, you may use PC Miler, carrier reports, or accounting/purchasing 

records to determine miles. Payload and associated ton-mile estimates may be based on bills of lading 

or other internal records.

2. Select Data 

Availability 

Option

3. Select 

Inventory 

Calculation 

Metric

4. Enter Tonmiles and/or 

Miles

1. Select to 

enter Data 

Source 
Logistics Company FLEET Tool Users Guide Part 3 | P. 43

 

Figure 34: Activity Data Source Description Text Box

2. Selecting the Data Availability Option

To begin entering data regarding how you use each carrier, you must first specify a Data Availability

option. There are seven Data Availability options offered, as summarized below. 

1. Enter ton-miles and miles (preferred option) 

2. Enter ton-miles and average payload

3. Enter ton-miles, density, and load fraction

4. Enter ton-miles only

5. Enter miles and average payload

6. Enter miles, density, and load fraction

7. Enter miles only

If you have the necessary data, select Option 1 to provide estimates for both ton-miles and total miles. 

If only one of these values is known, the other value can be calculated using a combination of your 

average freight density, your average load percentage (e.g., 100% for truckload), and/or your average 

payload, as described below. For example, ton-miles combined with average payload estimates allows 

the Logistics Tool to estimate total miles. Similarly, average density combined with average load 

percentages allows conversion between miles and ton-miles. Cargo density is estimated based on the 

commodities shipped with each carrier. See the SmartWay Logistics Tool Technical Documentation for 

additional information on these calculations. 

Depending on the Data Availability option selected, the fields on the screen will become active (white) 

or remain grayed out.
Logistics Company FLEET Tool Users Guide Part 3 | P. 44

 

Ideally, when entering information for a carrier, you should use Data Availability Option 1. 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.

If you know only ton-miles, then you may choose Options 2, 3 or 4. In Option 2, you will need to provide 

average payload, which will be used to develop a mileage estimate. In Option 3, you may include 

information on load fractions and the types of cargo, and the tool will calculate an average payload for 

you. In Option 4, SmartWay will use an average payload number based on the bin category of the 

carrier to estimate a miles number for you. For all of these options, the miles estimates are paired with 

the carriers’ g/mile efficiency factors to estimate mass emissions for each carrier. 

Although dependent on industry type and product mix, Option 2 is generally preferred to Option 3 in 

terms of data quality, while Option 3 is preferred to Option 4.

If you know only miles, then you may choose Options 5, 6 or 7. In Option 5, you will also need to 

provide average payload which will be used to develop a ton-miles estimate. In Option 6, you may 

include information on load fractions and the type of cargo, and the tool will calculate an average 

payload for you. In Option 7, SmartWay will use an average payload number based on the bin category 

of the carrier to estimate a ton-miles number for you. In all these options, the ton-miles estimates are 

paired with the carriers’ g/ton-mile efficiency factors to estimate mass emissions for each carrier. 

Although dependent on industry type and product mix, Option 5 is generally preferred to Option 6 in 

terms of data quality, while Option 6 is preferred to Option 7. 

Finally, providing ton-mile data (Options 2, 3, and 4) is generally preferable to simple mileage data for 

most modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often 

available and will result in a more precise estimate of mass emissions (when combined with gram per 

ton-mile metrics for each carrier) than relying on gram per mile metrics. Ton-mile estimates are also 

most appropriate for LTL truck shipments, given the uncertainty in cargo volume utilization. Ton-miles 

are also more appropriate for heavier TL shipments. Alternatively, mileage activity measures are most 

appropriate for light truckload shipments. However, for all calculations, where precise estimates of 

weight are often unknown, and distance estimates are highly reliable, mileage activity measures may be 

the better metric. 

3. Selecting the Preferred Inventory Calculation Metric

After specifying the Data Availability option, you must then define your preferred metric (Inventory 

Calculation Metric) for calculating mass emissions for each of your carriers. Options include gram per 

(truck) mile, grams per railcar-mile, and gram per ton-mile (all modes). 
Logistics Company FLEET Tool Users Guide Part 3 | P. 45

 

Please select the metric most appropriate for characterizing your carrier activity. You should select 

g/mile metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should 

generally be used for rail and heavier truck freight. Further guidance will be provided when the Logistics 

Tool is expanded in the future to include g/volume-mile metrics as well as air and marine freight. 

Note: The Logistics Tool calculates your emission performance based on the best available data 

for each of your carriers. Since your mass emissions inventory can be produced using either 

g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers. Regardless of 

the metric you select, the Tool will calculate tons of emissions. In order to compare 

efficiencies across different carriers and/or modes, the Tool will express performance in both 

g/ton-mile and g/mile.

4. Entering Mile and Ton-Mile Data

After specifying the Inventory Calculation Metric for each carrier, enter the total activity data for the 

carrier for the associated unit type (ton-miles, miles, or railcar-miles). You should enter the data to the 

nearest whole number. If you selected Option 1 (preferred), enter both miles and ton-miles for the 

given carrier. 

If you selected Option 2, you must enter ton-miles along with the estimated average payload in short 

tons (2,000 lbs). In this case the total miles for the carrier will be back-calculated by dividing ton-miles 

by tons. 

If you selected Option 3, first enter your ton-miles. Next, you must estimate your freight density using 

the Average Density Calculator. The calculator, which is activated by selecting the appropriate Calc

button in the Average Density column, allows you to specify the fraction of shipments that fall into 

various commodity groupings. Each grouping has an associated average density, expressed in pounds 

per cubic foot of available cargo space. The densities for a given commodity category vary for rail and 

truck modes, since utilized container space varies by mode.3

 Figure 35 presents example inputs for the 

Truck Density Calculator. 

 

3 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
Logistics Company FLEET Tool Users Guide Part 3 | P. 46

 

Figure 35. Example Average Density Calculator Inputs (Truck Carriers4) 

After inputting your freight distribution data into the Average Density Calculator, use the Average Load 

Percent Calculator to adjust your activity estimates for partial loads. Load percentages can be either 

weight-based, with full truckloads corresponding to weighing out, or volume-based, with full truckloads 

corresponding to cubing out. 

Example: if 3,000 loads of your LTL shipments are 50% truckload and 5,000 loads are 70% truckload, 

enter the corresponding load information in the Average Load Percent Calculator popup (see Figure 

36). The calculator will then estimate the weighted average load (in this case 62 percent) which will be 

applied to your total miles estimate for this carrier. 

Note: If you do not convert partial shipments into whole shipments, you will be assigned the 

carbon impact of the entire load. Please refer to the Logistics Company Tool Technical 

Documentation for details regarding the application of the calculator inputs.

 

4 Average density bins differ for rail carriers.
Logistics Company FLEET Tool Users Guide Part 3 | P. 47

 

Figure 36. Example Average Load Calculator (Truck Carriers5) 

Once the calculator data has been entered, the resulting average density and load percentage will 

appear on the Activity Data screen. The back-calculated mileage values will also appear in grey boxes 

on the screen.

If you select Data Availability Option 4, simply enter your ton-mile estimates, and a corresponding 

mileage estimate will be back-calculated using the carrier’s average payload value, as determined from 

the bin category averages. This option is the least accurate of the ton-mile-based calculations, since no 

information is provided regarding your logistics fleet’s payload profile.

If you select Data Availability Option 5, enter your total miles estimate, expressed as either truck miles 

(for truck, logistics, and multi-modal carriers), or railcar-miles for rail carriers. Next enter your average 

payload estimate in tons and ton-miles will be back-calculated for you. 

Selecting Option 6 requires total miles to be entered, along with payload density information and load 

percentages using the calculators described above. 

Selecting Option 7 only requires entry of total miles, and ton-miles will be back-calculated using the 

carrier’s average payload value.

 

5 A similar calculator is used for calculating railcar load percentages.
Logistics Company FLEET Tool Users Guide Part 3 | P. 48

 

4. Validating your Activity Data

The Logistics Tool also contains data validation checks designed to identify missing and potentially 

erroneous data. Selecting the button at the bottom of the screen will allow you to view 

any potential data entry errors. Figure 37 provides an example validation screen check result.

Figure 37. Example Validate Screen Check Result

The red highlighting in Row 7 indicates an error. Errors must be addressed before proceeding with the 

rest of your data entry. Selecting on the red highlighting will display details – in this case, informing you 

that an Average Payload entry is required for Data Availability Option 5. 

The yellow highlighting indicates a warning condition. Warnings do not have to be addressed before 

proceeding, but may indicate a possible data entry error. In the example above, the average payload 

entered, 40 tons, is greater than the validation threshold of 33.8 tons.6

• Average railcar payloads are greater 150 tons (warning)

 Other validation messages are 

presented for the following conditions:

• The ratio of ton-miles to miles is greater than the corresponding upper bound average (warning)

 

6 In this case 33.8 tons corresponds to the average payload plus two times the standard deviation of the payload distribution for 

Class 8b truck partners. (The same upper bound payload level is used for Logistics and Multi-modal carriers as well.) 

Warning – select 

for details

Error – select 

for details

Missing 

Payload Data

High Payload 

value
Logistics Company FLEET Tool Users Guide Part 3 | P. 49

 

• Payload is less than or equal to zero (error)

Viewing the Emissions Summary and Carrier Performance Tabs 

Once you finish entering your data you may view your performance on the Emissions Summary or 

Carrier Performance screens. Based on the logistic fleet activity data inputs and the carrier 

performance data downloaded from the EPA website, weighted average g/mile and g/payload ton-mile 

factors are calculated for CO2, NOx, PM10, and PM2.5 for each carrier, as well as total mass emissions 

(based on the preferred metric designated for each carrier). The fleet-specific g/mile and g/ton-mile 

factors, as well as total mass emissions, are shown on the Emissions Summary screen.7

The Emissions Summary screen (see Figure 38) displays emissions performance by carrier and for your 

logistic fleet as a whole, presented in terms of grams per mile and grams per ton-mile. Select the 

pollutant to display using the buttons at the top of the screen.

 A full range of 

summary data is displayed on the Carrier Performance screen.

Figure 38: Emissions Summary Screen

 

7 The gram per mile and gram per ton-mile values provided for SmartWay Truck carriers actually represent “bin averages” for a 

given truck operating category (e.g., TL Dry Van operators), indicating bin midpoints for the ranked set of all operators in this 

category. In this way precise performance metrics are not attributed to any given carrier. Alternatively, performance metrics 

for rail are carrier-specific.

Select Pollutant
Logistics Company FLEET Tool Users Guide Part 3 | P. 50

 

The Emissions Summary screen also displays the “bin category” ranking for any truck carriers. Truck 

carrier emission factors are determined by placing similar trucking companies in groups called “bin 

categories.” The current bin categories are: 

• truckload-dry van /container; 

• less than truckload-dry van; 

• refrigerated; 

• tanker; 

• flatbed; 

• package delivery; 

• dray; 

• specialized hauler; and

• mixed. 

The fleets in each bin category are divided by performance into five roughly equal sets (bins.) The 

midpoint of performance for each bin represents the emission factor for all fleets in that bin. Thus, a 

fleet will have a bin number (ranging from 1 to 5) for each of the four pollutants and two performance 

metrics (8 bins in all.) Bin Rankings are currently only used for truck and logistics carriers. Rail uses 

actual company specific emission factors, and future air and sea modes will likely use company specific 

emission factors as well. 

Mass emissions in tons per year are also calculated in the right hand column of the Emissions Summary

screen. The Composite row at the top of the table provides the activity-weighted average performance 

metrics across all carriers and modes. This summary, plus other detailed reports can be printed by 

returning to the Home screen and selecting View Performance Data. 

The Carrier Performance screen displays data at a more detailed level than the Emissions Summary

screen. Emission factors, mass emissions, or bin rankings may be selected for display using the Display 

Type drop-down box (see Figure 39). 
Logistics Company FLEET Tool Users Guide Part 3 | P. 51

 

Figure 39: Carrier Performance Screen

You may also expand or aggregate the display rows to show carrier performance by individual carrier by 

selecting on the “+/-” signs to the left. Selecting on the “-“ sign removes the individual carrier display. 

Note that Bin Rankings can only be viewed for specific truck carriers, not for the mode-level summary. 

Note: If you use the Data Import method to populate the Logistics Tool with more than 1,000 

carrier records, the Carrier Performance screen cannot be viewed. In this event you may use 

the Emissions Summary screen to see the performance metrics, mass emissions and bin 

rankings for these carriers, or you may view the Emissions Summary Report, accessed through 

the Home screen, to see the corresponding modal average values (i.e., weighted average 

metrics for truck, rail, etc.)

This data, plus other detailed reports, can be printed out by returning to the Home screen and selecting 

View Performance Data. 

Select Emission Factors, Mass Emissions, or 

Bin Rankings for display Show (+) or Hide (-) 

specific carriers
Logistics Company FLEET Tool Users Guide Part 3 | P. 52

 

Finalize Data Entry and View Reports

Once back at the Home screen, notice that the fleet data that you entered and validated now identifies 

its status as “Complete”. You may now highlight the next fleet if you have another one to complete. Fill 

out unfinished fleet data in the same manner as before. If all fleets are marked as “Complete,” you can 

move on to the next step, View Reports.

8 If one or more fleets are not marked as “Complete”, review 

the data you entered for errors or omissions (see Figure 40).

Figure 40: Home Screen - After Completing the Data Entry/Modification Process for First Logistics Fleet

 

8 Company Characterization and Input Summary reports may be viewed before completing data entry for all fleets if needed.

Status of first Logistics 

Fleet “Complete”

Select next fleet for 

data entry

Select after all fleets 

are “Complete” to 

view reports
Logistics Company FLEET Tool Users Guide Part 3 | P. 53

 

Once you have completed data entry for all logistics fleets, and the fleet status indicates “Complete” or 

“Complete with Warnings”, you may select View Performance Data to see the various reports (see 

Figure 41). 

Figure 41: View Performance Data Screen

Selecting any of the blue links will display the indicated report type. The reports provide a recap of your 

data inputs as well as the emissions calculation results presented on the different Data Entry screens. 

Selecting on any of the summary report types will take you to a screen allowing you to preview and print 

your reports. The Emissions Summary and Carrier Performance reports also provide composite 

performance metrics and mass emissions summed across all logistics fleets. These reports will prove 

useful for your diagnostic and improvement efforts.
Logistics Company FLEET Tool Users Guide Part 3 | P. 54

 

Submitting Data to SmartWay

Congratulations! You are now ready to send your data to EPA. 

Select the Create file to send to EPA link, which will create a file with the following naming convention:

PartnerName_ Year_Logistics_V0.xls 

For example, ABCompany_2010_Logistics_V0.xls

where ParnterName is your partner name as entered for Step 1 on the Home screen, and Year indicates 

the year for which you are submitting your data. 

The system will display a message indicating that an Excel file will be created with your company’s 

name as part of the file name. The file will be saved to the same folder where the tool itself is 

currently saved. You will need to locate the file and attach it in an e-mail to your Partner Account 

Manager (PAM). 

NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not 

allow zipped files through the EPA firewall.

The system will first display a message asking you to confirm your decision to save a copy of your tool on 

your hard drive (Figure 42).

Figure 42: Data Saving Confirmation

Upon selecting the file will be saved, and additional instructions will appear (see Figure 43). 

Follow these instructions for submitting your Logistics Partner Tool to SmartWay. Upon selecting 

a screen will appear allowing you to close the Logistics Partner FLEET tool or return to the 

Home screen.
Logistics Company FLEET Tool Users Guide Part 3 | P. 55

 

Figure 43: Data Submission Instructions

If you have any comments about the Tool and/or User Guide, please submit these with your Tool in a 

separate document.
Logistics Company FLEET Tool Users Guide Part 3 | P. 56

 

Troubleshooting the Tool

Although the revised SmartWay Tools have been tested extensively, you may encounter errors. 

Intermittent errors have been encountered when opening the tools directly from an e-mail rather than 

from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use 

of the tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition, 

make sure that your computer is using a system and application version validated for use with the

SmartWay 2011 Tools (XP and Vista operating systems, and Excel Office 2003 and 2007.) 

Note that some users have experienced problems when re-opening the tool without closing Excel. It is 

recommended that you close Excel before re-opening this tool, which could result in a loss of data in 

other open Excel workbooks.

If you continue to encounter problems, please make a screen capture of the error message, and save the 

data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image 

into a document such as MS Word.) Then send the screenshot, along with the saved data to your 

Partner Account Manager for further assistance.
Logistics Company FLEET Tool Users Guide Part 3 | P. 57

 

Appendix A – Data Field Details for Carrier File Export/Import Option

The following provides additional definitions and information to assist in the preparation and import of 

Carrier CSV files.

Bin Category: The operation type category used for ranking carriers (e.g., TL Dry Van, Dray, etc.). 

Carriers are grouped by these categories to ensure an "apples to apples" comparison. The emissions 

factors associated with truck carriers are the midpoint value for their bin, while factors associated with 

rail carriers are partner-specific, based on publicly available information.

Emission Factors: Emissions factors have long been the fundamental tool in developing national, 

regional, state, and local emissions inventories for air quality management decisions and in developing 

emissions control strategies. More recently, emissions factors have been applied in determining sitespecific applicability and emissions limitations in operating permits by federal, state, local, and tribal 

agencies, consultants, and industry.

EPA’s SmartWay Database: EPA maintains a database containing key SmartWay partner information. 

This database is used to create the SmartWay Carrier Data file. 

MCN: This is a truck carrier’s Motor Carrier Number (MCN) number. This is an optional field you can use 

to visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used 

to merge SmartWay data with your carrier data. If you created your CSV file using one of the two Export 

buttons on the Select Carriers screen, you should not change these values. 

SCAC: The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to identify 

transportation companies. SCACs are assigned by the National Motor Freight Traffic Association, Inc., 

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

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

CSV Fields:

Carrier ID: This is an internal identifier that can be used to identify your carriers. This number originates 

from the SmartWay Database. A negative number identifies the carrier as a non-SmartWay carrier. If 

you created your CSV file using one of the two Export buttons on the Select Carriers screen, you should 

not change these values. If you are merging your carrier data with the SmartWay carrier data using the 

carrier name, carrier mode, and carrier bin category, you do not need to specify this internal ID field. 

Carrier Name: This is the name of the carrier. If you are using the internal Carrier ID field to merge your 

data with the SmartWay data, you do not need to specify this field. If you are using this field to merge 

the data together, the names must be an exact match, but the names are not case sensitive. If you 

created your CSV file using one of the two Export buttons on the Select Carriers screen, you should not 

change these values. 
Logistics Company FLEET Tool Users Guide Part 3 | P. 58

 

Mode: This is the mode of the carrier. This field is required and must be an exact match if you are using 

carrier name, carrier mode, and bin category to merge the SmartWay data with your carrier data. Valid 

values are “Truck”, “Rail”, “Multi-modal”, and “Logistics”. If you created your CSV file using one of the 

two Export buttons on the Select Carriers screen, you should not change these values. 

Bin Category: This is the SmartWay bin category for the carrier. For more information on Bin Categories, 

please see the Glossary above. If you created your CSV file using one of the two Export buttons on the 

Select Carriers screen, you should not change these values. Valid values for Truck carriers are TL/Dry 

Van, LTL/Dry Van, Reefer, Flatbed, Tanker, Dray, and Package. The only valid value for Multi-modal 

carriers is Truck/Rail. Rail carriers and Logistics carriers do not have bin categories. 

SCAC: This is a truck carrier’s SCAC code. This is an optional field you can use to visually determine if a 

SmartWay carrier is one of the carriers you use. This field is not currently used to merge SmartWay data 

with your carrier data. If you created your CSV file using one of the two Export buttons on the Select 

Carriers screen, you should not change these values. 

MCN: This is a truck carrier’s MCN Motor Carrier Number. This is an optional field you can use to 

visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to 

merge SmartWay data with your carrier data. If you created your CSV file using one of the two Export 

buttons on the Select Carriers screen, you should not change these values. 

# Non-SmartWay Carriers: This is a required field for non-SmartWay carriers. You can either enter the 

number in the CSV file or enter it later on in the tool user interface. If you enter the number in the CSV 

file, it must be an integer between 1 and 99,999. If you have selected more than one entry for "NonSmartWay Carrier" for a given mode, make sure to avoid double-counting these carriers. Also, only enter 

carriers used during the current reporting year.

Data Availability: This is a required integer field whose valid values are 1 to 7. The Data Availability 

Option entered/selected for a carrier identifies which carrier activity data you have available. The data 

you enter in your CSV file for Ton Miles, Total Miles, Average Density, Average Load pct, and Average 

Payload should be consistent with the carrier’s Data Availability. If you do not specify a Data Availability 

Option, the tool will insert a default value of 1 for the carrier entry. 

The seven Data Availability Options are:

1 = (Preferred) I know both Ton-miles and Total Miles.

2 = I know Ton-miles and Average Payload.

3 = I know Ton-miles and have general information about number of loads and cargo density.

4 = I know Ton-miles only.

5 = I know Total Miles and Average Payload.

 6 = I know Total Miles and have general information about number of loads and cargo density.

7 = I know Total Miles only.
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Calc Metric: This is a required field. In general, there are three valid values, but some of these values are 

only available for certain Mode and Data Availability combinations. The three valid values are g/mile, 

g/ton-mile, and g/railcar-mile. This field specifies the method for calculating each carrier's emission 

footprint. In making your selection, consider the most appropriate measure for the carrier’s operation 

type. In general, ton-miles are good for rail, multi-modal and logistics companies as well as heavier 

truck loads (roughly above 10 tons), while g/mile is better for trucks with lighter payloads. Railcar-miles 

are also an available option for the rail mode, although ton-miles are preferred. Also, g/mile may be a 

more reliable metric for tracking TL operations, while g/ton-mile is probably more appropriate for LTL 

operations. The tool will default a valid Calc Metric if one is not supplied in the CSV file.

Ton-Miles: Depending on your Data Availability option, this field may be required or ignored. The TonMiles field is an integer that must not exceed 999,999,999,999. 

Total Miles: Depending on your Data Availability option, this field may be required or ignored. When 

entered, this field will contain the total miles per year attributed to each truck and rail carrier. The tool 

assumes that miles entered for truck carriers correspond to (full) truckload-equivalent miles. Rail-miles 

correspond to truckload equivalent railcar miles. Please see the Shipper Tool Technical Documentation 

for details regarding the calculation of truckload-equivalents for railcars. The Total Miles field is an 

integer that must not exceed 999,999,999,999. 

Average Density: Depending on your Data Availability Option, this field may be required or ignored. 

This field is used to calculate ton-miles and/or total miles, accounting for shipper-specific freight 

densities. Average Density is required for Data Availability Options 3 and 6. The Average Density field 

must be a numeric field greater than 0.1 with up to one decimal place.

Average Load Pct: Depending on your Data Availability Option, this field may be required or ignored. 

Use the Average Load Percent calculator to determine what fraction of your truck and rail carrier’s cargo 

space is used to ship your freight. Load percentage estimates can be weight-based, with full truckloads 

(or railcar loads) corresponding to weighing out, or volume-based, with full loads corresponding to 

cubing out. The Average Load Percent field is required for Data Availability Options 3 and 6. Enter the 

load information as requested. The resulting fractions (shown on the Activity Data screen) are 

multiplied directly by Total Miles to scale carrier mileage. The Average Load Pct field must be an integer 

field between 1 and 100.

Average Payload: Depending on your Data Availability Option, this field may be required or ignored. 

Enter payload (in short tons) representing the average cargo weight per loaded trip. The Average 

Payload field is a numeric field that must be greater than 0.0001. The total number of digits, including 

the decimal point, must not exceed 5 digits.