Payroll cut-off is today, and a colleague’s timesheet has an error: hours do not add up, a leave day is missing, or the wrong code was used. You need to fix it quickly, but the topic can feel sensitive. In this lesson you practise asking precise questions about hours, dates and codes, and confirming the corrected figures clearly. You will work with a timesheet extract, a short cut-off notice, and an approval workflow step. You will practise language that keeps the tone respectful and calm, while still making the urgency real. You will also practise updating the system status and writing a short note that records what was changed and who confirmed it. By the end, you will be able to handle time-critical payroll-related admin tasks confidently, without sounding panicked, and with the accuracy that prevents problems later.
1. Cut-off today: spotting the timesheet problem fast.
Right, let’s step into a very real admin moment. It’s payroll cut-off day, you’re doing a final check, and one colleague’s timesheet doesn’t add up. This is exactly the kind of situation where your English needs to be calm, precise and time-aware. You don’t want to sound dramatic, but you do need to make the urgency clear.
In this lesson we’ll stay with one case from start to finish. You’ll read a short cut-off notice and a timesheet extract, then you’ll diagnose what’s wrong. After that, you’ll practise the key questions you need to ask, how to confirm the corrected figures clearly, and how to explain the workflow step that comes next, including resubmission and manager approval. Finally, you’ll write a short audit-friendly note that records what changed, who confirmed it, and when.
For now, focus on the first skill: scan quickly, find the mismatch, and describe it in one factual sentence. No blame, no emotion, just the issue and what you need to confirm.
Today’s situation.
You’re an Office Administrator supporting payroll checks. It’s payroll cut-off today. You’re reviewing a colleague’s timesheet before it goes to Payroll, and you notice something doesn’t make sense.
In a time-critical situation like this, your job is to:
Spot the issue (what exactly is wrong?).
Check the key facts (hours, dates, codes).
Message the colleague quickly with respectful urgency.
Keep it traceable (write a clear note and update the workflow status).
What “good” looks like (tone + accuracy).
When timesheets are wrong, people can feel judged. So we aim for language that is:
factual: “The total doesn’t match the daily entries.”
neutral: not “You did this wrong.”
time-aware: “Payroll cut-off is today, so we need to fix this now.”
action-focused: “Can you confirm X? Once you confirm, I’ll update it immediately.”
Key phrase patterns (you’ll reuse these).
“I’m checking your timesheet before payroll cut-off.”
“The total hours don’t match the daily entries.”
“Can you confirm how many hours you worked on Tuesday?”
“Once you confirm, I’ll update it immediately.”
“It will need manager approval again after the change.”
Quick scan method: where to look first.
Week total (what does the system think the total is?)
Daily entries (do the numbers add up?)
Codes (standard hours vs overtime vs leave)
Any missing day or unusual value
In the reading below, you’ll see a cut-off notice and an extract from the timesheet. Your first job is simply to identify the mismatch and name it clearly.
Practice & Feedback
Read the cut-off notice and the timesheet extract carefully. Then write 2–3 sentences as if you are messaging Jordan (the colleague) on Teams.
Your message must:
sound calm and respectful (no blame);
say what you noticed (the specific mismatch);
ask one precise confirmation question about Tuesday’s hours or coding;
mention that payroll cut-off is today, so you need a quick confirmation.
Use at least one phrase from the list on the screen (for example: “I’m checking your timesheet before payroll cut-off” or “The total hours don’t match the daily entries”).
Payroll cut-off notice (internal).
Subject: Payroll cut-off today (Friday)
Hi all,
A reminder that payroll cut-off is today at 3:00 pm. Any timesheets requiring changes must be corrected and resubmitted before cut-off, otherwise they will be paid in the next cycle.
Thanks,
Payroll Team
---
Timesheet extract: Jordan Lee (Week ending Fri 13 Dec).
Day
Code
Hours
Mon
STD
7.5
Tue
STD
9.0
Wed
STD
7.5
Thu
STD
7.5
Fri
STD
7.5
System weekly total shown: 37.5 hours
Note: Standard week is 37.5. Overtime must be coded separately and requires manager approval.
2. Listening: a calm but urgent Teams call.
Now you’re going to hear a short, realistic call summary. Imagine you’ve just pinged Jordan on Teams, and they’ve called you back quickly. Your job is to listen for three things: first, what Jordan says about Tuesday’s extra time; second, whether it was overtime or just a longer day that should still be standard; and third, what you need to do next in the workflow.
As you listen, notice how the admin voice stays neutral: it doesn’t accuse, it just checks. Also notice how numbers and times are handled: they repeat and confirm, and they make the deadline real without sounding panicked.
After the audio, you’ll answer a few comprehension questions and then write a one-sentence confirmation of the corrected total. Keep your answers short and factual. If you’re not sure, listen for the exact words around Tuesday and the phrase about manager approval.
Ready? Listen once for the main idea, then a second time for details.
What you’re listening for.
In a payroll cut-off situation, you’re listening for decision-making information:
What actually happened? (hours worked, leave taken, correct code)
What is the correction? (new hours and/or code)
What is the next workflow step? (resubmit, manager approval, pending)
Helpful listening anchors.
When people talk about timesheets, you often hear:
day + hours: “Tuesday was nine hours.”
breakdown: “Seven and a half standard, plus one and a half overtime.”
uncertainty: “I’m not sure which code.”
approval reality: “My manager needs to re-approve it.”
Language to copy (calm, respectful urgency).
Notice how urgency is communicated professionally:
“Payroll cut-off is today, so we need to fix this now.”
“Without the correction and resubmission, it’ll roll to the next pay cycle.”
“Once you confirm, I’ll update it immediately.”
Numbers: the safe routine.
When you handle numbers, don’t just accept them. Use a mini routine:
Repeat the number: “So Tuesday is nine hours, yes?”
Confirm the type: “Is that overtime, or standard hours?”
Summarise the corrected total: “Just to confirm, the correct total is… ”
In the task below, you’ll answer comprehension questions based on the audio. Then you’ll produce a one-sentence confirmation that sounds like a real admin message.
Practice & Feedback
Listen to the short call. Then answer the questions in full short sentences.
What is the issue with the timesheet?
What does Jordan confirm about Tuesday (hours and whether it includes overtime)?
What action does Jordan agree to take after the correction?
What approval step is needed again?
Finally, write one clear confirmation sentence you could send on Teams starting with: “Just to confirm, …” Include the corrected standard hours and the overtime, if mentioned.
3. Nailing numbers and codes without confusion.
Let’s tighten up the language for numbers, hours and codes, because this is where problems happen. In payroll admin, being ‘almost right’ is not enough: you need the colleague to clearly confirm the figures, and you need to record them in a way that someone else can follow later.
We’ll focus on two micro-skills. First, asking precise questions that separate standard time from overtime or leave. Second, summarising the corrected information in a simple, checkable format.
You’ll see a small ‘question ladder’ on the screen. It starts soft and neutral, and it becomes more direct if you need it, but it stays polite. You’ll also see examples of how to write numbers clearly: using digits, using decimals consistently, and repeating the key figures once at the end.
In the activity, you’ll rewrite messy notes into a clean confirmation message. Think: what would Payroll need to see to understand the correction in ten seconds?
Why codes matter (and how to talk about them).
When a colleague says “I worked longer on Tuesday,” you still need to confirm how it should be coded. In many systems:
STD = standard hours (part of the normal weekly total)
OT = overtime (often needs separate approval)
AL / SL = annual leave / sick leave (must match the right date and leave type)
If the code is wrong, the total may look right, but the payroll outcome can be wrong.
A practical question ladder (soft → neutral → firm).
You don’t need to be harsh. You do need to be clear.
Soft start (friendly):
“Can I just check a couple of details?”
Neutral check (precise):
“Can you confirm how many hours you worked on Tuesday?”
“Was that overtime, or standard hours?”
“Which code should we use for the extra time?”
Clear boundary (process):
“Without the correct code, I can’t submit it.”
“It will need manager approval again after the change.”
Confirming figures: make it easy to agree.
A good confirmation is short and structured:
> “Just to confirm: Tue 7.5 STD + 1.5 OT. Weekly standard remains 37.5. Overtime 1.5 will route to manager approval.”
Notice what this does:
separates standard and overtime;
keeps the standard week clear;
links the code to the workflow step.
Common pitfalls (and the safe fix).
Pitfall: “You did nine hours.” (too vague)
Fix: “Tuesday is 9.0 total, including 1.5 overtime, correct?”
Pitfall: “I’ll sort it.” (not traceable)
Fix: “Once you confirm, I’ll update it immediately and ask you to resubmit.”
In the task below you’ll clean up a messy internal note and turn it into a clear confirmation message.
Practice & Feedback
You are writing a quick internal Teams message to Jordan after the call. Below is a messy note with unclear wording.
Rewrite it as a clear 3–5 sentence message that Jordan can easily agree to.
Your improved message must:
confirm Tuesday’s breakdown (standard + overtime) using numbers;
state what you will do next (update immediately);
ask Jordan to resubmit;
mention the workflow point that manager approval is needed again;
keep the tone calm and respectful.
Try to use at least two phrases from the chunk list on the screen (for example: “Just to confirm…”, “Once you confirm…”, “It will need manager approval again…”).
Messy note (what you need to improve).
“Jordan said Tuesday was 9 hours. Not sure if OT. Need to change it and send again. Cut off 3. Manager maybe approve.”
4. Chat simulation: fixing it live in Teams.
Now we’ll do a short, chat-style simulation, because in real life this often happens in quick Teams messages rather than a long email. The challenge is to be fast and clear, but also careful: you need confirmation in writing, you need the colleague to take the correct next step, and you need to keep the tone respectful.
In the simulation, Jordan is a bit busy and slightly stressed. Your job is to keep the thread traceable and move it forward: state the issue, ask the key question, confirm the correction, and get the resubmission done before the deadline. You’ll also mention that manager approval will restart after the change, so Jordan doesn’t get a surprise later.
As you write, think in short blocks: one idea per line. If Jordan answers vaguely, don’t argue. Just narrow it down: ‘So is that 7.5 standard plus 1.5 overtime?’ That’s how admins stay calm under pressure.
When you’re ready, you’ll reply as if you’re in Teams right now.
How to run a clean Teams thread (when the clock is ticking).
In a time-critical payroll thread, you’re aiming for four moves:
Open (context + reason)
Check (one precise question)
Confirm (the corrected figures)
Close (next action + workflow step)
You already have the key phrases. The difference now is speed and formatting.
Model mini-thread (what it can look like).
You: Hi Jordan, quick one. I’m checking your timesheet before payroll cut-off. The total hours don’t match the daily entries.
You: Can you confirm Tuesday: was that overtime, or standard hours?
Jordan: I stayed late. It’s 9 hours total.
You: Thanks. Just to confirm, is that 7.5 standard + 1.5 overtime?
Jordan: Yes.
You: Great, once you confirm, I’ll update it immediately. Then could you resubmit it before 3 pm?
You: Just a heads up: it will need manager approval again after the change.
Tone tips when someone is rushed.
Avoid: “You need to…” (can sound bossy)
Prefer: “Could you…?” / “Are you able to…?”
Keep urgency factual: “Payroll cut-off is at 3 pm.”
What you’re practising here.
This block is about interaction control:
keeping the thread moving;
getting a clear “yes” to the figures;
securing a concrete next step.
In the activity, you’ll respond to Jordan’s messages as if you’re in Teams. Write your messages in a chat format (each line starts with “You:”).
Practice & Feedback
Chat simulation time. You are You (Admin) and you are messaging Jordan (employee) on Teams.
Below you can see Jordan’s messages. Write your replies as a short chat (6–10 lines). Format each of your lines like this: “You:”.
Your goals:
state the issue clearly (mismatch);
ask a precise question about Tuesday;
confirm the final breakdown (standard + overtime);
request resubmission before cut-off;
mention that manager approval will be required again.
Keep it respectful and calm, even if Jordan sounds rushed. Use at least three phrases from the chunk bank.
Jordan’s messages.
Jordan: Hey, I’m about to head into a meeting. What’s up?
Jordan: Tuesday I worked longer, that’s why it’s 9.
Jordan: Can you just fix it? I don’t really understand the codes.
Jordan: Also, do I have to do anything, or is it done once you change it?
5. Confirming the fix and explaining the approval step.
You’ve now got the confirmation you need, and you’ve handled the live chat. Next, you need a clean written message that closes the loop and sets expectations. This is where B2-level admin English really shows: you’re not just being polite, you’re being operationally clear.
Your message should do three things in a logical order. First, confirm what’s changing, with numbers that are easy to double-check. Second, explain what Jordan needs to do, usually resubmitting the timesheet. Third, explain what will happen after that: the manager approval step starts again, and then Payroll can pick it up.
Notice how we can be firm without sounding unfriendly. We can say, ‘Without resubmission, it will miss cut-off,’ but we can also soften it with, ‘Could you…’ and ‘Just a heads up…’
In the task, you’ll write the full message you would actually send to Jordan, ready to copy into Teams.
Turning the chat into a clean confirmation message.
After a quick back-and-forth, it helps to send one tidy message that summarises the decision and makes the next step unmistakable.
A good admin confirmation message is:
checkable (numbers are clear and consistent)
sequential (first X, then Y)
workflow-aware (approval / resubmission / status)
time-aware (cut-off mentioned once, not repeated in every sentence)
A strong structure you can reuse.
1) Context (one line):
“Thanks for confirming.” / “Thanks for coming back to me.”
2) Correction summary (numbers + codes):
“Tuesday will be coded as 7.5 STD + 1.5 OT (9.0 total).”
“Weekly standard remains 37.5.” (if relevant in your organisation)
3) Actions (who does what):
“I’ll update it immediately.”
“Could you resubmit it after the correction?”
4) Workflow expectation (no surprises):
“It will need manager approval again after the change.”
Optional: “Once approved, it will flow to Payroll.”
Micro-phrases that keep it respectful.
“Can I just check…?” (when you still need one detail)
“Just to confirm…” (before you make the change)
“Just a heads up…” (before you mention approval)
“I understand it’s urgent, but…” (only if the person pushes back)
Mini self-check before you send.
Ask yourself:
Have I named the day and the numbers?
Is the colleague’s action explicit?
Does the message create a traceable record?
Now write your own confirmation message. Make it realistic: short, clear, and ready to send.
Practice & Feedback
Write a single Teams message to Jordan (about 80–120 words). This is the message you send after you have Jordan’s confirmation.
Include:
a brief thank you;
the corrected Tuesday breakdown (standard + overtime) with numbers;
what you will do next (update immediately);
what Jordan must do (resubmit, before cut-off);
a clear mention that manager approval is required again.
Keep the tone neutral and supportive. Do not over-explain policy. Use at least four phrases from the chunk bank (for example: “Just to confirm…”, “Payroll cut-off is today…”, “Once you confirm…”, “Could you resubmit…”, “It will need manager approval again…”).
Details to use (case facts).
Colleague: Jordan Lee
Issue: Tuesday entered as 9.0 hours under STD
Correction agreed: Tue 7.5 STD + 1.5 OT (9.0 total)
Cut-off: today 3:00 pm
Workflow: after correction, Jordan must resubmit; manager approval restarts
Optional line if you want extra clarity.
“Without resubmission, it may miss today’s cut-off and roll to the next cycle.”
6. Logging the correction: an audit-friendly case note.
Final step, and it’s a crucial admin skill: documenting what happened in a way that stands up later. In payroll and HR-adjacent work, the message thread is helpful, but it’s not always enough. You often need a short system note: factual, dated, and clear about who confirmed what.
An audit-friendly note is not a story. It’s a record. It should include the minimum details someone needs to understand the change: what was wrong, what you changed, the evidence or confirmation you received, the time pressure, and the next workflow step. It also needs to avoid judgemental language.
In a good note, you’ll see clean formatting, consistent numbers, and a clear status update such as ‘Corrected and resubmitted; pending manager approval’. That way, if Payroll asks tomorrow, you can point to a traceable record.
In the activity, you’ll write the actual note you would add to the system. Aim for clarity over length.
What is an audit-friendly note (and why do we write it)?.
A system note is there for future you and for anyone else who touches the case (Payroll, HR, Finance, a manager, an auditor). The goal is simple: someone should be able to understand the situation in 20 seconds.
In this scenario, the key risk is that a change close to cut-off is not traceable. Your note protects the organisation and protects you.
A practical template you can reuse.
Use this structure (you can keep it as 5–8 lines):
1) Context + timing
“Payroll cut-off today 3:00 pm.”
2) Issue identified
“Mismatch noted: Tue entered as 9.0 STD; weekly standard is 37.5.”
3) Confirmation (who + what)
“Jordan Lee confirmed Tue = 9.0 total, including 1.5 overtime.”
4) Action taken (your action)
“Updated Tue coding to 7.5 STD + 1.5 OT.”
5) Next steps + status
“Employee to resubmit; manager approval required again. Status set to: Corrected / Resubmitted / Pending approval.”
