Update contracts.md to reflect current processes

pages/managers/contracts.md

@@ -2,8 +2,8 @@
 # Contract and working hours
 
 ```{important}
-Please note the university [guidance](http://www.bristol.ac.uk/students/support/finances/advice/part-time-work/) on working part time during your studies.
-Ph.D. students contributing to the Ask-JGI team must have the approval of their supervisors, and should agree an upper limit on the number of hours they should be dedicating to Ask-JGI each month.
+Please note the University [guidance on working part time](http://www.bristol.ac.uk/students/support/finances/advice/part-time-work/) during your studies.
+PhD students contributing to the Ask-JGI team must have the approval of their supervisors, and should agree an upper limit on the number of hours they should be dedicating to Ask-JGI each month.
 ```
 
 Most Ask-JGI student contracts are handled by the University of Bristol's [Temporary Staffing Service (TSS)](https://www.bristol.ac.uk/temporary-staffing/).
@@ -12,19 +12,27 @@ This is the case for candidates who meet the following criteria:
 - Will be based in the UK for the duration of the contract.
 - Do not hold any other employment contracts at the University of Bristol.
 
-Assuming the above criteria are fulfilled, a [Casual, Academic and Guest request](https://www.bristol.ac.uk/temporary-staffing/cag/managers/request/) should be made by the JGI Manager.
+Assuming the above criteria are fulfilled, a [Casual, Academic and Guest request](https://www.bristol.ac.uk/temporary-staffing/cag/managers/request/) should be made by the JGI admin team.
 This must be sent to TSS **at least 3 weeks** prior to the commencement of Ask-JGI activities.
 
-To claim payment each month, students will need to send a completed time sheet to the JGI Manager, who will enter their hours on MyERP.
+To claim payment each month, students will need to ensure that their timesheet (a shared Excel spreadsheet) is up to date before the end of each month.
+A member of the JGI admin team shoul send a reminder in the Microsoft Teams channel with the exact deadline each month.
+After checking the hours, a JGI admin team member will then submit the total hours using a MyERP timesheet.
 
 There are some cases where the above criteria do not apply (see below subsections).
 
-#### Student already employed through UoB HR
+## Student already employed through UoB HR
 
 In cases where a student is already a staff member at the University, a payment route has already been set up through HR. This means that hours worked on Ask-JGI must be claimed by the student through MyERP using a **Staff Fee Claim** form.
 
 The student will require a budget code and hourly rate (excluding holiday pay as annual leave benefits are already included as part of their main contract) from the Ask-JGI manager.
 
-#### Student based internationally
+## Student based remotely, including internationally
 
-In cases where a student is going to be based overseas for part or the duration of their contract a special exception should be sought through the [International Mobility Office](http://www.bristol.ac.uk/hr/policies/international-mobility/). Provided that the International Mobility team are able to approve the circumstances a TSS contract ought to be able to be drawn up for a duration of 6 months (maximum for overseas-based workers).
+```{important}
+We expect most students to be physically based in Bristol and be available to attend in-person meetings during their time as part of the Ask-JGI team.
+```
+
+In cases where a student is going to be based away from Bristol for part of their contract, they should check this first with the Ask-JGI manager.
+Where they will be oversea, then a special exception must also be sought through the [International Mobility Office](http://www.bristol.ac.uk/hr/policies/international-mobility/).
+Provided that the International Mobility team are able to approve the circumstances a TSS contract ought to be able to be drawn up for a duration of 6 months (maximum for overseas-based workers).